Privacy Policy

The Yukon Summer Hockey Club ("the Club") is committed to protecting the privacy of our athletes, parents/guardians, and community members. This policy explains what information we collect, why we collect it, where it is stored, and how you can request its deletion.

What we collect

When you register a participant for a program, we collect only what is needed to run that program safely: participant name, age/date of birth, parent or guardian name, email, phone number, an emergency contact, and payment status (whether an e-transfer payment has been received and the amount). We do not collect payment card details — all payments are made directly by e-transfer between you and the Club.

Members, coaches, and admins invited into the Member Portal have an account tied to their email, holding their profile (name, email, phone number, and team/group assignment), the sessions they're scheduled for, and their attendance/RSVP responses (attending, not attending, or maybe) for upcoming practices, games, and events.

Consent

Registration requires a parent/guardian to acknowledge a liability waiver and provide consent for their child's participation and for the collection of the information above. Consent is collected as part of the registration form, separate from this policy.

Member Portal accounts

Portal access is by invitation only — registering for a program does not, on its own, create an account. Signing in uses a one-time secure link sent to your email rather than a password, so we never create or store a password for your account. We use Cloudflare Turnstile on the registration and sign-in forms to block automated abuse; it verifies you're not a bot without collecting personal information. Signing in sets a secure session cookie so the Portal can recognize you as signed in — we don't use advertising or third-party tracking cookies.

Where information is stored

Registration and Member Portal data is stored in our secure, access-controlled database. Access is restricted to authenticated Club administrators and coaches, scoped to what their role needs — for example, coaches can see attendance for their own group, while full registration and account management is limited to admins. We do not sell or share registrant or member information with third parties beyond what's necessary to operate the program (such as the infrastructure providers hosting our database, email delivery, and bot-protection services).

Retention

We retain registration records for as long as needed to administer the current season and to maintain financial records, after which they may be archived or deleted. Member Portal accounts are retained while you remain part of the Club and are deactivated when access is no longer needed.

Your right to request deletion

You may request that a registrant's personal information or a Member Portal account be deleted from our records at any time by contacting us through our Contact page. We will action deletion requests as soon as reasonably possible.

Contact

Questions about this policy or how your information is handled can be directed to the Club through our Contact page.