Privacy Policy

Depending on how you use the platform, we may collect:

• Account & identity: name, email address, and authentication identifiers (via our sign-in provider).
• Membership profile: date of birth, mailing address, phone number, gender/division, club affiliation, and a profile photo/headshot.
• Safety information: emergency contact name and phone number.
• Competition & official records: event registrations, results, technical-official levels, quiz and certification outcomes.
• Payment information: membership and event payments are processed by our payment provider (Stripe). We store a subscription/customer reference — we do not store full card numbers.
• Usage & technical data: standard log and device data needed to operate and secure the site.

Some members are under the age of majority. Where a member is a minor, registration and consent must be provided by a parent or legal guardian, and the guardian may exercise the access, correction, and deletion rights described below on the minor's behalf. We collect only the minor's information reasonably necessary to administer membership, competition eligibility, and safety.

• To create and administer your membership and account.
• To determine competition and technical-official eligibility and record results.
• To process payments and manage renewals.
• To contact you about your membership, events you register for, and federation governance.
• To meet legal, safety, insurance, and sport-governance obligations.

We do not sell your personal information.

We collect and use your information with your consent, which you provide when you create an account and submit your profile. You may withdraw consent at any time, subject to legal and contractual limits, by contacting us at help@thesport.fit. Withdrawing consent for essential processing may mean we can no longer maintain your membership.

We use trusted third-party processors to run the platform: authentication (Clerk), payments (Stripe), database storage (Airtable), and hosting/content delivery (Cloudflare). These providers process data on our behalf under their own security and privacy commitments and may store data outside Canada. We share information with them only as needed to deliver the service, and we do not disclose your personal information to other third parties except as required by law or with your consent.

We keep personal information only as long as needed for the purposes above:

• Active members: for the duration of your membership.
• Lapsed/cancelled members: core profile and membership history are retained for up to 24 months after your last active membership, after which they are deleted or anonymized, unless a longer period is required by law, insurance, or sport-governance/anti-doping obligations.
• Competition results & official certifications: may be retained on an anonymized/historical basis as part of the permanent sporting record.
• Payment records: retained as required by tax and financial-recordkeeping law.

You have the right to access the personal information we hold about you, ask us to correct it, and request its deletion.

• Update it yourself: signed-in members can edit most profile details and manage their account from the Account page.
• Request access or deletion: email help@thesport.fit with the subject "Data access or deletion request". We will verify your identity and respond within 30 days. Deleting your sign-in account also triggers cancellation of any active membership subscription and flags your record for erasure review; some records may be retained or anonymized where the law requires.

Access to member data is restricted to authorized administrators and is protected by authenticated, role-based controls. Sensitive fields (such as member contact details and certification answer keys) are withheld from non-authorized callers, and communication with our systems is encrypted in transit.

For any privacy question, access request, correction, deletion request, or complaint, contact our Privacy Officer at help@thesport.fit. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

We may update this policy from time to time. Material changes will be reflected by the "Last updated" date above and, where appropriate, communicated to members.