Privacy & Data Policy

1. Information We Collect

We collect only the minimum personal information necessary to organize, administer, and communicate about our sporting events. Specifically, we may collect:

• Full name (or, at your discretion, an alias — see Section 7)
• Email address
• Phone number
• T-shirt size (where applicable to event merchandise)
• Skill level and team composition preferences
• How you heard about Olympus Volleyball (referral source)

We do not collect financial information, government-issued identification, or any sensitive personal data as defined under applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial statutes.

2. Purposes for Which We Use Your Information

Your personal information is used exclusively for the following purposes:

• Registering and confirming your participation in Olympus Volleyball leagues, tournaments, and events;
• Communicating logistical details, scheduling updates, cancellations, and event-specific notices;
• Notifying you of future Olympus Volleyball events, leagues, or tournaments in which you may be interested (you may opt out of such communications at any time — see Section 5);
• Tracking and maintaining individual and team statistics, including wins, losses, points, standings, and performance records, which may be displayed publicly on our website following a sufficient number of completed seasons or tournaments;
• Facilitating team management, roster administration, and player coordination.

We will not use your personal information for any purpose not listed above without obtaining your explicit, prior, and informed consent.

3. Public Display of Statistics and Performance Records

Following the completion of one or more competitive seasons or tournament cycles, Olympus Volleyball intends to publish participant and team statistics — including wins, losses, points earned, standings, and other performance metrics — on our public website. This is intended to celebrate community achievement, foster competitive spirit, and provide participants with a transparent record of their performance.

You may, at any time and for any reason, request that your individual statistics not be publicly displayed, or that your name be removed from any public-facing records. To exercise this right, contact us using the methods described in Section 6. We will action all such requests within a reasonable timeframe, not to exceed fourteen (14) calendar days.

4. Use of Aliases

You are not required to register under your legal name. You may provide an alias, a preferred name, or any other identifier of your choosing in the name fields of any registration form, provided that:

• The email address you provide is valid and actively monitored by you, as it is the primary channel through which we will communicate event-critical information; and
• The phone number you provide is accurate and reachable, as it may be used for urgent event-related communications.

By providing an alias, you retain all rights described in this Policy with respect to your personal data, including the right to access, correct, and delete your information.

5. Opting Out of Communications

You may opt out of future event promotion communications from Olympus Volleyball at any time, without penalty or consequence to your participation in current or previously registered events. To opt out, you may:

• Send an email to olympusvball@gmail.com with the subject line "Opt Out — Promotions"; or
• Send us a direct message on Instagram at @olympus.vball

Opting out of promotional communications does not affect our ability to send you transactional communications that are necessary for the administration of events in which you are actively registered (e.g., schedule confirmations, venue changes, or cancellation notices).

6. Your Rights — Access, Correction, and Deletion

Subject to any applicable legal obligations, you have the right to:

• Request access to the personal information we hold about you;
• Request the correction of any inaccurate or incomplete personal information;
• Request the complete and permanent deletion of all personal information we hold about you ("right to erasure").

To exercise any of the above rights, please contact us by:

• Email: olympusvball@gmail.com — include your name (or alias) and the email address used at registration so we can locate your record; or
• Instagram direct message: @olympus.vball

We will respond to all verified deletion requests within fourteen (14) calendar days and will confirm in writing once your data has been permanently removed from our systems. Please note that we may be required to retain certain records (e.g., financial transaction records) as mandated by law, even after a deletion request has been processed.

7. Data Security

We take reasonable and appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. Your data is stored on secure, access-controlled infrastructure provided by reputable third-party cloud service providers that maintain industry-standard security certifications.

However, no method of electronic transmission or storage is completely secure. While we strive to protect your personal information, we cannot guarantee its absolute security and disclaim liability for any unauthorized access that occurs despite our reasonable security measures.

8. Disclosure to Third Parties

We do not sell, rent, trade, or otherwise disclose your personal information to any third party for commercial purposes. Your information will not be shared with sponsors, advertisers, partners, or any other external entity for marketing or commercial use.

• Where required by applicable law, regulation, court order, or lawful request from a governmental authority;
• To our service providers (e.g., database and hosting providers) who process data on our behalf and under strict confidentiality obligations, solely to the extent necessary to provide the services described in this Policy.

We may disclose personal information only in the following limited circumstances:

9. Data Retention

We retain your personal information for as long as is reasonably necessary to fulfill the purposes described in Section 2, or as otherwise required by law. In practice, this means we will retain your registration information for the duration of your active participation in Olympus Volleyball events and for a reasonable period thereafter in order to maintain historical records and statistics.

Upon a valid deletion request under Section 6, we will permanently remove your personal information from all active systems, subject to any retention requirements imposed by law.

10. Children's Privacy

Our events and services are not directed to individuals under the age of sixteen (16). We do not knowingly collect personal information from minors without verifiable parental or guardian consent. If you believe we have inadvertently collected personal information from a minor, please contact us immediately using the information provided in Section 6 and we will take prompt steps to delete such information.

11. Changes to This Policy

We reserve the right to update or modify this Policy at any time. Material changes will be communicated to registered participants via the email address on file and will be posted on this page with an updated effective date. Your continued participation in Olympus Volleyball events following notice of a material change constitutes your acceptance of the revised Policy.

12. Recording, Photography & Media Release

Olympus Volleyball may record, photograph, and livestream league games, tournament matches, and associated events for the purposes of game reporting, performance review, community engagement, and marketing. Such recordings and images may be published or shared on platforms including but not limited to YouTube, Instagram, TikTok, and any other social media or digital channels operated by or affiliated with Olympus Volleyball.

By registering for any league season or tournament organized by Olympus Volleyball, you hereby grant Olympus Volleyball a non-exclusive, royalty-free, worldwide licence to record, photograph, reproduce, edit, publish, and distribute your image, likeness, and performance in connection with Olympus Volleyball events, including for promotional and marketing purposes.

You retain the right to withdraw this consent at any time, without penalty or consequence to your eligibility to participate in current or future events. To exercise your right to opt out of being recorded and/or featured in any social media publication, please notify us prior to the commencement of the event by:

• Emailing us at olympusvball@gmail.com with the subject line "Media Opt-Out"; or
• Sending us a direct message on Instagram at @olympus.vball

Please note that while we will make every reasonable effort to accommodate opt-out requests received in advance, we cannot guarantee the removal of images or footage in which you may incidentally appear as part of a broader recording of gameplay or event proceedings. A minimum of forty-eight (48) hours' notice prior to the event is strongly encouraged to ensure your request can be properly accommodated.

13. Contact Us

For any questions, concerns, or requests regarding this Policy or your personal information, please contact us at: