Privacy Policy

• We collect what we need to run a program safely — and nothing for advertising.
• Children’s health information is seen only by the coaches running the camp, and it’s deleted after camp.
• Photo permission is optional, separate from registration, and can be withdrawn any time.
• We never sell or rent personal information, and we never send children’s information to advertising platforms.
• We never ask about your family’s religion or beliefs, and they never affect who can join.
• Email us and we’ll show you what we hold, correct it, or delete what we don’t need to keep.

When you ask about a program(training, small groups, after-school, future camps, community or sponsorship): your name, email, phone number if you give it, and what you tell us — which may include your child’s first name, age or grade and basketball experience.

When you register for a camp, we collect:

• Parent or guardian: name, email and mobile phone.
• Camper: name, date of birth, shirt size, and their basketball experience.
• Health and safety: allergies, medical conditions, medications and any accommodations coaches should know about to keep your child safe — only what you choose to tell us.
• An emergency contact (name, phone and relationship), and the adults authorized to pick your child up.
• Your consents: which agreements you accepted, when, and the version of the policy you agreed to — plus your separate yes or no on photos and on email updates.

When you pay, payment is handled by Stripe. We never see or store your full card number. We receive a record of the payment — amount, date, the email used and Stripe’s reference numbers — so we can confirm registration, issue receipts and process refunds.

When you browse the site: basic, cookie-free visit statistics (see Analytics below). The camp registration form also saves a draft in your own browser while you fill it in, so a refresh doesn’t wipe it. That draft never includes health information, stays on your device, and clears when you close the tab.

We collect information about children only from their parent or guardian, and only to run the program they’re registered for. We don’t ask children to create accounts or submit information themselves.

Camper rosters, emergency contacts and health notes are available only to the people running that camp, and only for camp. They’re never published, never shared with sponsors, and never used for marketing.

Health information is the most sensitive thing we hold. We use it for one purpose: keeping your child safe during the program — knowing about an allergy before snack time, a condition before a hard drill, and what to tell paramedics if something goes wrong.

• It is only visible to Chatham Kings administrators and the coaches running your child’s camp.
• It is not included in the notification emails our system sends to staff.
• In an emergency, we may share it with paramedics, hospital staff or other emergency responders.
• It’s deleted from our registration records within 60 days after the camp ends — along with emergency contacts and pickup lists. The rest of the registration is kept as described under Retention.

If a concussion is suspected, Ontario’s Rowan’s Law requires us to keep a record of the removal and return-to-sport steps. Those records are kept separately, used for nothing else, and handled as described on our safety page.

• To respond to your enquiry and arrange sessions you ask about.
• To register campers, hold a spot while you pay, confirm payment and send your confirmation and receipt.
• To run camps safely: rosters, placement by age, emergency contacts, pickup and health needs.
• To manage waitlists, cancellations, refunds and our tax and accounting records.
• To send camp updates you need — location, schedule and what to bring.
• To email you about future programs, only if you ticked the box for it. Unsubscribe any time.
• To understand, in aggregate, how the site is used so we can make it work better.

We don’t sell, rent or trade personal information, and we don’t use it for automated decisions about anyone.

Photo and video permission is a separate, optional question at registration. It’s never required to take part. If you say yes, we may use images from camp on our website and social media to show what the program looks like. We don’t publish a child’s full name with their photo. Change your mind any time by emailing us, and we’ll stop using the images and take down what we’ve posted.

We use a small number of service providers to run the site. Each handles information only to provide their service to us:

• Stripe — payment processing.
• Supabase — the database that stores registrations and enquiries.
• Vercel — website hosting and cookie-free visit statistics.
• Resend — sending confirmation emails and notifications.
• Google (Gmail) — our email inbox, where enquiry notifications and your replies arrive.
• Our business-management system — program enquiries (not camp registrations or health information) are copied into the customer-management system of Gonzos Ltd, the parent company of Chatham Kings.

Some of these providers store and process information outside Canada, mainly in the United States, where it may be subject to the laws of that country, including lawful access by authorities there.

We’ll also disclose information if the law requires it, or to protect a child’s safety — for example to emergency responders, or to child protection authorities when there’s a duty to report.

We use Vercel Web Analytics, which counts page visits without cookies and without identifying you. We track a few steps — like starting and finishing a camp registration — as anonymous counts, and we deliberately never attach names, emails, children’s details or health information to them.

We don’t currently use advertising pixels such as Google Analytics or Meta. If that changes, we’ll update this policy first — and children’s information will still never be sent to them.

We don’t use advertising or tracking cookies. If you sign in to the family or admin portal, the site stores what it needs to keep you signed in.

• Camper health notes, emergency contacts and authorized-pickup lists: deleted within 60 days after the camp ends.
• Registrations, consents and payment records: kept for as long as tax and accounting law requires — generally six years after the end of the tax year — and for records of consents and incidents, as long as reasonably needed for insurance or legal purposes.
• Enquiries and waitlist entries: kept while they’re useful for following up, and deleted on request.
• Email updates: until you unsubscribe.

Registration data is stored in a database that only authorized Chatham Kings administrators can read, over encrypted connections. Payment details never touch our systems. Admin access is limited to the people who run programs. No system is perfectly secure; if a breach ever creates a real risk of significant harm, we will tell affected families and report it as the law requires.

You can ask to see the personal information we hold about you or your child, ask us to correct it, withdraw photo or email consent, or ask us to delete information we’re not required to keep. Email us from the address you registered with and we’ll respond within 30 days.

If you’re not satisfied with how we handle a privacy concern, you can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

If we change this policy in a way that matters, we’ll update the date above. Every registration records the version of the policies the parent agreed to.

Nick Gonzalez is responsible for privacy at Chatham Kings. Questions or requests: admin@gonzos.ca.