Privacy Policy

Durham Shredders

Effective date: January 2017

Last updated: June 2026

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1. About this policy

Durham Shredders ("Durham Shredders", "we", "us", or "our") is a youth mountain bike club based in Durham Region, Ontario. We run riding and racing programs for participants aged 7 to 17, along with adult and women's sessions. We operate this public website, and we use an internal app called My Durham Shredders that only our coaches and administrators access.

This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. Because most of our participants are children, we take extra care with the personal information of minors. Please read the Children's privacy section below.

By using our website or registering for a program, you agree to the practices described in this policy.

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2. The personal information we collect

We collect the following types of information:

Registration and program information. When you register for a program (through our registration provider, TeamSnap), we collect details such as the participant's name, date of birth or age, the parent or guardian's name and contact details, emergency contact information, skill level, program and session selections, and any health, medical, or allergy information relevant to safe participation.

Payment information. Program payments are handled by our registration and payment providers. We receive confirmation of payment and related details, but we do not store full payment card numbers ourselves.

Communications. When you contact us by email, through a form, or on social media, we keep the messages and any information you choose to share.

Photos and video. We may take photos and video at sessions and events. With appropriate consent, we may use this media to promote the club on our website, in print materials, and on social media.

Website usage data. When you visit our website, we and our service providers automatically collect technical information such as your IP address, device and browser type, pages viewed, and general usage patterns, including through cookies and analytics tools provided by Wix.

Coach, volunteer, and administrator information. If you coach, volunteer, or help administer the club, we collect the information we need to involve you in club activities. Our coaches and administrators also use the My Durham Shredders app, which is for internal use only. For these users we collect login and profile details, the content and messages they create in the app, and information about how they use it. The app stores participant and program information so that our team can run sessions and manage the club safely.

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3. How we use your information

We use personal information to:

• Register participants and manage their involvement in our programs.

• Communicate with you about schedules, weather and cancellations, events, and club news.

• Process and confirm payments.

• Operate the My Durham Shredders app, our internal tool for coaches and administrators, including its AI assistant.

• Support participant safety and respond to emergencies.

• Promote the club and build community, including through photos and social media, where we have consent.

• Improve our programs, website, and app.

• Meet our legal and regulatory obligations.

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4. Consent

We collect, use, and disclose personal information with your consent, except where the law allows or requires us to act without it.

For participants under the age of 18, we rely on the consent of a parent or guardian, which is typically provided by the adult who completes the registration.

You can withdraw your consent at any time, subject to legal or contractual limits. Please note that withdrawing consent may mean we can no longer provide certain programs or services.

If we send you electronic messages such as newsletters or program updates, we do so in line with Canada's Anti-Spam Legislation, and every message includes a way to unsubscribe.

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5. Artificial intelligence (AI) tools

Durham Shredders uses artificial intelligence (AI) tools internally to help our coaches and administrators run the club. This includes the AI assistant built into the My Durham Shredders app. These tools are for internal use by our coaches and administrators only. They are not available to the public, and participants and families do not access them. This section explains how we use AI and how it relates to your personal information.

Where we use AI

• Internal app assistant: The My Durham Shredders app, which only our coaches and administrators use, includes an AI assistant that helps our team find information and carry out club tasks such as working with schedules, rosters, and program details.

• Communications and content: We may use AI tools to help draft, edit, summarize, or translate messages, documents, and website or social media content.

• Operations: We may use AI tools to help organize registration information, plan schedules, and respond to inquiries more efficiently.

Information processed by AI

When our coaches and administrators use these AI tools, the information involved may include personal information about participants, such as roster, program, or contact details, to the extent needed for the task. This information may be processed by AI systems, including AI services operated by third-party providers on our behalf.

Third-party AI providers and data location

Our AI tools rely on third-party AI service providers. These providers may process and temporarily store information on servers located outside Canada, including in the United States, where data may be subject to the laws of those countries. We choose providers that we consider to offer appropriate safeguards, and we limit the personal information shared with them to what is needed for the task. [Optional: name your AI provider(s) here, for example the provider behind the in-app assistant.]

How AI information is handled

We instruct our AI providers to use the information only to deliver the relevant service to us. We do not authorize the use of our community's personal information to train general AI models, except where that is part of the standard service and disclosed by the provider. [Confirm this matches your providers' terms and adjust if needed.]

Human oversight and limits

• AI tools support our coaches and administrators. They do not replace human judgment. We do not use AI to make automated decisions that produce legal or similarly significant effects about you, such as eligibility decisions, without human review.

• AI outputs can be incomplete or incorrect, and our team treats them as a starting point rather than a final answer.

If you have questions about how we use AI, please contact us using the details below.

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6. Children's privacy

Protecting the personal information of children is important to us.

We collect personal information about participants under the age of 18 only with the consent of a parent or guardian, normally provided by the adult who registers the participant. We limit the information we collect about children to what we need to run our programs safely.

Parents and guardians can review, update, or request deletion of their child's personal information by contacting us. We do not knowingly collect personal information directly from children without the involvement of a parent or guardian.

If you believe a child has provided us with personal information without appropriate consent, please contact us and we will take reasonable steps to address it.

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7. How we share information

We do not sell your personal information. We share it only in the following situations:

Service providers. We use trusted third parties to operate our club and digital tools, including TeamSnap (registration and payments), Wix (website hosting and analytics), our payment provider, our AI providers, and email and communication tools. These providers act on our behalf and are expected to protect your information and use it only for the services they provide to us.

Coaches and volunteers. Our coaches and volunteers may access the information they need to run sessions safely, such as participant names, skill levels, emergency contacts, and relevant medical or allergy information.

Within the organization. We share information internally with people who need it to run the club.

Legal and safety reasons. We may disclose information when required by law, in response to a valid legal request, or where necessary to protect the safety of participants, staff, or the public.

Sponsors. We may share aggregate or non-identifying information with sponsors, for example overall participation numbers. We do not share your personal information with sponsors for their own marketing without your consent.

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8. Third-party services and links

Our website and registration process rely on third-party services such as TeamSnap, Wix, our payment provider, and social media platforms including Facebook and Instagram. Our internal tools also rely on third-party AI providers. These services have their own privacy policies, and we encourage you to review them. We are not responsible for the privacy practices of websites or services we do not operate.

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9. Where your information is stored

Some of our service providers store and process information outside Canada, including in the United States. When information is held in another country, it may be accessible to the courts, law enforcement, and other authorities of that country under its laws. By using our services, you acknowledge that your information may be processed outside Canada.

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10. How long we keep your information

We keep personal information only as long as we need it for the purposes described in this policy, or as required by law. When we no longer need it, we take reasonable steps to securely delete or anonymize it.

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11. How we protect your information

We use reasonable physical, technical, and organizational safeguards to protect personal information against loss, theft, and unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

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12. Your rights and choices

Subject to applicable law, you have the right to:

• Ask what personal information we hold about you and request access to it.

• Ask us to correct information that is inaccurate or incomplete.

• Withdraw your consent to our use of your information.

• Opt out of marketing and non-essential communications.

• Request deletion of your information, where appropriate.

To exercise any of these rights, contact us using the details below. We may need to verify your identity before we act on your request. For information about a child, requests should come from a parent or guardian. If you registered through TeamSnap, you can also view and update much of your own information directly in your TeamSnap account.

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13. Cookies and tracking

Our website uses cookies and similar technologies, including those provided by Wix, to keep the site working properly, remember preferences, and understand how visitors use the site. You can manage or disable cookies through your browser settings, although some features may not work properly if you do.

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14. Changes to this policy

We may update this policy from time to time. When we do, we will change the "Last updated" date at the top of this page. If we make a material change, we will take reasonable steps to let you know.

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15. Contact us

If you have questions about this policy or about how we handle your personal information, or if you would like to exercise any of your rights, please contact us:

Durham Shredders Email: [INSERT PRIVACY CONTACT EMAIL] [Optional: mailing address] Contact page: https://janna4566.wixstudio.com/youth-mountain-bike/blank-7

If you are not satisfied with how we have handled your personal information, you have the right to contact the Office of the Privacy Commissioner of Canada.