Our website address is: https://rhmsa.ca.

Introduction

The Richmond Hill Minor Softball Association (“RHMSA,” “we,” “us,” or “our”) is committed to protecting the privacy and personal information of our players, parents/guardians, volunteers, coaches, officials, and members. As a not-for-profit community sports organization operating in Ontario, RHMSA collects, uses, and safeguards personal information in accordance with applicable privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

Information We Collect

RHMSA may collect personal information when individuals register for teams or leagues, volunteer, communicate with us, or participate in RHMSA programs and activities. This information may include:

  • Player name, date of birth, age, and gender
  • Parent or legal guardian name and contact information
  • Mailing address, email address, and phone number
  • Emergency contact information
  • Medical or health-related information relevant to participation (such as allergies, medical conditions, or injury considerations)
  • Team, division, and league placement information
  • Volunteer, coach, or official information (including certifications, screening confirmations, or background checks where required)
  • Registration and payment information (processed through secure third-party providers)
  • Website and form submission data (such as IP address or browser information)

How We Use Personal Information

Personal information collected by RHMSA is used solely for purposes related to the operation and administration of our softball programs, including:

  • Registering players, teams, and volunteers
  • Organizing leagues, schedules, practices, games, and events
  • Communicating important information such as schedules, cancellations, updates, and league announcements
  • Ensuring participant safety and emergency preparedness
  • Administering insurance, waivers, and governing-body requirements
  • Managing volunteers, coaches, and officials
  • Processing registrations, payments, and refunds
  • Meeting requirements of Softball Ontario, Softball Canada, insurers, and sanctioning bodies
  • Improving RHMSA programs, services, and website functionality

RHMSA limits the collection and use of personal information to what is reasonably necessary for these purposes.

Consent

By registering with RHMSA, volunteering, or otherwise providing personal information, you consent to the collection, use, and disclosure of that information as outlined in this Privacy Policy. For minors, consent is provided by a parent or legal guardian.

Sharing of Personal Information

RHMSA does not sell, rent, or trade personal information. Information may be shared only when necessary, including:

  • With coaches, team officials, or league administrators who require the information to fulfill their roles
  • With Softball Ontario, Softball Canada, insurers, or governing bodies as required for registration, insurance, or compliance
  • With trusted service providers who support registration systems, payment processing, scheduling, or communications
  • When required by law or where necessary to protect the safety of participants

All third parties are expected to protect personal information in a manner consistent with this Privacy Policy.

Photos, Videos, and Media

RHMSA may take photographs or videos at games, practices, tournaments, or events for promotional, educational, or informational purposes, including use on our website, social media channels, or printed materials. If a parent/guardian or participant does not wish to appear in such media, RHMSA should be notified in writing.

Safeguarding Personal Information

RHMSA takes reasonable administrative, technical, and physical measures to protect personal information against loss, theft, unauthorized access, disclosure, copying, or modification. Access to personal information is restricted to authorized individuals who require it to perform their duties.

Retention of Information

Personal information is retained only as long as necessary to fulfill the purposes for which it was collected, or as required by law, insurance providers, or governing organizations. When no longer required, information is securely destroyed or anonymized.

Access and Correction

Individuals have the right to request access to their personal information and to request corrections if the information is inaccurate or incomplete. Requests should be submitted using the contact information below.

Website Use and Cookies

RHMSA’s website may use cookies or similar technologies to improve functionality and user experience. These tools do not collect sensitive personal information and can be managed through individual browser settings.

Changes to This Policy

RHMSA may update this Privacy Policy from time to time to reflect changes in legal requirements or organizational practices. The most current version will be posted on the RHMSA website.

Contact Information

For questions regarding this Privacy Policy or RHMSA’s privacy practices, or to request access to or correction of personal information, please contact:

Richmond Hill Minor Softball Association (RHMSA)
Email: [email protected]
Location: P.O. Box 2255, Station “B”, Richmond Hill, ON L4E 1A4