Privacy Policy

1. Scope of this Policy

This policy applies to all personal information collected, used, or disclosed by Synergy Indoor Sports Centre through our website, Facebook page, and any media campaigns.

2. What Is Personal Information?

Under Alberta's PIPA, personal information means information about an identifiable individual, such as name, email address, phone number, or other identifying details.

3. Information We Collect

Website
We may collect personal information when you: fill out contact forms, subscribe to newsletters, register for programs or events. We also collect non-identifiable data such as browser type, IP address, and site usage analytics to improve functionality.

Facebook & Social Media
When you interact with our Facebook page (e.g., through likes, comments, or messages), we may receive information provided by Facebook under their privacy policies.

Media Campaigns
If you respond to advertisements, enter contests, or take part in promotions, we may collect information such as name, contact info, and preferences.

4. Purposes for Collection

We collect personal information to: communicate with you and respond to inquiries; manage memberships, registrations, or event participation; send newsletters, updates, or promotional materials (with your consent); improve our services, programs, and online platforms; comply with legal or regulatory requirements. We will only collect information necessary for these purposes.

5. Consent

By providing personal information through our website, registration forms, or in person at the facility, you consent to its collection, use, and disclosure as outlined in this policy. For minors under the age of 18, a parent or legal guardian must provide consent on their behalf. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer. Withdrawal of consent may affect our ability to provide certain services.

6. Data Protection & Safeguards

We take reasonable security measures to protect your personal information from unauthorized access, use, or disclosure. These measures include physical, administrative, and technological safeguards.

7. Disclosure of Information

We do not sell or rent your personal information. We may disclose it: with your explicit consent; to service providers under contract; as required by law or regulatory authorities.

8. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience and analyze traffic. These include essential cookies (required for site functionality), analytics cookies (to understand how visitors use our site), and functional cookies (to remember preferences). You can manage cookie preferences through your browser settings; however, disabling cookies may affect site functionality.

9. Third-Party Service Providers

We engage trusted third-party providers to deliver our services. Your personal information may be processed by:

• Authorize.net (Visa) — payment processing for bookings, memberships, and purchases
• Google Cloud Platform & Firebase — cloud infrastructure, hosting, and data storage
• Google Analytics — website usage analytics

10. International Data Transfers

Some of our third-party service providers, including Authorize.net and Google, are based in the United States. Your personal information may be transferred to, stored, or processed in the United States or other jurisdictions outside Canada. We ensure that such transfers are protected by contractual safeguards that provide a level of protection comparable to Canadian privacy laws. By using our services, you consent to these transfers.

11. CCTV & Video Surveillance

Our facility is monitored with 24/7 video surveillance cameras for the purposes of safety, security, and loss prevention. Recorded footage constitutes personal information under PIPA. Footage is retained for a maximum of 30 days unless required longer for an ongoing investigation or legal proceeding. Access to surveillance footage is restricted to authorized management personnel and may be disclosed to law enforcement as required by law. Signage indicating the presence of surveillance cameras is posted at facility entrances.

12. Data Breach Notification

In the event of a data breach that creates a real risk of significant harm to individuals, we will: (a) notify affected individuals without unreasonable delay; (b) report the breach to the Office of the Information and Privacy Commissioner of Alberta as required by PIPA; and (c) take immediate steps to contain the breach, investigate its cause, and implement measures to prevent recurrence.

13. Your Data Rights

Under PIPA, you have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you. We will respond within 45 days.
• Correction: Request correction of inaccurate or incomplete information.
• Withdrawal of Consent: Withdraw consent at any time, subject to legal or contractual restrictions.
• Deletion: Delete your account and associated personal data via the Delete Account option in your Profile settings. This will cancel active bookings and anonymize your information, subject to legal retention obligations.
• Complaint: File a complaint with our Privacy Officer or with the Office of the Information and Privacy Commissioner of Alberta.

14. Marketing Communications

With your consent, we may send newsletters, promotions, and updates about our services. Every marketing email includes an unsubscribe link. You may opt out at any time without affecting your access to facility services. We do not sell or rent your contact information to third parties for their marketing purposes.

15. Retention of Personal Information

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy or as required by law. Retention periods by category:

• Account & Profile Data: Retained for the duration of your account plus 2 years after last activity.
• Booking & Transaction Records: Retained for 7 years as required by Canadian tax and business record laws.
• Payment Data: Payment card details are not stored by us. They are processed directly by Authorize.net.
• Contact Form Submissions: Retained for 2 years.
• CCTV Footage: Retained for 30 days unless required for an active investigation.

16. Policy Updates

We may update this Privacy Policy to reflect changes in practices or legal requirements. Material changes will be posted on this page with a revised effective date. We encourage you to review this policy periodically.

17. Contact Information & Privacy Officer

Synergy Indoor Sports Centre
Privacy Officer: Management Team
Email: info@synergysport.ca
Phone: (587) 291-2613
Address: Unit 175, 5440 72nd Ave SE, Calgary, AB T2C 4X5

If you have questions about this policy or wish to exercise your data rights, contact our Privacy Officer at the email above. You also have the right to file a complaint with the Office of the Information and Privacy Commissioner of Alberta:
www.oipc.ab.ca
Phone: (780) 422-6860 / Toll Free: 1-888-878-4044