At Nexus Volleyball, we respect your privacy and are committed to protecting the personal information you share with us. This policy outlines how we collect, use, and safeguard your data.
1. Information We Collect
When you register for a league or create an account at nexusvb.com, we collect personal information necessary for league administration, including:
- Identity Data: Full legal name and date of birth (to verify age requirements for insurance).
- Contact Data: Email address and cell phone number.
- Safety Data: Emergency contact name and phone number.
- Athletic Data: Self-reported skill level and team affiliation.
2. How We Use Your Information
We use your data strictly for the following purposes:
- League Logistics: Organizing tiers, creating schedules, and managing rosters.
- Essential Communication: Sending weather-related cancellations, schedule changes, and league-wide alerts.
- Public Standings: Your Name and Team Name will be displayed on our public-facing schedules and standings (hosted via Google Sheets). We never publish your private contact information or emergency details.
- Legal Compliance: Ensuring all participants have signed the required municipal waivers for the Municipality of Strathroy-Caradoc.
3. Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
4. Third-Party Data Processing
We utilize trusted third-party services to run the league efficiently:
- Google Workspace: For hosting live schedules and standings.
- Ultimate Member: For managing athlete profiles and registration forms.
- Payment Processors: Any financial transactions are handled by secure third-party providers (e.g., Stripe or Interac e-Transfer). We do not store credit card or bank account details on our servers.
5. Media & Content
As outlined in our Media Release:
- Nexus Volleyball captures high-quality photography and video of league play. These images are stored on secure servers and used for promotional purposes on our website and social media.
- Participants have the right to request the removal of specific images where they are the primary subject by contacting League Management.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
6. Data Retention & Security
- Security: We implement industry-standard security measures (SSL encryption) to protect your data during transmission and storage.
- Retention:
- Registration data is retained for the duration of the season. Following the season, data is archived as required for legal and insurance purposes (e.g., waiver records) but is removed from active communication lists unless you opt-in for future season alerts.
- If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
- For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
7. Cookies & Technical Data
Our website uses cookies to improve your experience:
- Login Cookies:
- If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
- If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
- When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year.
- If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
- Spam Detection: Visitor interactions may be checked through an automated spam detection service.
- Embedded Content: Articles or pages on this site may include embedded content (e.g., videos or Google Sheets). This content behaves exactly as if the visitor has visited the other website, and those sites may collect data about you according to their own policies.
8. Your Rights Over Your Data
Under Canadian privacy laws, you have the following rights:
- Access: You may request a copy of the personal data we hold about you.
- Correction: You may edit your profile information at any time via your Account Dashboard.
- Erasure: You may request that we erase your personal data. This does not include data we are obliged to keep for administrative, legal, or security purposes (such as signed liability waivers).
9. Contact Information
For any questions regarding this Privacy Policy or to exercise your data rights, please contact the League Administrator at:
Email: vballnexus@gmail.com
Website: nexusvb.com
Location: Strathroy, Ontario