Privacy Policy
Last updated: September 26, 2026
Soccer Academy Calgary UA (“the Academy”, “we”) is a family-oriented youth soccer academy in Calgary, Alberta. This policy explains what personal information we collect from players, parents and guardians, why we collect it, how we use and protect it, how long we keep it, and how to reach us about it. We handle personal information in accordance with the principles of Alberta’s Personal Information Protection Act (PIPA).
Information We Collect When You Apply
The initial registration form collects only what we reasonably need to evaluate a player’s application and contact the family:
- player’s full name and date of birth;
- parent or guardian name, email and phone number;
- emergency contact name and phone number;
- the program selected;
- soccer background — current or previous club, age group, competitive level and relevant playing experience.
Submitting an application does not collect detailed medical information and does not confirm acceptance into the Academy.
Information We Collect After Acceptance
Once a player is accepted, the registration package we send for signature asks for the information reasonably necessary for the player’s health and safety: relevant medical conditions, allergies, medications relevant to participation, previous serious injuries, concussion history, activity restrictions and emergency contacts.
We do not collect or store Alberta Health Care Numbers.
Why We Collect It
We use personal information to evaluate applications, communicate with families, run programs safely, respond to emergencies, administer registration and payment records, and meet our legal obligations. We do not sell personal information or use it for purposes unrelated to Academy programs.
Who Can See It
Access to registration records, signed documents, payment records and health information is restricted to the Academy’s designated Privacy Officer and authorized administrator. Coaches, volunteers and other Academy personnel do not have access to these records.
Service Providers and Storage Outside Canada
The Academy uses established third-party technology providers to operate its website and registration process:
- Hostinger — website hosting and Academy email; our website, its database and our mailboxes are hosted on servers located in the United States;
- SignWell — electronic signature of the registration and waiver package;
- Cloudflare — bot protection on our forms, which checks the connection making a submission.
Some of these providers process or store information outside Canada, including in the United States. Information processed or stored outside Canada may be subject to the laws of the jurisdiction where it is held.
Family Accounts
After the Academy approves a registration request, we create a family account so parents can follow their players’ registration and ask to join further programs without completing the form again. Accounts are created by the Academy — there is no public account registration — and one account covers every child of the same family.
For an account we hold an email address used as the sign-in name, a securely hashed password (we never store or see the password itself), and the date of the last sign-in. Signing in sets a strictly necessary cookie that keeps you signed in; it is not used for advertising or analytics. A parent sees only their own family’s information.
For an account we also record when an invitation to set a password was sent and whether it reached the family, so that a parent is not left waiting for an email that never arrived.
Signed documents, e-signature audit trails and detailed health information are not shown in the account. The completed package and its signing record are held by our e-signature provider, and the Academy keeps its own copy of each completed package, including the signing audit page, in restricted storage that is not reachable from the website.
Accounts are deactivated when a family is no longer active with the Academy. Final deletion and retention periods will follow the Academy’s approved Privacy and Records Retention Policy after legal review.
How We Protect It
We use reasonable technical and administrative safeguards: encrypted (HTTPS) connections, secure authentication with two-factor authentication on the administrator account, bot protection and sign-in attempt limits on our forms, restricted database access, protection of backups, and secure deletion procedures. Confidential player and family information is never publicly accessible through the website.
Administrative access is limited to the single Academy administrator account. Any temporary account created for technical support is time-limited, carries only the permissions the work requires, and has no access to registration documents, signatures, health information or payment records. We keep an administrative access record — sign-ins, failed sign-in attempts and changes made to accounts or to the website — for 180 days, so that access to family information can be accounted for.
How Long We Keep It
Our standard retention period for personal registration information is three years after the player’s final participation with the Academy, after which records are securely deleted. A parent or guardian may also ask us to delete personal information earlier, and we will do so unless the information must reasonably be kept.
Some records are retained longer where required: signed agreements and waivers, records related to an injury or incident, and financial records subject to tax record-keeping requirements. Deleted information may also persist in secure backups for a limited time before those backups are cycled out.
Photos and Media
Consent for the use of a player’s photos or video in Academy promotional and public media is separate and optional — it is never a condition of registration, and it can be withdrawn at any time by contacting the Privacy Officer.
Your Rights
A parent or guardian may ask what personal information we hold about their family, request a correction, withdraw consent where consent is the basis for our use of the information, or ask us to delete it. If you have a concern we cannot resolve, you may contact the Office of the Information and Privacy Commissioner of Alberta.
Privacy Officer
Denys Vakar is the Academy’s designated Privacy Officer and the contact for all questions and requests about personal information:
DenysVakar@saCalgaryUA.ca
587-572-0616 (text only)
Questions About Your Information?
Contact our Privacy Officer and we will respond as quickly as we can.