Last modified: January 21, 2025

Your privacy is our priority, and we are committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and manage your data when you interact with Regystra (“the App”), a Software-as-a-Service (SaaS) clud based application. By accessing or using Regystra, you agree to the terms outlined in this policy.

1. Information We Collect and Don't Collect

1.1 Personal Information

We collect personal information to provide our services. This includes:

For Account Owners and Athletes:

• Account Information: Email address (for login and communication), password (encrypted), and full name.
• Demographic Data: Date of birth (to verify eligibility), gender (for event relevance), phone number (for communication), and location (country, state/province).
• Sport Information: we collect relevant sport information, such as team name, coach and manager names, position, height, weight, etc.
• Education Information (Optional): we collect relevant education information, such as school name and graduation year.
• Medical Information (Optional): we collect relevant medical information, such as allergies and medications.
• Emergency Contact Information (Optional): we collect relevant emergency contact information, such as name, relationship, phone number, and email address.

For Teams:

• Team Details: Team name, coach and manager name.
• Contact Information: Email address and phone number.
• Demographics: Age group, gender, and location (country, state/province).

1.2 Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Enhance user experience.
• Track usage patterns within the App.
• You can manage cookie preferences through your browser settings.

1.3 Device and Log Information

We collect device details and log data to:

• Device details: Operating system, IP address, browser type, and timestamps only when accessing the website/app.

1.4 Location Information

With your explicit consent, we may collect location data to offer location-based services only when accessing the website/app.

1.5 Analytics

We may utilize third-party analytics tools to gather insights about App usage, such as device type, operating system, and usage trends.

1.6 Payment Information

We collect but do not store payment information to process transactions, including:

• Card details: Name on card, card number, expiration date, and billing address.
• Billing address: Street address, city, state/province, and postal code.

We do not store payment information, but we may share it with your payment processors of choice to process transactions.

1.7 We don't collect

We don't collect any information that can identify you as an individual, such as:

• Social Security Numbers
• Financial Information
• Biometric Information
• Sensory data
• Professional or employment-related information
• Any other information that can identify you as an individual

1.8 Other Information

Customers have the ability to customize, add/edit/delete non-encrypted fields to the data collection forms. We are not responsible for any data points that customers add to the system. We strongly recommend that customers DO NOT add any fields that could store sensitive information such as social security numbers, or any other sensitive information because this information is not encrypted and could be accessed by unauthorized parties.

2. How We Use Your Data

We process your data to deliver, maintain, and improve Regystra’s services, including:

• To provide the services.
• Personalizing user experiences.
• Sending administrative messages and notifications.
• Monitoring and analyzing usage patterns to enhance performance.
• Ensuring compliance with legal obligations.
• Detecting and preventing fraudulent activities.

3. Monitoring User Activity

We reserve the right to monitor user activity within Regystra to:

• Ensure adherence to our Terms of Service.
• Enhance App functionality and performance.
• Provide effective user support.

4. Managing Your Information

Registered users can access, update, correct, or delete their personal information by logging into their Regystra account.

For assistance, contact us at the email provided at the end of this policy.

5. Data Sharing

We may share your information under these circumstances:

• With Your Consent: When explicitly authorized by you.
• Service Providers: Trusted partners assisting with operations, such as hosting and payment processing. We engage only trusted service providers who meet industry standards for data security and privacy. Each vendor undergoes regular audits to ensure compliance with our privacy and security requirements.
• Legal Obligations: In response to valid legal requests or compliance requirements.
• Corporate Transactions: If Regystra undergoes a merger, acquisition, or asset sale, your data may be transferred to the new entity.
• Protection: To safeguard Regystra’s rights, users, and third parties from fraudulent or malicious activities.

6. Data Retention and Deletion

We retain your data as long as necessary to fulfill service requirements or comply with legal obligations. You may request deletion of your personal information by contacting us. Note that:

• Certain data may be retained for compliance and legitimate business purposes.
• Backups are performed daily.
• Backups are stored in a secure, encrypted, and off-site location and retained for a short period of time.
• Backups data will be deleted upon request.

7. Data Anonymization

We may anonymize personal data for research, analytics, or service improvement purposes. Anonymized data cannot be linked back to any individual and is processed in compliance with applicable laws.

8. Data Security and Breach Notification

We use the latest encryption and security protocols to protect your data. Your data is stored on secure servers and is only accessible to authorized personnel. We also regularly update our security measures to protect against the latest threats.

In compliance with Quebec’s Law 25, we will notify affected individuals and the Commission d’accès à l’information du Québec (CAI) in the event of a data breach that poses a risk of serious harm.

Please note that we are not responsible for any data loss or damage caused by your actions or the actions of others under your control, or 3rd parties you have authorized to access your data.

We will do our best to protect your data following the best practices in the industry and comply with applicable laws.

9. Children’s Privacy

Regystra does not knowingly collect data from individuals under 13 years old without verifiable parental consent. Parents can request data deletion by contacting us. If we become aware of unauthorized data collection, we will delete such information promptly.

10. International Data Transfers

Regystra operates globally, and your data may be transferred to servers located in different jurisdictions. By using Regystra, you consent to such transfers in compliance with applicable laws.

Regystra is headquartered in Canada, and your data will be stored and processed on servers located in Canada and US. By using Regystra, you consent to the transfer of your data to Canada and the processing of your data in Canada and US.

11. Confidentiality

At Regystra, we are committed to maintaining the confidentiality of all user data shared with us. We will not disclose, share, or make available any personal or organizational data provided by you to other clients, customers, or third parties, except as explicitly stated in this Privacy Policy or required by law. All information collected is used solely for the purpose of delivering and enhancing the services we provide to you.

Similarly, by using our Service, you agree to maintain the confidentiality of any information, features, and functionalities provided by Regystra. You may not share, disclose, or provide access to Regystra’s platform, tools, or data to any third party, including other service providers that offer similar functionalities or compete with Regystra, without our explicit written consent. This includes but is not limited to sharing login credentials, API access, or proprietary insights obtained through the use of our platform.

We implement strict access controls to ensure that only authorized personnel have access to your data, and we continuously review our practices to ensure compliance with industry standards and applicable confidentiality laws, including Quebec’s Law 25.

Should you have any concerns about confidentiality, you may contact us directly at: info[at]regystra.com.

12. Purpose Limitation

We only collect and process data for purposes explicitly outlined in this Privacy Policy, such as providing and improving our services. Regystra will not use your data for unrelated purposes without your explicit consent.

13. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be effective immediately upon posting. We encourage you to review this policy regularly. Continued use of Regystra signifies acceptance of the updated terms.

14. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us at: info [at] regystra.com