Last modified: April 1, 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) cloud based application. By accessing or using Regystra, you agree to the terms outlined in this policy.

As a Regystra Customer acting as a data controller, you are responsible for obtaining end-user consent for data collection and ensuring compliance with applicable privacy laws when using our Service.

Customers may include a link to their own Privacy Policy in their Regystra powered registration flow for end-users, ensuring participants agree to it. Regystra’s Privacy Policy governs our data use, while Customers manage end-user consent.

Confidentiality: Both parties will keep confidential info (e.g., Customer business data, Regystra platform details) private, except as required by law or agreed otherwise. Contact us if you need a formal NDA

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 Numbers (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.
• User-Generated Content: we collect relevant user-generated content, such as event details, logos, images, and text.

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

For security and operational purposes when accessing our platform, we might collect device details and log data to:

• Device details: Operating system, IP address, browser type, and timestamps only when accessing the website/app.
• Log data: Details about your interaction with the App, including access times, browser type, and referring URLs.

For further details, please refer to our Security Policy.

1.4 Location Information

With your explicit consent, we may collect location data to offer location-based services only when accessing the website/app. You can manage location permissions through your device settings. Regystra does not store real-time location history

1.5 Analytics

We use third-party analytics tools to improve our services by tracking aggregated usage trends. This data is anonymized and does not contain personally identifiable information.

1.6 Payment Information

Regystra does not store or process credit card information, we collect 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.

Payment transactions are handled securely by third-party payment processors (e.g., Stripe, PayPal, Authorize.net, MercadoPago). Any billing disputes or unauthorized transactions must be addressed directly with your chosen payment provider.

Refunds & Chargebacks: Regystra does not process refunds or handle chargeback disputes. Any refund requests or chargeback claims must be directed to your chosen payment provider.

1.7 We don't collect

We don't proactively collect any sensitive 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 fields and data collection forms within the system. Fields added or modified by customers are not encrypted by default. We strongly prohibit the addition of fields intended to collect sensitive information, such as Social Security Numbers, credit card numbers, or other personally identifiable information (PII).

Customers are solely responsible for ensuring compliance with data protection laws and for notifying their end-users that the information collected through these fields is not encrypted and may be accessed by unauthorized parties. It is recommended to include a clear notice in all customized forms to inform users about the potential risks of entering sensitive data.

We are not liable for any data added, collected, or modified by customers within the system. All responsibility for the security and compliance of such data lies with the customer.

Prohibited Data Collection: Customers must not collect, store, or process the following types of data using Regystra’s platform:

• Social Security Numbers
• Credit card numbers (outside of designated payment fields)
• Driver’s license or government-issued ID numbers
• Health or medical records beyond permitted emergency contact fields
• Any financial account numbers

Customers are solely responsible for ensuring compliance with data protection laws.

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.
• Providing customer support and resolving service-related issues.

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.
• Government Requests: If required by law, Regystra may provide access to certain data in response to lawful requests by government authorities, law enforcement, or regulatory agencies.

Third-Party Services & External Links

Regystra may contain links to third-party services or websites that are not operated or controlled by us. We are not responsible for the privacy practices, security policies, or content of such third-party services. We encourage users to review their respective privacy policies before providing personal information.

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.
• Deleted Accounts: If you delete your account, your data will be permanently removed from our active databases within 30 days. Some data may be retained in backups for a limited period in accordance with industry best practices.

To request data deletion, contact info[at]regystra.com; we’ll process requests within 30 days, subject to legal obligations

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

Regystra implements industry-standard security measures to protect user data. However, no system is entirely immune to risks.

For complete details on security practices and breach response, please review our Security Policy.

Customer Responsibility: Customers and end-users are responsible for maintaining the confidentiality of their account credentials, securing their devices, and ensuring strong passwords are used. Regystra is not liable for unauthorized access resulting from weak passwords, phishing attacks, or compromised user credentials.

If a breach occurs, we’ll notify affected users as detailed in our Security Policy.

9. Children’s Privacy

Regystra does not knowingly collect data from individuals under 16 years old without verifiable parental consent. Customers must ensure they obtain verifiable consent from parents/guardians for end-users under 16, per laws like COPPA or GDPR. Parents can request data deletion by contacting us at info[at]regystra.com. 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 might be stored and processed on servers located in Canada and USA.

11. Customer-Defined Legal Content & End-User Opt-Ins

Regystra provides customers with the ability to configure and display their own legal policies within the platform, including but not limited to Privacy Policies, Terms of Service, Refund and Cancellation Policies, Waiver Agreements, and Shopping Policies (if applicable). These customer-defined documents are presented to end-users during the registration, checkout, and/or account creation processes based on the customer’s configuration. These customer-defined documents are Subject to platform compatibility; placement and format will be implemented as mutually agreed in writing

Customers are solely responsible for:

• The content, accuracy, and legality of any policies or legal text they provide;
• Ensuring compliance with applicable privacy and marketing laws (e.g., CASL, GDPR, CCPA);
• Obtaining valid and verifiable consent for marketing communications or data use where required.

The Regystra platform supports opt-in mechanisms for marketing communications during user account creation and event registration. These opt-ins are optional for end-users and are controlled and managed by the customer.

Regystra does not edit, moderate, or validate the content of customer-defined policies and disclaims any responsibility or liability for their use. Customers should ensure that any legal content displayed to their end-users is accurate, lawful, and up to date.

Enterprise customers may request that Regystra enter into a custom data protection agreement (“DPA”), personal information protection agreement (“PIPA”), or security appendix to address specific compliance or operational requirements. These documents, when mutually agreed to in writing, may supplement certain sections of this Privacy Policy solely for that customer.

Such customer-specific agreements may include tailored terms related to:

• Data ownership, retention, and deletion timelines;
• Custom consent language or embedded privacy notices;
• Limitations on access, processing, or third-party sharing of participant data;
• Enhanced security controls, breach protocols, or audit rights;
• Data format, export frequency, or other delivery specifications.

If a conflict arises between this Privacy Policy and a signed customer-specific agreement, the terms of the signed agreement will apply only to that customer and only to the extent that they do not contravene applicable privacy laws, compromise data security, or affect the platform’s integrity or obligations to other users.

12. Confidentiality

Regystra maintains the confidentiality of user data and does not disclose it to third parties unless required by law or outlined in this Privacy Policy.

Users must also maintain the confidentiality of Regystra’s platform, services, and any proprietary data they access.

Unauthorized sharing of login credentials, API keys, or proprietary platform data is strictly prohibited.

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.

13. 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.

14. Your Rights

CCPA Privacy Rights (California Consumers)

Under the California Consumer Privacy Act (CCPA), California residents have the right to:

• Request Disclosure: Obtain details about the categories and specific pieces of personal data collected about you.
• Request Deletion: Request the deletion of your personal data, subject to exceptions outlined under the CCPA.
• Opt-Out: Opt out of the sale of your personal data. Note: We do not sell personal data.
• Timely Response: Receive a response to your request within 45 days, with a possible extension of an additional 45 days if necessary.

GDPR Data Protection Rights (Users in the EU)

Under the General Data Protection Regulation (GDPR), users in the European Union have the following rights:

• Right to Access: Obtain copies of your personal data. (A small fee may apply for excessive requests.)
• Right to Rectification: Correct inaccurate or incomplete personal data.
• Right to Erasure: Request deletion of your personal data under specific conditions, such as when the data is no longer needed for its original purpose.
• Right to Restrict Processing: Limit the processing of your personal data under certain conditions.
• Right to Object: Object to the processing of your data for direct marketing or other legitimate interests.
• Right to Data Portability: Request that your data be transferred to another organization or directly to you in a structured, commonly used, and machine-readable format.

Quebec Data Protection Rights (Users in Quebec)

Under Quebec’s privacy laws, including Law 25, users in Quebec have the following rights:

• Right to Access: Obtain a copy of the personal information we hold about you.
• Right to Rectification: Request corrections to inaccurate or incomplete information.
• Right to Deletion: Request the deletion of your personal information when it is no longer required for its original purpose or as required by law.
• Right to Transparency: Understand how your data is processed, including information about automated decision-making processes, if applicable.

Children's Information

Protecting children's privacy is a priority. We encourage parents and guardians to monitor and guide their children’s online activity. Regystra does not knowingly collect personally identifiable information (PII) from children under 16 without verifiable parental or guardian consent. If you believe your child has provided such information without your consent, please contact us immediately at info[at]regystra.com. We will promptly take steps to remove this information from our records.

If you have questions or wish to exercise your rights, contact us at info[at]regystra.com. We are committed to responding to your request within 30 days or the legally mandated timeframe.

15. 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.

16. Governing Law & Jurisdiction

This Privacy Policy and any disputes arising from it shall be governed by and interpreted in accordance with the laws of the Province of Quebec, Canada, without regard to its conflict of law principles. Any legal action or proceeding shall be brought exclusively in the courts of Quebec, Canada.

17. Contact Information

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