Privacy Policy
Version 1.0 · Effective date: [date of publication]
Status: Approved by Lia (Legal) for the pilot. To be reviewed by an Ontario lawyer before general commercial launch.
1. Our promise in plain words
- We collect only what a club needs to run its books.
- We do not sell personal information and we do not share it for advertising.
- We do not collect health, medical, allergy or location data.
- Athletes do not have accounts. We keep the minimum athlete data a club needs.
- You can ask to see, fix or delete your information at any time.
This policy follows the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).
2. Who is responsible
- The club or team that uses ClarityLedger (the "Customer") decides why family and member information is collected. The Customer is responsible for that information.
- ClarityLedger Sports ([Legal entity name], Ontario) processes that information for the Customer, under our Data Processing Agreement.
- For information about our own users and website visitors (for example club owners who sign up), ClarityLedger is responsible.
- Privacy Officer: agent@clarityledgersports.com
3. What we collect
| Type | Examples | From whom |
|---|---|---|
| Account data | name, email, phone number, role, club, language | you |
| Guardian and household data | guardian name, email, phone, household name | the club, or you |
| Minimal athlete data | first name, optional last initial, team, status (active, released, withdrawn) | the club |
| Financial records | budgets, receipts, expenses, fees, installments, payments, refunds, subsidies, sponsorships, claims | the club and its members |
| Bank statement lines | date, amount, description (for example e-Transfer sender name) | files the club imports |
| Receipt and flyer images | photos or PDFs sent by email, WhatsApp or upload | coaches and treasurers |
| Messages with the assistant | WhatsApp, SMS, email and in-app messages sent to ClarityLedger | you |
| Consent and legal records | consent given or withdrawn, terms version accepted, date and time | you |
| Technical data | device and browser type, IP address, log-in times, error logs | automatic |
What we do not collect: date of birth of athletes, health or medical information, allergies, photos of athletes, location tracking, Social Insurance Numbers, bank account or card numbers.
4. Why we use it
- To provide the service: books, statements, reminders, reports and the AI assistant.
- To read receipts and suggest categories and payment matches using AI (a person always confirms).
- To send service messages (reminders, statements, monthly reports) to people who agreed to receive them.
- To keep the service secure, prevent fraud and keep an audit log.
- To improve the service using aggregated, de-identified data.
- To meet legal duties (for example tax, accounting or court orders). We will ask for your consent again before we use your information for a new purpose.
5. Who can see it inside a club
- Club owner and treasurer: all club finance data, including confidential data (overdue balances, financial assistance, household details).
- Coaches, assistant coaches and parent representatives: team totals, not household details.
- Guardians: only their own household statement.
- Group chats show totals only. Household names are shown only in private chats with a club owner or treasurer.
- Financial assistance (hardship and subsidies) is confidential and visible only to the club owner and treasurer.
6. Service providers
We share information only with providers that help us run ClarityLedger, under contracts that protect it:
| Provider type | Purpose | Location of processing |
|---|---|---|
| Cloud hosting and database (Lovable Cloud / Supabase) | store and run the app | Canada or the United States |
| AI model providers (through Lovable AI) | read receipts, answer questions, suggest categories | United States |
| Meta (WhatsApp Business Platform) | WhatsApp messages | United States and other countries |
| Zoho Mail (Canada data centre) | company email | Canada |
| App email sending service | statements, reminders, reports | Canada or the United States |
| Payment processor for subscriptions (when enabled) | charge club subscriptions | Canada or the United States |
Your information may be processed outside Canada. When that happens, it is protected by contract, but it may be accessed by courts or authorities in that country under its laws.
We may also disclose information when the law requires it, to protect someone's safety, or as part of a sale or merger of our business (the buyer must respect this policy).
7. Messages and marketing
- Service messages are sent only to people who gave consent in the app, in the invite, or in the WhatsApp group.
- Marketing messages are sent only with separate, explicit consent.
- Reply STOP to any SMS or WhatsApp message, use the unsubscribe link in any email, or change your choices in Settings. We act on it within 10 business days (usually right away).
- Consent is renewed at the start of each season. See the Messaging Consent and CASL Policy for details.
8. Retention
- Financial records: kept for 7 years after the end of the fiscal year, because clubs need them for accounting, audits and tax rules. The club can change this in Settings if the law allows.
- Contact data of a guardian or member: deleted within 30 days after a deletion request, or 24 months after the last activity. Financial records linked to that person are anonymized instead of deleted.
- Receipt images: kept with the financial record they support.
- Consent and terms records: kept while the account exists and for 3 years after, as proof of consent.
- Technical logs: 12 months.
9. Security
We use encryption in transit, access control by role, row level security in the database, audit logs of changes to finance data, and regular security scans. No system is perfect. If a breach creates a real risk of significant harm, we will notify the affected people, the Customer and the Office of the Privacy Commissioner of Canada as the law requires.
10. Your rights
You can ask to: see your information; correct it; delete your contact data; withdraw consent; or get a copy of your records. Write to agent@clarityledgersports.com. We reply within 30 days. If your information belongs to a club, we may send your request to the club and help it answer. If you are not happy with our answer, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).
11. Minors
ClarityLedger is for adults. Athletes under 18 do not use the service. The only athlete information we hold is the minimum data the club enters for its books, and the club is responsible for having the right to enter it.
12. Cookies
We use only the cookies needed to keep you logged in and the site working, plus basic, privacy-friendly analytics. We do not use advertising cookies.
13. Changes
We will post any change here with a new version number and date. For important changes, we will tell you by email or in the app before they take effect.
14. Contact
Privacy Officer - ClarityLedger Sports - [Legal entity name], [address], Ontario, Canada - agent@clarityledgersports.com