Privacy Policy

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

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.

Your phone number

Your mobile phone number is the main way you sign in to ClarityLedger and talk to our assistant on WhatsApp. We confirm it when you send us a code from WhatsApp. We use it to identify your account, to answer your messages and to send the service messages you agreed to.

Your Documents area

When you upload files (spreadsheets, PDFs, photos), our AI reads them to build your books. Paid plans keep the original files in a private Documents area, visible only to the team owner, the Finance lead and the club owner. The files are never shown in groups or to parents. The files may contain names. We keep only the information your club needs. We never sell it, and we never show it in group chats. You can delete any file at any time. On the Free plan, files are deleted 30 days after upload.

Emails to agent@clarityledgersports.com

Emails you send or forward to agent@clarityledgersports.com are read by our AI to record payments and receipts, add calendar events and answer questions. Some emails are also read by a person at ClarityLedger: complaints, billing or refund questions, privacy requests, legal matters, emails from unknown senders, and, during the first weeks of the pilot, every reply before it is sent. Emails are stored in our email provider (Zoho Mail, Canada).

Access by ClarityLedger staff

Only the ClarityLedger Privacy Officer can open our internal admin area. It shows account information, plan and billing status (card brand and last 4 digits only, from Stripe), activity and message counts. It does not show message content, family names, family balances or receipt images. In a support case, the Privacy Officer may open a club's financial data for up to 1 hour, after writing the reason. Each access is logged, and the club owner receives an email about it.

Short surveys

We may ask you a short question inside the app or on WhatsApp, for example how much time you spent on team money this week. Answering is optional. We use the answers, grouped and without names, to measure and improve the service and to describe pilot results.

Location

We ask for your country, province or state and city to show programs your team may qualify for, to apply the right sales tax, and to know where we can offer the service.

Payment notifications (team or club payment email)

Your club can give families a ClarityLedger payment email (for example clubname@clarityledgersports.com) and add it to the club's bank account for Interac e-Transfer Autodeposit. The money always goes straight from the family's bank to the club's bank. ClarityLedger never receives, holds or moves money. When a payment notification arrives at this address, we read: the amount, the sender's name, the message, the date and the reference number. We use this only to match the payment to the right fee and to update the club's books. The sender's name is kept as a "payer alias" linked to the family's record. Only the club owner and the Finance lead can see it. It never appears in group chats or reports. We send a copy of each notification to the club's coach or Finance lead, with the original email attached, so everything stays transparent.

Payment reminders and monthly updates to families

If the club turns them on, ClarityLedger sends families payment reminders (by WhatsApp and email) and one monthly money update by email. These are service messages about the family's own fees. They are always private and are signed by ClarityLedger on behalf of the team. A family can stop WhatsApp messages by replying STOP, and can switch the monthly update to "statement only" or turn it off with one link. Reminders about an open balance continue by email while the balance is open.

Marketing messages

We only send tips, news and offers if you say yes to them. We ask you separately, after you start using ClarityLedger. You can say no, and you can stop anytime.

Athletes and their contacts

To run the team's fees, your club can store in ClarityLedger:

• for each athlete: name, jersey number, age group and team;
• for up to 3 contacts per athlete: name, mobile phone, email (optional) and relationship (for example parent or guardian). We do not keep birth dates, home addresses, or health or medical information. If a roster file has more information than this, we do not store the extra columns. Who can see it: the team's coach, the team's Finance lead, the club owner and the club's Finance lead. A parent sees only their own family. How we use contact details: only for service messages, such as statements, payment reminders and the monthly update. Marketing only with separate consent. Safety: contact details are encrypted when stored. Each time a coach looks at a family's contacts or balance, we keep a record of it. Group chats, parent reports and association reports show totals only, never names. The first message to a new contact says who we are and how to stop. Each family can correct or delete its own contacts with a link. Retention: athlete and contact data is deleted or made anonymous 12 months after the end of the season, unless the club registers the athlete again. The club can delete it earlier.

Team staff

When a club owner or coach adds coaches, assistant coaches or team managers, we keep their name, mobile phone, role, and the e-Transfer email or phone they give us to receive reimbursements. Team staff must be 18 or older.

Receipts and reimbursements

When someone sends a receipt (photo, PDF or email), we keep the vendor, amount, date and category, and we store the image in the team's files. Only the people who approve expenses can see the image. Receipts can show card digits or addresses; we do not copy these into the books. Approvals, declines and payments confirmed by the club are recorded with who did it and when. ClarityLedger never pays anyone: the club pays from its own bank account.

Voice notes

If you send a voice note, we turn it into text to create the record. We delete the audio 30 days after we transcribe it. The text stays with the record.

Reminders and calendar

If you ask the assistant for a reminder, we save it, and, if you connect your Google Calendar, we add it there. You can delete reminders anytime.

6. Service providers

We share information only with providers that help us run ClarityLedger, under contracts that protect it:

• Zoho Corporation (email hosting and inbound email for agent@ and the club and team payment addresses). Data: email content and attachments sent to these addresses.

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 necessary cookies to run the site. The cookie banner offers three choices, and we save your choice with its date and notice version:

• Accept all: Google Analytics measures visits and sign-up actions, and Google and Meta ad measurement (Meta Pixel) shows which ads bring coaches to ClarityLedger.
• Analytics only: Google Analytics only. All Google and Meta advertising storage and ad data stay off.
• Only necessary: analytics and advertising stay off.

We never share names, phone numbers, emails or athlete data with Google or Meta. You can change your choice any time with Cookie settings in the footer; measurement then stops or starts right away.

13. Email connection (read-only)

A club owner or Finance lead can connect their Gmail or Outlook so ClarityLedger can find payment notices. This is optional and read-only.

• Our servers ask the email provider only for messages from approved payment senders (Interac e-Transfer, Square, Stripe, Helcim, SportsEngine, TeamSnap, Spond, Zeffy) with payment subjects. Other emails are never listed or downloaded.
• Each fetched message is verified (DKIM and sender domain). Messages that fail are dropped; we keep only a technical log line for 30 days.
• We store only the payer name, amount, date, message and reference. We never store the email body. A link to the original stays in your own mailbox.
• No person at ClarityLedger can read your emails. Administration screens show counts only.
• Your access token is stored encrypted in a separate vault table and is decrypted only inside the sync function.
• You can disconnect in one tap in Payments settings or by writing "disconnect my email" on WhatsApp. Disconnecting revokes the token at the provider where the provider supports it and deletes our copy. A connection that is not used for 60 days disconnects itself.
• Settings shows how many payment emails we read each week, with the line "We did not open any other email."

14. 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.

15. Contact

Privacy Officer - ClarityLedger Sports - [Legal entity name], [address], Ontario, Canada - agent@clarityledgersports.com