Legal
Privacy
Policy.
360 Sports & Event Centre
Effective date: [DATE] Last updated: [DATE]
360 Sports & Event Centre ("360," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains what personal information we collect through our website and booking services, how we use and protect it, who we share it with, and the choices and rights you have. It is intended to align with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).
By using our website, booking a facility, or contacting us, you agree to the practices described in this policy. Your use of our website and services is also governed by our Terms of Service.
1. Who we are
360 Sports & Event Centre operates indoor sports and event facilities and provides online field and facility booking, programs, and event services. If you have any questions about this policy or your personal information, contact us at [PRIVACY EMAIL — placeholder].
2. What personal information we collect
We collect only the information we need to provide our services.
Information you give us directly:
- Booking information — when you book a field, court, or space through our online booking tool, we collect your name, email address, phone number, and the details of your booking (location, field or space, date, time, and duration).
- Payment information — when you pay online, your card details are collected and processed directly by our payment processor, Square. Your full card number is entered into Square's secure payment form and is not stored on our own servers. We receive only limited information such as a confirmation, the amount, and a payment reference.
- Inquiry and contact information — when you submit an inquiry (for rentals, events, birthday parties, programs, or general questions), we collect your name, email address, phone number, and any details you include in your message.
- Marketing preferences — if you opt in, we record your consent to receive news, program updates, and offers.
Information we collect automatically:
- When you visit our website, our website platform (Wix) and analytics tools may automatically collect standard technical information such as your IP address, browser type, device information, pages visited, and cookies or similar technologies. See Section 8 (Cookies and analytics).
- Proof of consent. When you accept our Terms of Service and Privacy Policy at the time of a booking, we record proof of that acceptance — the date and time, the version of the documents you agreed to, and your IP address and browser (user agent) — in a consent record linked to your booking. We keep this as evidence of the agreement.
We do not knowingly collect more information than necessary, and we do not collect sensitive information (such as health data or government identifiers) through our booking or inquiry tools.
3. How we use your information
We use your personal information to:
- Process and confirm your bookings and manage your reservation;
- Authorize and process payments through Square;
- Send you booking confirmations, reminders, and service-related messages;
- Respond to your inquiries and provide customer support;
- Send marketing or promotional communications where you have consented, and allow you to withdraw that consent at any time;
- Keep a record of your acceptance of our Terms of Service and Privacy Policy (including the version, time, IP address, and browser) as proof of the agreement;
- Operate, maintain, and improve our website and services;
- Keep records and meet our legal, accounting, and tax obligations;
- Detect, prevent, and address fraud, security issues, or misuse of our services.
4. Payment processing
Online payments are handled by Square, Inc., a third-party payment processor. When you pay, your card information is entered into Square's secure payment form and transmitted directly to Square. We do not see or store your full card number. Square processes your payment information in accordance with its own privacy policy and applicable payment-card security standards. We encourage you to review Square's privacy policy.
5. Marketing communications and consent (CASL)
We only send marketing or promotional messages to people who have opted in to receive them. Every marketing email includes a clear way to unsubscribe, and we honour unsubscribe requests promptly. You can also contact us at any time to update your preferences or withdraw your consent. Withdrawing marketing consent will not affect messages we need to send you about a booking you have made (such as confirmations or changes).
6. How we share and disclose your information
We do not sell your personal information. We share it only in the following limited circumstances:
- Service providers who help us operate — for example, our payment processor (Square), our website platform (Wix), our calendar and scheduling systems (Google), our email/notification provider, and our cloud hosting provider. These providers are only permitted to use your information to provide services to us.
- Legal and safety reasons — where we are required to disclose information by law, regulation, legal process, or to protect the rights, property, or safety of 360, our customers, or others.
- Business transfers — if 360 is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this policy.
7. Where your information is stored
Your information is stored in our booking database and by the service providers listed above. We aim to keep our primary booking and customer data hosted in Canada. However, some of our service providers (such as our website platform, payment processor, and email tools) may store or process information on servers located outside Canada, including in the United States. Where that happens, your information may be subject to the laws of those jurisdictions, including lawful access requests by courts, law enforcement, or government authorities. We take reasonable steps to ensure our providers protect your information appropriately. By using our services and providing your information, you consent to this transfer, storage, and processing of your information outside Canada where it occurs.
8. Cookies and analytics
Our website uses cookies and similar technologies (including those provided by our website platform, Wix) to make the site work, remember your preferences, and understand how the site is used. Most browsers let you refuse or delete cookies through your browser settings; note that some parts of the site may not function properly without them.
9. How long we keep your information
We keep personal information only as long as necessary for the purposes described in this policy, including to provide our services, maintain business and financial records, and meet legal obligations. As a general guide:
- Booking and payment records are retained for at least the period required by Canadian tax and accounting rules (generally a minimum of six to seven years).
- Inquiry and contact records are retained as long as needed to respond and for a reasonable period afterward.
- Marketing contacts are retained until you unsubscribe or ask us to remove you.
When information is no longer needed, we take reasonable steps to securely delete or anonymize it. Complete deletion from backups or archived systems may not always be immediately possible, but archived copies are protected and are deleted or overwritten in the ordinary course.
10. How we protect your information
We use reasonable administrative, technical, and physical safeguards to protect your personal information against loss, theft, and unauthorized access, use, or disclosure. Payment card data is handled by Square using industry-standard security. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.
11. Your privacy rights
Under PIPEDA, you have the right to:
- Access the personal information we hold about you;
- Correct information that is inaccurate or incomplete;
- Withdraw consent to our use of your information or to marketing communications (subject to legal or contractual limits);
- Ask questions or make a complaint about how we handle your information.
To exercise any of these rights, contact us at [PRIVACY EMAIL — placeholder]. We will respond within a reasonable time and in accordance with applicable law. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
12. Children's privacy
Many of our programs and events serve children and youth. When a booking, registration, or inquiry involves a minor, we expect it to be made by a parent or legal guardian, who is responsible for providing any personal information about the child. We do not knowingly collect personal information directly from children without parental or guardian involvement. If you believe a child has provided us personal information without such consent, please contact us and we will take appropriate steps.
13. Third-party links
Our website may contain links to third-party websites or services (for example, social media pages). We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.
14. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above and post the new version on our website. Significant changes may be communicated through additional notice where appropriate. Your continued use of our services after an update means you accept the revised policy.
15. Governing law
This Privacy Policy is governed by the laws of the Province of Ontario and the applicable federal laws of Canada, without regard to conflict-of-laws principles. This policy forms part of, and should be read together with, our Terms of Service. If there is a conflict between this policy and the Terms of Service regarding the handling of personal information, this Privacy Policy governs.
16. Contact us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:
360 Sports & Event Centre Email: [PRIVACY EMAIL — placeholder] [Optional: mailing address / phone]
This document is a draft provided for your use and is not legal advice. Because it concerns personal and payment information, we recommend having it reviewed by a qualified legal professional (as part of your planned CASL/PIPEDA review) before publishing.