SFU Badminton Club

1. Who we are

SFU Badminton Club ("the Club", "we") operates a members' app for managing club activities — a competitive ladder, sessions, tournaments, and membership. This policy explains what personal information we collect and how we handle it.

2. What we collect

Name and display name — to identify you on the ladder, at sessions, and to other members.
Email address — sign-in, reminders, and announcements.
Phone number (optional) — contact for sessions and events, if provided.
Match & rating data — to run the ladder (scores, wins/losses, ELO).
Attendance data — session and tournament check-ins.
Fee/payment status — to track membership dues.
Account & technical data — login sessions and, where enabled, basic error and usage analytics.

We collect this when you sign up, use the app, play matches, and attend sessions.

3. How we use it

To operate the ladder, sessions, tournaments, and membership.
To send you sign-in codes, reminders, and club announcements.
To keep the app secure and working (error monitoring, abuse prevention).
To produce club statistics (e.g. standings, participation).

We do not sell your personal information.

4. Who can see what

Other members / the public: your name and rating appear on the ladder and may appear on the public leaderboard — unless you opt out (you can hide yourself from the public leaderboard in Settings).
Executives: club-activity data (sessions, tournaments, matches).
Admins: the above plus sensitive data (email, phone, fee status, member records).
Service providers: we use third-party services to run the app — email delivery, error monitoring and usage analytics, and our hosting and database infrastructure. They process data only to provide their service.

5. How we protect it

We use multiple safeguards, including secure login, role-based access, database-level access controls, encryption of off-site backups, and ongoing security review. No system is perfectly secure, but we take reasonable measures.

6. Data retention

While you're a member: we keep your information for as long as you have an account, to run the ladder, sessions, and membership.
Account deletion: you can delete your account yourself in Settings. Your account is deactivated immediately and held for a 30-day window, during which you can sign back in and restore it yourself. After 30 days, your account is permanently anonymized: your name, email, phone number, and profile photo are removed and your sign-in is deleted. This cannot be undone.
What remains after deletion: match results, ratings, session attendance, and legal-acceptance records are kept under an anonymous identity ("Deleted Player") so the ladder's history and the club's records stay accurate.
Backups: encrypted off-site database backups are kept for 14 days and then deleted automatically. A deleted account ages out of backups the same way.
Audit logs: administrative audit logs (records of admin and executive actions) are kept indefinitely for accountability.
Legal acceptances: records of your acceptance of the waiver, code of conduct, terms of use, and this policy are kept permanently as evidence of what was accepted, when, and under which version.
Attendance & reliability: session attendance and reliability records are kept as club records.

7. Your rights

You may:

Access the personal information we hold about you.
Correct inaccurate information (most of it directly in Settings).
Delete your account and personal information (see Data retention above for what is kept).
Opt out of the public leaderboard.
Withdraw from notifications.

To exercise any of these, use the app's Settings or contact a club executive.

8. Eligibility

The app is intended for SFU students and club members. Members under 19 need a parent or guardian's consent (see the Liability Waiver).

9. Changes

We may update this policy. Material changes will be communicated to members and may require re-acceptance in the app. The version shown with this document reflects the current revision.

10. Contact

Questions or requests: contact a club executive.

Privacy & Data Retention Policy