Privacy Policy

Prime Potential Volleyball (“Prime Potential”, “we”, “us”) respects the privacy of every athlete and family who trains with us. This policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices available to you.

By registering for a program, joining an interest list or contacting us through this website, you consent to the practices described below.

Information we collect

We collect only what we need to run our programs safely and communicate with families. Depending on how you interact with us, this may include:

• Parent and guardian details — name, email address, phone number, city and preferred contact method.
• Athlete details — name, date of birth, age, gender, grade and school.
• Volleyball background — current playing level, previous or current club, years of experience, position and rep team status.
• Development information — goals, skills the athlete wants to improve, preferred learning style and notes for coaches.
• Health and safety information — medical conditions, injuries, emergency medications and emergency contact details.
• Communication preferences — the categories of updates you have asked to receive.
• Technical information — basic, non-identifying data about how this website is used.

We do not collect payment card details through this website.

Why we collect it

We use personal information to:

• assess program suitability and group athletes appropriately by age, experience and skill level;
• communicate with parents and guardians about registration, scheduling and program changes;
• deliver coaching, feedback, evaluations and the Prime Athlete Passport™;
• respond safely and quickly in a medical or emergency situation;
• send only the categories of updates you have consented to receive;
• meet our insurance, sport-governing-body and legal obligations.

Health information about minors

Health information is treated as the most sensitive category of information we hold. It is:

• collected only where it is necessary for the athlete’s safety;
• shared only with the coaching and supervisory staff responsible for that athlete, and with emergency medical personnel where required;
• never used for marketing, never sold and never shared with third parties for their own purposes;
• retained only for as long as the athlete participates in our programs, plus any period required by law or insurance.

Parents and guardians are responsible for keeping this information current. Please tell us promptly if an athlete’s medical circumstances change.

How information is stored and shared

Registration submissions are transmitted over an encrypted (HTTPS) connection and are received into our customer relationship management system, which is operated by a third-party provider on our behalf. A copy is also stored in a password-protected administrative system operated on our behalf, so our staff can review and manage submissions directly. Access to both systems is limited to those who need it to perform their role, and either copy can be deleted on request.

We may share limited information with:

• Coaching and supervisory staff, as described above.
• Facilities and venue operators, where required for access or safety.
• Sport governing bodies and insurers, where participation requires registration or a claim arises.
• Emergency and medical personnel, in an emergency.
• Service providers who host our systems, bound by confidentiality obligations.

We do not sell personal information. We do not share it for unrelated advertising.

Communication and consent

You choose which categories of communication you receive at registration: academy updates, seasonal program updates, rep team updates and general announcements. You may change your preferences or withdraw consent at any time by contacting us. Withdrawing marketing consent does not affect essential communications about a program your athlete is enrolled in.

Retention

We keep personal information only as long as it is needed for the purposes described in this policy, or as required by law, insurance or our governing bodies. When it is no longer needed, it is securely deleted or anonymised.

Your rights

Subject to applicable law, you may request access to the personal information we hold about you or your athlete, request that inaccurate information be corrected, request deletion where we are not required to retain it, or withdraw consent.

To make a request, contact us using the details below. We may need to verify your identity before acting.

Cookies and analytics

This website uses only what is necessary to serve pages. If analytics or embedded third-party content is introduced in future, this policy will be updated before that change takes effect.

Children

Our programs serve young athletes. Registration is completed by a parent or legal guardian, who provides consent on the athlete’s behalf. We do not knowingly collect information directly from a child without that consent.

Changes to this policy

We may update this policy from time to time. The revision date at the top of this page will always reflect the current version.

Contact

Questions about this policy, or a request relating to your information, can be sent to info@primepotentialvolleyball.ca.