TORONTO PAN AM SPORTS CENTRE PRIVACY POLICY
Last Revised: October 11th, 2018
At the Toronto Pan Am Sports Centre Inc. (the "Toronto Pan Am Sports Centre"), we know that privacy and security are important to you. This Privacy Policy sets out the manner in which information about you is collected, used, and disclosed.
For information about our privacy practices in relation to our mobile application, please refer to the Toronto Pan Am Sports Centre Mobile App Privacy Policy. The Toronto Pan Am Sports Centre is affiliated with certain third parties, including the City of Toronto and the University of Toronto Scarborough. If you register through us for programs or services offered by a third party, we transfer your personal information directly to them. In these cases, your personal information is directly subject to the third party’s privacy policy. To review the practices of any of our affiliates, please refer to their respective privacy policies.
University of Toronto - Privacy
TABLE OF CONTENTS
- Collection and Use of Information
- Sharing of Information
- Safeguarding and Retention of Personal Information
- Access to and Correction of Personal Information
- Updates to the Privacy Policy
- Contact Us
COLLECTION AND USE OF INFORMATION
We may collect and/or use personal information when you:
- Purchase one of our memberships or day passes;
- Register for one of our drop-in programs, or for a City of Toronto program;
- Use our facility as a member or student;
- Visit our facility;
- Register to use or use our online secure portal;
- Contact us with a general inquiry;
- Participate in Toronto Pan Am Sports Centre Leagues;
- Rent a towel, locker or other sports equipment;
- Purchase a parking pass;
- Register for our personal training services;
- Use our childcare services;
- Host a special event at our facility; or
- Are involved in an incident or experience an injury at our facility.
Memberships & Day Passes. When you register for our programs or services, or otherwise modify your membership or relationship with us, we collect certain information from you. If you register in-person for our programs and services, such as our fitness memberships, day passes or rock climbing activities, we collect your full name, the name of your parent (if you are a minor), email address, home address, telephone numbers, date of birth, gender, signature, and payment information. If you register on the Website, we may additionally collect your username, the name of your organization, your referral source, and your consent to receive email communications. We use this information to administer the collection of fees owed to us by registrants and to market our programs and services. We may also use this information to communicate with you concerning promotions and other relevant facility information. Electronic communication is on an express consent basis with an option to opt out at any time.
Drop-in Services. If you register for one of our many drop-in programs, the type of information we collect depends on the program in question.
- Track: For our drop-in track program, we collect your full name, the name of your parent (if you are a minor), email address, postal code, and consent to receive email communications.
- Lane Swim: If you purchase a multi-lane pass, we collect the following information on behalf of the City of Toronto: your full name, address, phone number, date of birth, and emergency contact information.
We use the information collected for the walking track described above to administer the program and services and to help ensure the safety and security of our facility and all visitors. We may also use this information to communicate with you concerning promotions and other relevant facility information.
Using our Facility. If you have registered with us, when you scan your barcode to enter the facility, we collect your barcode number which is linked to your profile on our EZ Facility software. We use this information to assess your eligibility to access our program areas and to help ensure the safety and security of our facility and all visitors.
Using our Secure Portal. If you are registered with us, you may access our secure portal via the Website, which you can use to book classes, track your work-out history and fitness goal progress, and to otherwise manage your relationship with us. When you do this, we may collect whatever information you enter into the web forms. We use this information to provide you with the services you request. LEGAL_1:49510326.2
Video Surveillance. While visiting our facility, we collect images of you that appear in our video surveillance. We use video surveillance only for the purpose of helping to ensure the safety and security of our facility and all visitors, as it allows us to monitor and keep a record of those using our facility at any given day or time. This enables us to identify those responsible for unlawful or otherwise unacceptable conduct. Access to these recordings is restricted on a need-to-know basis.
General Inquiries. While visiting our facility, you may speak directly with our customer service team about your questions or comments. Alternatively, you may ask us a question using the Live Chat function available on our Website or on the computer monitor at the main entrance of our facility. When you contact us, we may collect your name, email address or other contact information, and any additional information you provide. We use this information to respond to your query and to maintain a record of our communications with you.
Adult Leagues. For adults over twenty-four years of age, we collect the full names of all registered team members. We collect the full name, address, email, and telephone numbers of the two designated team captains for the purpose of communicating league information and collecting payment.
Locker & Towel Rentals. When you enter into a contract to rent our lockers or towels, we collect your full name, email address, home address, telephone numbers, payment information, and signature. We use this information to administer the rental of these items.
Equipment Rentals. When you rent our equipment, such as basketballs or other sports items, we collect and record your first name only. We use this information to administer the rental of our equipment. To ensure the prompt return of our equipment, we retain your physical driver’s licence or payment card and store them in a secure location, but only until the return of the equipment. We do not copy or otherwise record any data from the document you provide.
Parking. When you register for a parking pass, we collect your full name, email address, home address, phone numbers, payment information, and signature. We use this information to administer the issuance of parking passes and the collection of fees owed to us for use of our parking services.
Personal Training Services. When you register for our personal training services, we collect your full name, email address, home address, phone numbers, gender, signature, payment information, occupation, medical history, fitness history and goals, and details about your lifestyle. Our trainers may also collect your weight, height and other physical measurements, as well as details about your training sessions, such as exercises shown. We use this information to understand your health conditions and fitness goals, so that our trainers can provide you with the personal training services you have requested. We also use this information to administer the collection of fees for personal training services. LEGAL_1:49510326.2
Child Minding Services. When you use our child minding services, we collect your full name, phone number, signature, alternate caregiver contact details, and details about your child, including his or her full name, health and medical history and any other pertinent details you decide to share. This information alerts our staff to your child’s special care requirements, if any, and allows our staff to contact an alternate caregiver if necessary. We also use this information to administer the collection of fees for child care services.
Special Events. When you book a special event with us, such as a birthday party or corporate event, we collect your full name, email address, home address, telephone numbers, date of birth, signature, payment information, emergency contact information, and reservation details. We may also collect details about the birthday boy or girl, if applicable, including his or her name and birth date. We use this information to administer our event bookings.
Incident Reporting. If you are involved in an incident while at the facility, we may collect the following information from the incident reporter and the name of person(s) involved in the incident: name, age, sex, address, email address, phone number, relationship to Toronto Pan Am Sports Centre (e.g. staff, member, volunteer). We will also collect pertinent information related to the incident such as date, time, location, and description of what occurred. We use this information to help ensure the safety and security of our facility and its visitors, and to provide details to the necessary authorities if applicable. We may use this information to contact you if necessary to resolve the incident.
Injury Reporting. If you sustain an injury at the facility, we may collect the following information: Date, time, and location of injury, name, age, sex, address, email address, phone number, relationship to Toronto Pan Am Sports Centre (e.g. staff, member, volunteer), medical history, details of the injury. We use this information to help ensure safety and security of our facility and its visitors and to provide details to the necessary authorities if applicable (e.g. EMS).
USING OUR WEBSITE
Visiting our Website. In general, you can visit the Website without telling us who you are or submitting any information to us. However, we collect IP (Internet protocol) addresses from all visitors to the Website and other related information such as page requests, browser type, operating system and average time spent on our Website. This information is used to help us understand our Website activity, and to monitor and improve the Website.
Cookies. Our Website uses a technology called “cookies”. A cookie is a tiny element of data that our Website can send to your browser, which may then be stored on your hard drive, so we can recognize you when you return. We use cookies on the pages on our Website where you are prompted to log in or that are customizable. If you have registered with our Website, these cookies (1) may let us know who you are, (2) may be necessary to access your account information (stored on our computers) in order to deliver products and personalized services, and (3) will provide us and our service providers with information that we will use to personalize our Website in accordance with your preferences. You may set your Web browser to notify you when you receive a cookie or to not accept certain cookies. However, if you decide not to accept cookies from our Website, you may not be able to take advantage of all of the features of our Website.
Tracer Tags & Web Beacons. Our Website may also use a technology called “tracer tags” or “Web Beacons”. This technology allows us to understand which pages you visit on our Website. These tracer tags are used to help us optimize and tailor our Website for you and other future visitors to our Website.
Third Party Links. Our Website may contain links to other sites that we do not own or operate. The linked websites have separate and independent privacy statements, notices and terms of use, which we recommend you read carefully. We do not have any control over such websites, and therefore we have no responsibility or liability for the manner in which the organizations that operate such linked websites may collect, use or disclose, secure and otherwise treat your personal information.
SHARING OF INFORMATION
We do not sell, trade, or otherwise transfer or disclose your personal information to third parties without your consent, except as set forth below or as required or permitted by applicable law.
Service Providers. Your personal information may be transferred (or otherwise made available) to third parties that provide services on our behalf. We may use service providers for certain functions such as processing your payments, hosting our data, and sending our communications. Our service providers are given the information they need to perform their designated functions and are not authorized to use or disclose personal information for their own marketing or other purposes. Your personal information may be maintained and processed by us, our affiliates, and our third-party service providers.
Legal and Compliance. We and our service providers may disclose your personal information where required or permitted by applicable Canadian, U.S., or other law or legal process.
Sale of Business. Your personal information may be transferred as an asset in connection with a prospective or completed merger or sale (including transfers made as part of insolvency or bankruptcy proceedings), involving all or part of the Toronto Pan Am Sports Centre, or as part of a corporate reorganization or other change in corporate control.
SAFEGUARDING AND RETENTION OF PERSONAL INFORMATION
We have implemented reasonable administrative, technical and physical measures designed to safeguard the information in our custody and control against theft, loss and unauthorized access, use, modification and disclosure.
We restrict access to information on a need-to-know basis to employees and authorized service providers who require access to fulfill their job requirements. LEGAL_1:49510326.2
We have information retention processes designed to retain information for no longer than necessary for the purposes stated above or to otherwise meet legal requirements.
ACCESS TO AND CORRECTION OF PERSONAL INFORMATION
Subject to applicable law, you may have the right to access, update and correct inaccuracies in the information we hold about you. To request access to or correct, you may contact us at the contact information set out below. We may request certain personal information for the purposes of verifying the identity of the individual seeking access to their personal information records.
UPDATES TO THE PRIVACY POLICY
This Privacy Policy may be updated periodically to reflect changes to our personal information practices. The revised Privacy Policy will be posted on the Website. We strongly encourage you to please refer to this Privacy Policy often for the latest information about our personal information practices.
CONTACT US
If you have questions, concerns or complaints about this Privacy Policy or the manner in which we or our service providers treat your personal information, please contact our Privacy Officer:
Erin Ritchie
Director, Business Administration and Privacy Officer
416-283-2957
875 Morningside Ave
Toronto, Ontario M1C 0C7
Canada
416-283-5222