Privacy Policy

Junior Coyotes Basketball Effective date: July 25, 2026

Junior Coyotes Basketball ("Junior Coyotes," "we," "us," or "our") respects your privacy. This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. It applies to our website (gocoyotes.ca), our family dashboard and stats pages, our registration and communication systems, and our related programs and events.

Who We Are

Junior Coyotes Basketball Kelowna, British Columbia, Canada Contact: andrew@juniorcoyotes.com

Information We Collect

We collect information you give us and information created when you use our programs, including:

  • Registration and family details: player and parent/guardian names, dates of birth, gender, jersey size, address, phone numbers, and email addresses (family, player, and up to three guardians), plus team, program, and any notes or requests you provide.
  • Health and injury information: emergency contacts and relevant medical or allergy notes. If an injury occurs, we record a detailed incident report, which may include concussion symptom screening, first aid given, emergency response (including whether 911 was called), medical referrals, diagnosis, and return-to-play progress.
  • Payment and financial information: fee amounts, balances, credits, refunds, payment method, and dates. For e-transfers, we store the sender's name, amount, reference number, and message so we can match the payment to your account. Card payments are handled by our registration platform and its payment processor — we do not store full card or bank-account numbers.
  • Program and participation information: teams, schedules, attendance and RSVPs, carpool offers, comments and reactions, game recaps and scores, player evaluations and skill ratings, practice plans, and event debriefs.
  • Photos and video you or our staff upload from practices, games, camps, and events, along with your media-consent preference.
  • Communications: emails, messages, and forms you send us. Emails between you and our club addresses (including subject lines, sender/recipient addresses, and dates) are logged to your family's communication history.
  • Email engagement: whether and when our emails are opened and which links are clicked (using a tracking pixel and link redirects), along with unsubscribe and bounce records.
  • Website and app usage: how often and how recently you use the dashboard, and, for security, your IP address and basic device and browser information.
  • Inquiries: if you contact us about our programs before registering, we keep basic contact and program-interest information.

Coaches and Staff

For coaches, volunteers, and staff, we also collect contact and role details, hours worked, pay rates and payments, schedules, and reimbursement requests (including uploaded receipts).

How We Use Your Information

We use personal information to:

  • Register players and manage teams, rosters, schedules, and attendance.
  • Communicate with families about programs, games, payments, and club news.
  • Process registrations, fees, refunds, and credits, and match payments to accounts.
  • Run camps, leagues, tournaments, and events safely, and respond to injuries.
  • Promote the club, including on our website and social media and in advertising.
  • Understand how families use the app so we can follow up with those who may need support.
  • Secure sign-in, prevent abuse, and improve our programs, website, and online tools.
  • Meet our legal, insurance, and safety obligations.

How We Share Your Information

We do not sell your personal information. We share it only as needed to run the club:

  • Coaches, team managers, and authorized volunteers, limited to what they need.
  • Service providers who operate our systems on our behalf, including our registration and payment platform (TeamSportsAdmin), data-transfer automation (Zapier), email (Gmail), and cloud hosting, storage, and analytics (for example, Google and Firebase).
  • Artificial intelligence services — see "Artificial Intelligence" below.
  • Advertising platforms such as Meta (Facebook and Instagram) when we promote the club. These platforms may receive limited information to deliver and measure our ads.
  • Third parties when required by law, or to protect the safety, rights, or property of our members, staff, or the public.

Artificial Intelligence

We use Google's Gemini AI to help with certain tasks — such as reading payment and e-transfer screenshots, formatting coaching notes and event debriefs, and preparing financial summaries — some of which may contain personal information.

Public Information

Some information is visible to others by design. Attendance, birthdays (month and day), and game recaps are visible to your team. Player first names shown with game or skill stats, and photos or videos you upload, may appear publicly on our stats page or in shared galleries. Contact us if you would like something removed.

Photos and Media

We may use photos and video from our programs and events to promote the club on our website, in emails, on social media, and in advertising. If you do not want your child's image used for promotion, email us at andrew@juniorcoyotes.com and we will honour your request.

Children's Privacy

Our programs serve youth, so we collect information about children with the involvement and consent of a parent or guardian. Parents and guardians may review, update, or request deletion of their child's information at any time by contacting us.

Data Security and Retention

We take reasonable steps to protect personal information against loss, theft, and unauthorized access. We keep personal information only as long as needed for the purposes described here or as required by law, and then delete or anonymize it.

Cookies and On-Device Storage

Our website and app use cookies and similar technologies to keep you signed in and remember your preferences. To load faster, your dashboard (including names, schedules, and fees) is cached in your browser's local storage; signing out or clearing your browser removes it. Our public website also uses aggregate analytics to understand overall traffic. You can control cookies through your browser settings.

Your Choices and Rights

You may:

  • Ask what personal information we hold about you and request a copy.
  • Ask us to correct or update your information.
  • Ask us to delete your information, subject to legal and record-keeping requirements.
  • Unsubscribe from our marketing emails using the link in any message.

To make a request, email andrew@juniorcoyotes.com. We handle personal information in accordance with Canadian privacy law, including the Personal Information Protection Act (British Columbia) and PIPEDA.

Third-Party Links

Our website and messages may link to other sites we do not control. This policy does not apply to those sites, and we encourage you to review their privacy policies.

Changes to This Policy

We may update this policy from time to time. We will post the updated version here with a new effective date.

Contact Us

Questions or requests about this policy or your personal information:

Junior Coyotes Basketball Email: andrew@juniorcoyotes.com