Privacy Policy

PickleSync Privacy Policy — Pickleball management platform.

picklesync.ca — Pickleball management platform

Effective date: February 13, 2026

1. Introduction

Your privacy is important to us. This privacy policy explains what personal data is collected by PickleSync (hereinafter the "platform"), how we process it, for what purposes, and what your rights are as a user.

This policy applies in addition to the general terms and conditions of use of our website.

2. Applicable Laws

This policy complies with the following laws:

  • PIPEDA — Personal Information Protection and Electronic Documents Act, applicable in Canada.
  • Quebec Law — Act Respecting the Protection of Personal Information in the Private Sector, applicable to Quebec residents.
  • GDPR — General Data Protection Regulation, for residents of the European Union. In case of inconsistency between this policy and the GDPR, the GDPR shall prevail.
  • CCPA — California Consumer Privacy Act, for residents of the State of California. In case of inconsistency, state legislation shall apply.

3. Consent

By using our website and services, you agree to the terms set out in this privacy policy, as well as the collection, use, and retention of data described herein.

4. Personal Data We Collect

4.1 Automatically Collected Data

We do not automatically collect any personal data on our website.

4.2 Minimum Required Data

This data is necessary for the operation of your account and is collected during registration:

  • First and last name
  • Email address
  • City
  • Skill level (self-assessment)

4.3 Additional Data Related to Organizations

Depending on the requirements of your club or organization, the following data may be requested. Whether it is mandatory or optional varies by organization and registration period:

  • Age and date of birth
  • Postal code and country
  • Phone number
  • Any other specific information requested by the organization in its registration forms

4.4 Optional Data Provided Voluntarily

You may choose to provide additional data to enhance your profile:

  • Profile photo
  • Postal code and country (for finding partners and leagues in your area)
  • Additional sports profile information

4.5 Collection Methods

This data is collected through the following means:

  • Registration form (first name, last name, email address)
  • Player profile creation form (skill level, gender, date of birth)
  • Organization account setup (name, logo, settings)
  • Program and session creation by administrators
  • Manual synchronization via the Chrome extension (user-initiated action)
  • Contact and support forms

We will not collect additional data without informing you beforehand.

5. How We Use Personal Data

Personal data collected is used solely for the purposes specified in this policy or indicated on the relevant pages of our website. We use your data to:

  • Authenticate your identity and manage your user account
  • Organize leagues, programs, and play sessions
  • Automatically generate matches and form teams
  • Send match sheets and notifications by email
  • Manage attendance and substitutes
  • Display rankings and statistics
  • Communicate with you regarding your activities and respond to your support requests
  • Improve our services and provide technical support
  • Fulfill our legal and regulatory obligations

6. Sharing of Personal Data

6.1 With Other Players

By default, your personal data is not shared with other players. However, certain features may make some of your information visible:

  • Your name and skill level may be publicly displayed on activity pages (leagues, tournaments, sessions).
  • When participating in an activity, your contact details (email, phone) may be temporarily shared with other participants for the duration of the event.

6.2 With Organizations

When you register with a club or organization through the platform, the data provided during registration is accessible to the organization's administrators for the purposes of managing their activities.

6.3 With Third Parties

We are committed to not selling or sharing your data with third parties, except in the following cases:

  • If required by law
  • If required for any legal proceedings
  • To prove or protect our legal rights
  • To buyers or potential buyers in the event that we seek to sell the business

If you follow hyperlinks from our website to another site, please note that we are not responsible for their privacy policies and practices.

7. Data Retention Period

Personal data is retained for as long as necessary for the purposes for which it was collected, or to comply with our legal obligations. Once this period has expired, the data is securely deleted.

8. Protection of Personal Data

We implement the following security measures to protect your data:

  • SSL/TLS encryption for all communications between the application and our servers
  • Secure authentication using JWT tokens with automatic expiration
  • Passwords encrypted according to industry standards (hashing with salting)
  • Hosting on Microsoft Azure with security certifications
  • Data access restricted by organization (multi-tenant isolation)
  • API keys and sensitive configurations encrypted in the database
  • Access and modification logging
  • Regular data backups
  • No payment data stored on our servers

Although we take all reasonable precautions, there is always an inherent risk associated with using the Internet. We therefore cannot guarantee absolute security beyond what is reasonably achievable.

In the event of a security breach affecting your personal information, we will notify you in accordance with legal obligations and take the necessary steps to mitigate the consequences.

9. Minors

For residents of the European Union, the GDPR specifies that persons under the age of 15 are considered minors for the purposes of data collection. Minors must obtain the consent of a legal representative for their data to be collected, processed, and used.

10. Your Rights as a User

As a user, you have the right to:

  • Access all personal data concerning you that we have collected.
  • Rectify any inaccurate or incomplete personal data.
  • Delete your personal data or modify your consent to its collection and use, provided it is legally permissible to do so.
  • Object to the collection and use of your personal data, subject to legal obligations.

To exercise any of these rights, please contact our Data Protection Officer (see section 12).

11. Cookie Policy

A cookie is a small file stored on your device by a website. We use the following types of cookies:

  • Functional cookies — They remember your selections and preferences so that they are retained during your subsequent visits.
  • Analytical cookies — They allow us to improve the design and functionality of our website by collecting anonymous data about your usage.

You can configure your browser to be notified when a cookie is transmitted or to disable them entirely. Note that this may affect certain features of the website.

12. Contact

If you wish to exercise your rights, ask questions, or report a problem related to your personal data, please contact our Data Protection Officer:

> Data Protection Officer > Email: info@picklesync.ca

13. Changes to This Policy

This privacy policy may be modified to maintain compliance with the law and to reflect any changes to our data collection process. We recommend that our users review it regularly. If necessary, we may notify you by email of any changes made.`