EMBER COACHING – PRIVACY POLICY
Effective January 31 2026
Last Updated: February 9 2026
INTRODUCTION
Ember Coaching is committed to protecting the privacy and confidentiality of personal information entrusted to us by participants, parents, and guardians. This Privacy Policy explains how Ember Coaching collects, uses, stores, and discloses personal information in accordance with the Personal Information Protection Act (British Columbia) (“PIPA”) and the Personal Information Protection and Electronic Documents Act (Canada) (“PIPEDA”).
1. INFORMATION WE COLLECT
Ember Coaching may collect personal information including, but not limited to:
• Participant name, date of birth, and age
• Parent or guardian name and contact information (for minors)
• Email address and phone number
• Emergency contact information
• Waiver acknowledgements, electronic signatures, timestamps, and IP addresses • Limited health or medical information voluntarily provided for participation safety • Booking, attendance, and participation records
Ember Coaching does not collect personal information that is unnecessary for participation, safety, or legal compliance.
2. PURPOSE OF COLLECTION
Personal information is collected solely for reasonable and appropriate purposes, including:
• Registering participants in archery and archery■meditation programs • Ensuring participant safety and appropriate supervision
• Obtaining informed consent, assumption of risk, and release of liability • Communicating scheduling, program updates, or safety information
• Meeting insurance, legal, and regulatory requirements • Responding to medical or other emergencies
3. CONSENT
By completing a Smartwaiver form, submitting registration information, or participating in Ember Coaching activities, you consent to the collection, use, and storage of your personal information as described in this Privacy Policy.
For participants under the age of 18, consent must be provided by a parent or legal guardian. Consent may be withdrawn at any time, subject to legal, insurance, or contractual obligations.
4. USE OF SMARTWAIVER & ELECTRONIC RECORDS
Ember Coaching uses Smartwaiver, a secure, cloud■based electronic waiver and record■keeping platform, to collect and store consent and participation records.
Smartwaiver may store information on servers located outside of Canada, including in the United States. By providing personal information electronically, you acknowledge and consent to this cross■border storage, which may be subject to the laws of other jurisdictions.
Ember Coaching relies on Smartwaiver security features such as encrypted transmission, IP address and timestamp capture, and controlled access to records.
5. DISCLOSURE OF PERSONAL INFORMATION
Ember Coaching does not sell, rent, or trade personal information. Personal information may be disclosed only when reasonably necessary:
• To insurers or legal advisors in the event of a claim or inquiry
• To emergency services where required for health or safety
• To facility partners solely for scheduling, access, or insurance purposes • When required by law or regulatory authority
6. SAFEGUARDS
Ember Coaching takes reasonable steps to protect personal information against loss, theft, unauthorized access, disclosure, or misuse. Safeguards include limiting access to personal information, using secure digital platforms, and retaining information only as long as necessary.
7. RETENTION
Personal information, including waiver and participation records, is retained for periods consistent with insurance requirements, applicable legal limitation periods, and operational needs. When no longer required, information is securely deleted or anonymized.
8. ACCESS & CORRECTION
You have the right to request access to your personal information and to request corrections to inaccurate or incomplete information. Requests must be made in writing and may require identity verification.
9. QUESTIONS OR CONCERNS
If you have questions about this Privacy Policy or how your personal information is handled, please contact:
Morgan Reid, M.A.
Ember Coaching morganreid@embergroup.ca
10. POLICY UPDATES
This Privacy Policy may be updated from time to time. The most current version will be made available where waivers are collected or upon request.