Privacy Policy

Updated: March 23, 2023

Email Privacy Policy

This communication is intended only for the use of the person or entity named above and may contain information that is confidential, legally privileged or exempt from disclosure under applicable law. If you are not the intended recipient named above or a person responsible for delivering messages or communications to the intended recipient, you are hereby notified that any use, distribution or copying of this communication or any of the information contained in it is strictly prohibited.

Purpose of this Policy

This Policy describes the way Vancouver Dodgeball League collects, uses, retains, safeguards, discloses and disposes of the personal information of its Registered Participants including players and volunteers, along with information that may be provided by others from time to time.

This Policy describes the way that Vancouver Dodgeball League will, subject to applicable legal requirements, adhere to all relevant federal and provincial legislative privacy requirements. The Policy follows the 10 Canadian Standards Association (CSA) principles identified in the federal Personal Information Protection and Electronic Documents Act (PIPEDA). The Policy describes each principle and the method of implementing each. Vancouver Dodgeball League will strive to meet or exceed federal and provincial legislative requirements and will ensure that it remains current with changing technologies and laws. Any changes will immediately be posted to the Vancouver Dodgeball League website.

1. Accountability

1.1 Vancouver Dodgeball League’s Executive Director’s responsibilities will include implementing and monitoring the Vancouver Dodgeball League Privacy Policy. They will be responsible for ensuring Vancouver Dodgeball League’s compliance with privacy principles. This person will also be responsible for responding to access requests in accordance with this Policy. The ultimate responsibility for privacy issues will rest with the Vancouver Dodgeball League Board of Directors. The Executive Director may, at their discretion, enlist assistance from other staff members and/or volunteers within the organization. This will not in any manner mitigate their responsibility for Privacy issues.

1.2 Vancouver Dodgeball League’s Executive Director will ensure that Vancouver Dodgeball League manages all personal information in its possession in accordance with this Policy, including that which may be transferred to a third party. Third-party organizations who handle information on behalf of Vancouver Dodgeball League shall be contractually obligated to adhere to the standards of Vancouver Dodgeball League.

1.3 Vancouver Dodgeball League will implement internal policies which will facilitate adherence to this Privacy Policy, including but not limited to the following:

  • Security measures at all levels designed to protect personal information in our possession.
  • Implementing procedures designed to respond to complaints and/or inquiries.
  • Staff training in all facets of information management, including awareness of Vancouver Dodgeball League’s Privacy Policy and policies and procedures developed in accordance with the Policy.

2. Identifying Purposes, Type of Information Collected and Website

2.1 Vancouver Dodgeball League shall only collect the information reasonably necessary to conduct dodgeball programming and for the other purposes described in this Policy. Access to our Privacy policies and procedures will be readily available. Similarly, the process by which challenges may be made to Vancouver Dodgeball League’s compliance and/or adherence to the legislation in question shall be readily available and transparent. To obtain further information, contact Vancouver Dodgeball League’s Executive Director. Vancouver Dodgeball League’s Executive Director is Truong Cao; he can be reached at

2.2 Vancouver Dodgeball League collects personal information from its Registered Participants for the purposes of conducting dodgeball programming.


  • A player’s name, address and date of birth are collected to determine that the player is eligible to participate in the league.
  • Information concerning an individual’s skill level and development and feedback on programs is collected to measure the success of our programs in order that we may better plan future programs.
  • Email addresses may be collected for the purposes of facilitating membership communication related to upcoming events and programs.
  • Information about skill levels, ability, emergency contacts and health may be collected to ensure our activities are carried out in a safe and secure environment.
  • Personal information collected for the purposes of dodgeball registrations may also be used for dodgeball-specific research purposes, including but not necessarily limited to dodgeball demographic-type research.
  • Personal information may be collected pertaining to potential and actual insurance claims and the subsequent investigation thereof.
  • Information pertaining to appeals and regulations challenges may be collected as well as information deemed necessary to defend Vancouver Dodgeball League against any legal action brought against Vancouver Dodgeball League.

2.3 Vancouver Dodgeball League will endeavour through its players, volunteers and affiliated organizations of the purpose for the collection of the data requested at the time of registration or by reference to our website at We will further endeavour to ensure that all collectors of the personal information are familiar with the potential use of the personal data. All personal data collected by Vancouver Dodgeball League shall be maintained electronically.

2.4 Vancouver Dodgeball League will request individual permission for the use of any personal data collected which is extraneous to that which has been identified above, unless said usage is authorized by law.

2.5 Vancouver Dodgeball League may also collect and use information about any individual who accesses secure areas of Information you are asked to provide during your use of our website may include your name, address, email address, age, sex and/or gender [and the other types of personal information listed in Paragraph 2.2]. All such personal information will be treated within the same parameters as other personal information collected by Vancouver Dodgeball League through other means. It is always your choice to provide information in certain fields, although failure to complete certain sections may inhibit your ability to fully access all areas of the website.

3. Consent

3.1 Vancouver Dodgeball League will use the personal information for the purposes specified above in Section 2 and in Sections 3.2 and 3.3 below. By consenting to provide your information to Vancouver Dodgeball League, you are deemed to consent to our use of the information for the purposes described herein and to disclosure of the information to other associated entities for the same purpose.

3.2 In addition to using personal information for dodgeball programming purposes, Vancouver Dodgeball League may from time to time wish to use your name, address and contact information for the purposes of providing promotional opportunities, including by providing the information to Vancouver Dodgeball League’s Members, partners and leagues, and other third parties who Vancouver Dodgeball League believes provide services or goods that may be of interest to you. Vancouver Dodgeball League and any such third parties may contact you with promotions [or to provide further dodgeball specific communications and information updates from Members, partners and leagues]. Vancouver Dodgeball League will provide you with an opportunity to consent to these opportunities during the registration process. If you consent but later wish to opt out of this use of information later, you may do so by contacting us as described at Section 3.4 below.

3.3 Vancouver Dodgeball League recognizes that dodgeball by its nature is a contact sport and injuries are, to a certain extent, inherent in the game. We believe medical records, medical history and medical forms of the individual may be of assistance in an emergency situation and therefore we may request them. While our Registered Participants are under no obligation whatsoever to supply this information and may refuse to do so without penalty, Vancouver Dodgeball League will consider receipt of this information as consent for its subsequent use in an emergency medical situation.

3.4 If at any time you wish to withdraw your consent to the use of your information for any purpose, you may do so by contacting the Executive Director for Vancouver Dodgeball League. We will do our best to accommodate your request in a timely fashion without diminishing the services we provide to you. We will explain to you the impact of your withdrawal on any services we provide to you.

3.5 Vancouver Dodgeball League may collect personal information without consent where reasonable to do so and where permitted by law.

4. Limiting Collection

4.1 All information shall be collected fairly and lawfully within the criteria as set forth in our Privacy Policy.

4.2 Vancouver Dodgeball League shall not indiscriminately collect information. The amount and type of information we collect shall be limited to that which is required to fulfill our identified purposes.

4.3 Vancouver Dodgeball League will not use any form of deception in gaining personal information from its Registered Participants or any other individual.

5. Limiting Use, Disclosure and Retention

5.1 Subject to applicable legislation, Vancouver Dodgeball League shall limit use of personal information it collects to purposes that we have disclosed in Sections 2 (Identifying Purposes) and 3 (Consent).

5.2 Vancouver Dodgeball League shall maintain documents for certain periods of time dependent upon necessity.

More specifically:

  • We will normally maintain registration data for a five-year period after an individual has left our programs in case an individual chooses to return to our programs after leaving.
  • Vancouver Dodgeball League has numerous associated entities which offer dodgeball programs under the auspices of Vancouver Dodgeball League. As explained above, Vancouver Dodgeball League may, from time to time, share information with these Members, partners and leagues in order to facilitate dodgeball programming and ensure compliance with rules and regulations.
  • Vancouver Dodgeball League may, from time to time, enlist the services of third-party vendors in order to provide dodgeball programs, and technical and support services. Prior to enlisting the services of these vendors, we will contractually obligate them to treat your personal information consistent with the Privacy Policy of Vancouver Dodgeball League.
  • Vancouver Dodgeball League may disclose your personal information to a government authority that has asserted its lawful authority to obtain the information, or where we have reasonable grounds to believe the information could be useful in the investigation of an unlawful activity, or to comply with a subpoena or warrant or an order made by the court, person or body with jurisdiction to compel the production of the information or otherwise as permitted by applicable law.
  • Vancouver Dodgeball League may at its discretion release personal information for the purposes of collecting debts which may be owed to Vancouver Dodgeball League.

5.3 Certain documents may be subject to legislated retention periods, either federally or provincially, and these will be respected at all times by Vancouver Dodgeball League.

6. Accuracy

6.1 Vancouver Dodgeball League shall strive to ensure to the extent it can that the information entrusted to us is maintained in an accurate manner. We shall try to maintain the interests of the individual and attempt to ensure that decisions are not made for or about an individual based on personal information that is flawed.

6.2 Vancouver Dodgeball League shall only update information in the event of a renewal or registration and/or upon receipt of new information from or on behalf of the Registered Participant.

7. Safeguards

7.1 Security safeguards have been implemented to ensure your personal information is protected from theft, as well as unauthorized access, disclosure, copying, use or modification thereof.

7.2 The level of safeguards employed shall be directly related to the level of sensitivity of the personal information collected. The more sensitive the information, the higher the level of security employed.

7.3 Methods of protection and safeguards to be employed shall include, but are not limited to, locked files, offices and storage areas, security clearances and need-to-know access, as well as technological measures such as passwords and encryption.

8. Openness

8.1 Vancouver Dodgeball League publicly discloses the methods by which we handle your personal information. This information is readily available through our Privacy Policy, on our website or upon request by contacting the Vancouver Dodgeball League Executive Director, Truong Cao, who can be reached at

The information available includes:

  • The name, email address and phone number of the Vancouver Dodgeball League Executive Director.
  • The forms which you may use to access your information or change your information.
  • A description of the type of personal information held by Vancouver Dodgeball League and our general uses thereof.
    • This includes, without limitation, registration information, including name, date of birth, address, past teams played on, and email addresses.
  • Information used for potential sponsorship opportunities, donors, alumni and information retained for the purposes of Vancouver Dodgeball League business contacts.
  • Information that may be made available to related organizations, Members, partners, leagues and/or third-party service providers, in accordance with the provisions of this Privacy Policy.

9. Individual Access

9.1 Subject to applicable legislation, upon request by the individual concerned, Vancouver Dodgeball League shall disclose whether it holds personal information on an individual. We shall disclose the source of this information when requested and provide an account of third parties to whom the information may have been disclosed.

9.2 Vancouver Dodgeball League may request sufficient information to confirm your identity before releasing your personal information to you.

9.3 Subject to applicable legislation, Vancouver Dodgeball League shall endeavour to provide this information within 30 days of receipt of the information requested and shall only charge nominal fees for the purpose of off-setting its expenses incurred in supplying the requested information. This information shall be provided in an understandable format, at the time you make a request.

9.4 Any inaccurate information that is brought to our attention shall be corrected by Vancouver Dodgeball League as quickly as possible and any pertinent third parties shall be apprised of the corrections in due course.

10. Challenging Compliance

10.1 Vancouver Dodgeball League has procedures for the resolution of grievances in the administration of its Privacy Policy.

10.2 Upon receipt of a complaint, Vancouver Dodgeball League shall make available the complaint procedures, which will be simple and easy to access.

10.3 Vancouver Dodgeball League shall investigate all complaints. If the complaint is deemed justified, Vancouver Dodgeball League shall take the appropriate steps to ensure that compliance is achieved and will make changes to its policies to allow for compliance in the future.

10.4 All complaints shall be addressed to the Vancouver Dodgeball League at

For more information specifically regarding Vancouver Dodgeball League’s Privacy and Copyright Policies, please contact