Privacy Policy
The Gaffer LLC, based in British Columbia, is accountable for personal information under its control when providing The Gaffer. This policy explains what we handle, the choices available to you and how to request access, correction or help. Privacy contact: [email protected].
1. Scope and accountability
This policy covers The Gaffer's team software. We are accountable for our handling and appropriate provider protections. Teams and organizers have responsibilities for information they upload and disclose. Choosing an organization name does not grant it team access. Our Privacy Contact can be reached at [email protected] or The Gaffer LLC, 3875 Brocktron Place, North Vancouver, BC V7G 2E7, Canada.
Federal PIPEDA and provincial privacy laws apply according to the operator, province, activity and information flows. Nothing in this policy removes your rights under the applicable law.
2. Information handled
Information comes from you, authorized staff/guardians, connected services and technical operations. Provide only what the feature needs; do not upload a child's full birth date or unnecessary health details.
- Identity and account information: name, email, profile image, login-provider identifiers, password hash where applicable, and session or verification records.
- Team information: roles, roster names, jersey numbers, guardian relationships, explicit minor status, optional birth year, events, availability, attendance, results and statistics.
- Content: announcements, correspondence, Chat, files, resources, support submissions and in-app assistant questions, answers and proposed actions.
- Billing and consent: subscription/customer identifiers, payment status, agreement version, signing time, typed name, IP address and user agent. Stripe collects payment and billing-address details through its checkout.
- Security and preferences: IP address, user agent, login outcomes, activity/audit records, location supplied by request headers, selected team/view and notification or theme preferences.
3. Purposes and consent choices
Information supports authentication, authorized team operations, communications, chosen integrations, billing, troubleshooting, security, support and lawful recordkeeping. New purposes will be explained before use, with consent obtained where required. Sensitive information and unexpected disclosures require particular care and appropriate express consent.
Necessary processing differs from optional uses. Declining AI or promotional messages does not authorize them by default. You may withdraw consent subject to lawful restrictions; we must explain any features affected. Consent does not excuse unnecessary collection or inadequate safeguards.
4. Visibility within the team
Access follows current membership, roles and permissions. Team members can see shared schedules, roster information, results, resources and availability replies. Staff contact details, minor status and birth year are staff-only; availability notes are limited to staff and the person authorized to answer for that player. The active product has no public team or roster page.
Correspondence has a specific recipient audience; receiving one message does not grant access to every message in its thread. Chat access follows its conversation audience. Every currently linked eligible adult guardian shares the child's correspondence and private conversation history, including past messages. Drafts belong to their actual adult creator. The adult author and reader are identified; removing a guardian link removes access through that link. Recipients can retain copies, so share carefully.
5. Children and guardian authority
Children use linked adult representation, without independent team logins. Staff and guardians need lawful authority and appropriate notice/consent to add a child's information. A software link alone does not establish guardianship.
Canadian consent rules consider a young person's capacity and the applicable province. Quebec has specific rules for minors under 14; other requirements may differ. Age of majority also varies and differs from privacy-consent capacity. An adult's general account acceptance does not establish complete consent for every child, sensitive disclosure, photograph or sporting activity. Separate, age-appropriate consent may be required.
6. Providers and disclosures
The service uses hosting/database infrastructure and Cloudflare R2 storage, Mailgun for email, Stripe for billing, optional Google or Microsoft sign-in, and WorkOS Standalone Connect for MCP authorization. Auth.js handles website identity. Providers receive information needed for their function. Contact us about the providers and processing locations relevant to your information.
Limited, assessed disclosure may follow a valid legal requirement or lawful response to fraud or an urgent threat. We do not sell personal information or publish private rosters. Optional commercial uses require a lawful basis and clear choices; team access does not authorize unrelated advertising with child information.
7. AI and connected clients
The in-app assistant uses the configured Anthropic or OpenRouter provider. It sends your prompt, selected conversation history, relevant team/view context and authorized tool responses to generate answers. Questions, answers and proposed actions are stored in the service. Avoid entering unnecessary health, child or other sensitive information into a prompt.
MCP is a separate connection to a client you authorize. That client can receive team information within your current permissions, approved scope and grant. Its provider controls its own copies under its terms. Revocation stops subsequent authorized requests; it cannot retract information already received. Providers' training and retention practices vary; review the applicable provider's terms and ask us about the configured service before sending sensitive information.
8. Processing outside your province or Canada
Providers or connected clients may process information outside your province or Canada under different laws and lawful government access. The operator remains accountable for its processing transfers and appropriate safeguards. Canada-only storage is not promised.
You may ask about processing countries, safeguards and material risks. Transfers must meet the applicable law, including required Quebec assessments and contractual protections. Consent to use the service does not remove those obligations.
9. Browser storage and communications
Cookies support sessions and selected team/view; theme preference uses localStorage. Disabling necessary storage may affect sign-in/preferences. Additional analytics or tracking require appropriate disclosure and choices; accepting this policy does not grant blanket tracking consent.
Operational email includes account security and authorized team notices or correspondence. Chat delivery is in-app only. Promotional messages require an appropriate lawful basis, sender identification and an effective unsubscribe mechanism. Marketing consent must be separate from mandatory account acceptance. Notification preferences affect delivery, not the recipient's access to shared history.
10. Retention and deletion
Retention depends on justified service, legal, accounting and security needs. Account information, team content, consent evidence, logs, billing and backups can have different requirements. You may ask which criteria apply to your information. When those purposes end, information should be securely deleted or anonymized; the same justified limits apply to backup retention.
Team deletion hides product content and normally schedules purge after 30 days, with retries if billing cancellation or file removal fails. This delay does not guarantee restoration. Some billing and scrubbed audit records remain separately. Leaving a team, clearing your Chat view and deleting a shared record are different actions. Account closure or a privacy request requires support review; other people's rights or lawful retention may limit removal.
11. Safeguards and incidents
Safeguards include permission checks, password hashing, revocable access tokens, protected correspondence files and audit records. Protection must reflect the information's sensitivity. Keep private invitation/calendar links secure and promptly report suspected disclosure. No internet service can guarantee absolute security.
Applicable law governs incident assessment, containment, records and notification to affected people or regulators. An incident does not remove your right to ask questions, seek a remedy or complain to the responsible regulator.
12. Requests, complaints and updates
You may request access to your personal information, correction, information about its use or disclosure, or withdrawal of consent. Ask about deletion where appropriate. Requests are subject to applicable legal deadlines, proportionate identity checks, protection of other people's information and lawful exceptions. We will explain a lawful refusal or extension and how to seek a review.
Write to our Privacy Contact at [email protected] with a request or complaint, describing the information or concern involved. We may ask for reasonable information to verify your identity or authority to act for a child. Avoid sending unnecessary identification or health details in ordinary email; ask us about an appropriate way to provide sensitive evidence.
If you are dissatisfied with our response, you may ask the Office of the Information and Privacy Commissioner for British Columbia for a review or make a complaint, following its procedures. The federal OPC or another provincial regulator may have jurisdiction in other circumstances. Material policy changes will receive suitable notice, a dated version and renewed consent where required.