Privacy Policy

This Privacy Policy explains how Greater Napanee Soccer Club collects, uses, stores, protects, and discloses personal information when you:

• visit our online store;
• place an order;
• upload a photograph or artwork;
• customize a product;
• contact us;
• communicate with customer service;
• subscribe to marketing communications; or
• otherwise interact with our website or online store.

This policy applies specifically to the Greater Napanee Soccer Club online store and the personal information collected through it.

When you upload an image to our online store, you are giving Greater Napanee Soccer Club permission to use that image only for the limited purpose of creating, producing, quality-checking, fulfilling, and supporting your order.

Uploading an image does not transfer ownership of that image to Greater Napanee Soccer Club. You retain all rights you may have in your photograph, artwork, or other uploaded content.

Unless you separately and specifically give us permission, we will not use your uploaded image:

• in advertising;
• on social media;
• on our website as a promotional example;
• in email marketing;
• in printed promotional material;
• at events or trade shows;
• in a portfolio;
• in media or press coverage;
• for artificial intelligence training;
• for facial recognition;
• for image analysis unrelated to your order; or
• for any purpose unrelated to producing or supporting your purchase.

If we ever want to feature a customer’s product or photograph in promotional material, we will ask for separate permission first. You are free to say no. Saying no will never affect your ability to purchase from us.

Customer-uploaded photographs and artwork are treated as temporary production files. We retain uploaded production images only for as long as reasonably necessary to:

• prepare your product;
• manufacture your product;
• check print quality;
• fulfill your order;
• resolve customer service issues;
• replace damaged or defective products; or
• handle reasonable reprint requests.

Our standard practice is to delete customer-uploaded production images from our active systems within 30 days after your order has been shipped or completed.

This 30-day period allows us to address issues such as:

• shipping damage;
• printing defects;
• missing packages;
• incorrect products;
• production errors; or
• reasonable replacement requests.

After that period, the production image will be deleted from active storage. In some cases, deleted information may remain temporarily in secure system backups maintained by our website, hosting, storage, or technology service providers. These backup copies are retained only as part of normal backup and disaster-recovery systems and are not used for marketing, advertising, artificial intelligence training, or any unrelated purpose.

If you would like us to delete your uploaded photograph sooner after your order has been produced, you may contact us using the information at the end of this policy. If early deletion would make it impossible for us to complete or replace your order, we will explain that to you.

Because Greater Napanee Soccer Club is a youth sports organization, we recognize that many customer-uploaded photographs may include children. We treat photographs of minors with particular care.

Photographs of children are used only for the purpose of creating, fulfilling, or supporting the customer’s order. We do not intentionally:

• create public profiles of children;
• publish children’s photographs without permission;
• sell children’s information;
• use children’s photographs for targeted advertising;
• use children’s photographs for facial recognition;
• use children’s photographs for artificial intelligence training;
• build marketing databases from children’s images; or
• use children’s photographs for unrelated commercial purposes.

By uploading an image containing a minor, you confirm that you are the child’s parent or legal guardian, or that you otherwise have appropriate permission to provide the image for the purpose of creating the requested product.

When you visit our online store, place an order, or communicate with us, we may collect information such as:

• your name;
• email address;
• telephone number;
• billing address;
• shipping address;
• order number;
• products ordered;
• customization instructions;
• uploaded photographs;
• uploaded artwork;
• transaction information;
• payment confirmation information;
• communications with customer service;
• IP address;
• browser type;
• device information;
• operating system;
• website activity;
• cookie information; and
• other technical information required to operate the website.

We aim to collect only the information reasonably necessary to operate the online store, process orders, provide customer service, maintain security, and meet our legal obligations.

We may use personal information for purposes including:

• processing orders;
• creating personalized products;
• preparing photographs for printing;
• communicating with you about your order;
• sending order confirmations;
• processing payment;
• arranging shipping;
• providing delivery updates;
• providing customer support;
• resolving damaged, defective, missing, or incorrect orders;
• preventing fraud;
• protecting website security;
• maintaining accounting records;
• maintaining tax records;
• complying with legal obligations;
• improving website performance;
• troubleshooting technical problems; and
• sending marketing communications where appropriate consent has been provided.

We will not knowingly use personal information for a materially different purpose without obtaining appropriate consent where required.

Payments for purchases may be processed by Square or another clearly identified third-party payment processor. Where possible, Greater Napanee Soccer Club does not directly store complete credit card numbers, debit card numbers, or card security codes on our own systems.

Payment information is processed through the secure systems of the applicable payment provider. The payment provider may collect and process information including:

• cardholder name;
• payment card information;
• billing address;
• transaction amount;
• payment status; and
• other information necessary to complete the transaction.

Payment processors operate under their own privacy and security policies. We do not use payment information for unrelated purposes.

Greater Napanee Soccer Club does not sell customer personal information. We do not sell:

• email addresses;
• phone numbers;
• mailing addresses;
• customer lists;
• uploaded photographs;
• uploaded artwork;
• order history;
• purchasing profiles; or
• payment information.

We do not rent customer databases to advertisers or unrelated third parties.

We may use trusted third-party service providers to help operate the online store. These providers may include companies that provide:

• website hosting;
• cloud storage;
• ecommerce infrastructure;
• payment processing;
• email delivery;
• shipping;
• website security;
• analytics;
• fraud prevention;
• technical support;
• order management; or
• data backup services.

These providers may receive access to limited personal information where necessary to provide their services. Where appropriate, we expect service providers handling personal information on our behalf to protect that information and use it only for legitimate service-related purposes. Customer-uploaded photographs are not provided to third parties for advertising or marketing purposes.

Where an order is shipped, we may provide information necessary to deliver your package to a postal service, courier, or delivery provider. This information may include:

• your name;
• delivery address;
• phone number;
• email address;
• delivery instructions; and
• order tracking information.

Shipping providers may process this information under their own privacy policies. We provide only the information reasonably necessary to complete delivery.

Purchasing from Greater Napanee Soccer Club does not automatically give us permission to send unlimited promotional emails. We may send transactional messages required to provide your order, including:

• order confirmations;
• payment confirmations;
• production updates;
• shipping notifications;
• delivery information;
• customer service messages; and
• product or safety notices.

Marketing emails will be sent only where permitted by applicable law and where appropriate consent has been obtained. Marketing communications will include an unsubscribe option where required.

Our online store may use cookies and similar technologies to support functions such as:

• shopping carts;
• account sessions;
• login functionality;
• fraud prevention;
• security;
• website preferences;
• analytics;
• traffic measurement; and
• website performance.

Some cookies may be required for the website to function properly. We may also use analytics tools to understand general website activity. Customer-uploaded photographs are not used to create advertising profiles.

We may use analytics technology to understand general information about how visitors use our website. This may include information such as:

• number of visitors;
• pages viewed;
• general traffic patterns;
• browser type;
• device type;
• approximate geographic region;
• time spent on pages; and
• how visitors move through the website.

We use this information to improve the website and online shopping experience. We do not use website analytics tools to identify people appearing in customer-uploaded photographs.

Greater Napanee Soccer Club uses reasonable administrative, technical, and organizational safeguards designed to protect personal information from:

• unauthorized access;
• theft;
• loss;
• misuse;
• copying;
• alteration;
• unauthorized disclosure; and
• destruction.

Depending on the system being used, safeguards may include:

• encrypted website connections;
• secure passwords;
• account access controls;
• limited administrative access;
• secure hosting;
• reputable payment processors;
• software updates;
• security monitoring;
• malware protection;
• secure storage; and
• limiting employee or contractor access to customer information.

No internet system can be guaranteed to be completely secure, but we take reasonable precautions to protect the information entrusted to us.

Access to customer-uploaded photographs is limited to people who reasonably need access to complete or support the order. This may include authorized individuals responsible for:

• preparing the photograph;
• laying out the artwork;
• printing the product;
• checking print quality;
• fulfilling the order;
• replacing a defective product; or
• resolving a customer service issue.

Employees, volunteers, contractors, and service providers are not permitted to copy, keep, publish, or use customer photographs for personal or unrelated purposes.

Although customer-uploaded production images are deleted after the applicable retention period, some order and transaction information may need to be retained for longer periods. We may retain information such as:

• customer name;
• order number;
• purchase date;
• transaction amount;
• products purchased;
• shipping information;
• tax information;
• payment confirmation; and
• accounting records.

These records may be retained where reasonably necessary for accounting, taxation, fraud prevention, legal requirements, warranty administration, financial reporting, or dispute resolution. Deleting a customer photograph does not necessarily require deletion of the financial record showing that a purchase occurred.

Subject to applicable law, you may contact us to ask whether we hold personal information about you, what personal information we hold, how your information has been used, whether your information has been disclosed, to correct inaccurate information, to withdraw certain consent, to request deletion of information where appropriate, or questions about our privacy practices. We may need to verify your identity before providing access to or deleting personal information.

You may request deletion of an uploaded photograph by contacting Greater Napanee Soccer Club. Please provide enough information for us to identify the applicable order, such as your name, order number, and email address used for the purchase. Please do not email complete credit card numbers or other sensitive payment information.

If production is still underway, deleting your image may prevent us from completing your order. If that is the case, we will let you know.

If Greater Napanee Soccer Club becomes aware of a security incident involving personal information, we will take reasonable steps to investigate the incident, contain the incident, reduce further risk, correct vulnerabilities where appropriate, and comply with applicable notification and reporting requirements. Where applicable law requires notification to affected individuals or a privacy regulator, we will follow those requirements.

Some technology companies, payment processors, hosting providers, cloud service providers, or other service providers we use may operate servers outside Canada. As a result, personal information may be stored or processed in another country. Information processed in another jurisdiction may be subject to the laws of that jurisdiction. We choose service providers with consideration for privacy and security.

We may disclose personal information where reasonably necessary to:

• comply with applicable law;
• comply with a court order;
• respond to a lawful government request;
• investigate suspected fraud;
• protect our systems;
• protect our legal rights;
• enforce our terms;
• protect customers; or
• protect the safety of others.

We do not voluntarily disclose customer photographs to unrelated parties merely because they request them.

If Greater Napanee Soccer Club reorganizes, restructures, transfers, or changes operation of the online store, certain business records may be transferred as part of that change where legally permitted. Any successor or service provider receiving personal information would remain subject to applicable privacy obligations. Customer-uploaded production images that have already been deleted would not form part of such a transfer.

You are responsible for ensuring that you have the right to upload and reproduce any photograph, logo, artwork, or other content you submit. By uploading content, you confirm that you own the content or that you have permission from the appropriate rights holder to use it for the requested product. You must not knowingly upload content that you do not have permission to reproduce.

If you choose to share your finished Greater Napanee Soccer Club product on your own social media account, that is your decision. Your decision to publicly share your product does not automatically give Greater Napanee Soccer Club permission to reuse, repost, advertise, or promote the image. If we would like to repost or feature something you have shared publicly, we will seek permission where appropriate.

If our website allows customers to submit product reviews, submitting a review does not require you to publicly share the photograph you originally uploaded for production. If you voluntarily upload a separate photograph as part of a public product review, that image may be displayed publicly with the review. Where possible, any image upload intended for public display should be clearly identified as public before submission. This is separate from the private production image uploaded when placing an order.

We may update this Privacy Policy from time to time to reflect changes to our website, online store, technology, service providers, or applicable legal requirements. When this policy is updated, the “Last Updated” date at the top of the page will be revised. We will not retroactively treat a private customer photograph as promotional content simply because this Privacy Policy changes.

If you have questions, concerns, requests, or complaints about this Privacy Policy or the way Greater Napanee Soccer Club handles personal information, please contact us: