SOFF Sports Customer App Privacy Policy

Sofficient Systems Inc. (“Sofficient,” “SOFF Sports,” “we,” “us,” or “our”) respects the privacy of people who use SOFF Sports customer-facing websites, apps, memberships, booking services, Community Pulse, and related services (“Customer Services”).

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information.

1. Who We Are

Sofficient Systems Inc.
SOFF Sports
51 Ashfield Drive
Etobicoke, Ontario M9C 4T7
Canada

Privacy contact: privacy@soffcricket.com

We intend to update the privacy contact to privacy@soffsports.com once that mailbox becomes operational.

2. Scope

This policy applies to SOFFSports.com, the SOFF Sports Customer App, WDDT and related customer/member services, bookings, Community Pulse, communications, support, and other customer-facing sports services operated by Sofficient Systems Inc.

A separate Vendor App Privacy Policy applies to participating vendors and authorized vendor employees.

3. Information We May Collect

3.1 Account Information

We may collect:

• name;
• email address;
• username/account identifier;
• protected authentication credentials;
• account status;
• age or date-of-birth information where reasonably required;
• membership or program status;
• sports and activity preferences; and
• information required to administer the account.

The Customer App currently uses email/password authentication. Additional authentication methods may be introduced later.

3.2 Booking, Membership, and Participation Information

We may collect:

• bookings and reservations;
• session attendance;
• cancellations;
• membership credits and entitlements;
• preferred sports, facilities, dates, and times;
• Community Pulse or Play Intent information;
• waitlist or participation information;
• facility waiver status where supported;
• customer support records; and
• related transaction or operational records.

3.3 Payment Information

Where paid services are offered, payment processing may be handled by third-party payment providers. SOFF Sports should avoid storing full payment-card details where the payment provider can process them securely.

The exact payment-provider arrangements should be reflected in the live policy and app-store disclosures once confirmed by the IT and finance teams.

3.4 Device Location

With device permission, the Customer App may access location information to support features such as:

• finding nearby sports facilities;
• showing relevant sports opportunities;
• sorting or recommending locations;
• maps or directions; and
• improving location-based user experience.

Where practical, users who decline device location should be offered an alternative such as manually entering or selecting an area.

Location access can be managed through device settings. SOFF Sports should collect only the level of location precision reasonably required for the feature being used.

3.5 Camera, Photos, and Media

With device permission where required, the Customer App may access the camera or photo library for features such as:

• profile photos;
• QR-code or check-in functions;
• uploading permitted images;
• scanning supported items; or
• other features reasonably requiring camera/media access.

Users may manage these permissions through device settings.

3.6 Communications and Support

We may collect customer emails, support requests, feedback, complaints, dispute information, surveys, and other communications.

3.7 Technical and Device Information

The Customer App or service providers may collect information such as:

• device type;
• operating system;
• app version;
• IP address;
• device/application identifiers where applicable;
• login and security events;
• diagnostic and crash information;
• app performance information; and
• usage information.

The exact collection depends on the technologies and SDKs enabled in the current app version.

4. How We Use Information

We may use information to:

• create and secure accounts;
• provide memberships and sports services;
• process and manage bookings;
• administer session credits and attendance;
• operate Community Pulse and related coordination features;
• help users find nearby or relevant facilities and opportunities;
• communicate schedule changes, account information, and service updates;
• provide customer support;
• process payments or refunds;
• administer waivers and safety requirements where supported;
• improve user experience and service reliability;
• prevent fraud and misuse;
• maintain security;
• analyze service performance where analytics are enabled;
• comply with legal, tax, accounting, insurance, regulatory, and contractual requirements;
• establish or defend legal rights; and
• carry out other purposes disclosed at or before collection or permitted by law.

5. Community Pulse and Visibility

Community Pulse may allow members to indicate an intention to participate in a sport, facility, date, or time.

A Play Intent is not necessarily a booking or attendance guarantee.

Privacy and visibility options should be configured so members understand whether:

• only an aggregate count is shown;
• limited identity information is visible to other members; or
• information is visible more broadly.

SOFF Sports should use privacy-protective defaults, especially for younger users.

6. Firebase, Analytics, Diagnostics, and Technology Providers

SOFF Sports expects to introduce Google Firebase and may use Firebase or similar providers for:

• application infrastructure;
• authentication;
• analytics;
• diagnostics and crash reporting;
• performance monitoring;
• security/fraud prevention; and
• push notifications.

The specific Firebase services and SDKs enabled must be verified by the IT team before store submission and reflected accurately in the Apple App Privacy and Google Play Data Safety disclosures.

We will update this policy if new technologies materially change our privacy practices.

7. Push Notifications

Push notifications are not currently an established feature but are expected to be introduced.

When enabled, notifications may relate to:

• bookings;
• schedule changes;
• Community Pulse activity;
• session opportunities;
• memberships;
• account/security notices;
• service communications; and
• other relevant SOFF Sports activity.

Users can manage notification permissions through device settings. Essential communications may still be sent through email or another available channel.

8. Authentication Providers

The Customer App currently supports email/password login.

SOFF Sports may later add Google Sign-In, Sign in with Apple, one-time-password login, or other authentication methods. Relevant data may be exchanged with the chosen provider as necessary to authenticate users.

9. Children and Youth

The Customer App is not restricted to adults.

SOFF Sports recognizes that children and youth require additional privacy protection.

Under our intended Canadian privacy approach:

• where a user is unable to provide meaningful consent, consent must be obtained from a parent or legal guardian;
• for users under 13, SOFF Sports will generally require parent or guardian involvement and consent, except where an exceptional lawful basis applies;
• privacy communications presented to youth should be understandable and appropriate to their maturity;
• collection from young users should be limited to what is reasonably necessary;
• profiles and community visibility for younger users should use privacy-protective defaults; and
• precise geolocation or other sensitive data should not be collected from younger users unless reasonably necessary, clearly explained, and supported by appropriate consent.

Before launching the Customer App to children, the IT/product team must implement an age-appropriate consent and parent/guardian workflow and verify Apple and Google requirements applicable to the selected target audience.

10. Disclosure of Information

We do not sell personal information.

We may disclose information as reasonably necessary to:

• participating sports facilities to administer bookings, attendance, safety requirements, or services;
• authorized SOFF Sports personnel;
• payment providers;
• cloud, hosting, authentication, analytics, diagnostics, security, communications, notification, maps, and technology providers;
• professional advisers;
• governmental or regulatory authorities where required or permitted by law;
• parties to a proposed or completed corporate transaction subject to appropriate protections; or
• another party with consent or as permitted by law.

Facilities should receive only the information reasonably required to provide the applicable service.

11. Cross-Border Processing

Some technology or service providers may process information outside Ontario or Canada.

Information processed in another jurisdiction may be subject to that jurisdiction's laws and lawful access by courts, law-enforcement agencies, or governmental authorities.

SOFF Sports remains responsible for personal information under its control and uses appropriate safeguards when engaging service providers.

12. Consent and Privacy Choices

Where consent is required, SOFF Sports seeks meaningful consent appropriate to the sensitivity and circumstances.

Users may be able to:

• decline optional location, camera, photo, or notification permissions;
• change Community Pulse visibility choices;
• update account information;
• request access or correction;
• withdraw consent to optional uses subject to legal/contractual restrictions; and
• request account and personal-information deletion.

Disabling certain permissions may prevent the related functionality from working.

13. Retention

We retain personal information only as long as reasonably necessary for the purposes for which it was collected, including account administration, bookings, memberships, payments, disputes, fraud prevention, legal obligations, accounting/tax records, insurance, and legal claims.

Retention periods may differ by record type.

When information is no longer required, we take reasonable steps to delete, destroy, anonymize, or securely dispose of it, subject to applicable requirements.

14. Account and Data Deletion

Users may request account deletion through the in-app deletion process when available and through the SOFF Sports external account-deletion webpage.

Users may also contact privacy@soffcricket.com for privacy questions or assistance.

Following a valid deletion request, SOFF Sports will delete or de-identify associated personal information unless retention is reasonably required or permitted for:

• completed transactions;
• accounting/tax/legal records;
• fraud prevention and security;
• dispute resolution;
• safety or incident records;
• enforcement of agreements; or
• legal claims.

Where information must be retained, it should be restricted from ordinary use and retained only for the necessary purpose.

15. Access and Correction

Subject to applicable law, users may request access to personal information held about them, information about its use/disclosure, and correction of inaccurate or incomplete information.

Requests can be sent to privacy@soffcricket.com.

We may reasonably verify identity before fulfilling a request.

16. Security

SOFF Sports uses reasonable safeguards appropriate to the sensitivity of the information, which may include:

• authentication and access controls;
• encryption in transit where appropriate;
• role-based administrative permissions;
• logging and monitoring;
• provider security controls; and
• privacy/security incident procedures.

No system is completely secure. Users should protect their credentials and promptly report suspected unauthorized access.

17. Cookies and Web Technologies

SOFFSports.com may use cookies or similar technologies for authentication, security, preferences, session management, performance, and analytics where enabled.

Where required, notice or consent will be provided for non-essential technologies.

18. Privacy and Security Incidents

If an incident involving personal information occurs, SOFF Sports will assess, contain, investigate, and remediate it and provide legally required notifications where applicable.

19. Changes to This Policy

We may update this policy as services, technologies, legal requirements, or privacy practices evolve.

The “Last Updated” date will be changed when revisions are made. Material changes may be communicated through the app, website, email, or another appropriate method.

20. Contact

Privacy Officer
Sofficient Systems Inc. / SOFF Sports
51 Ashfield Drive
Etobicoke, Ontario M9C 4T7
Canada

Email: privacy@soffcricket.com