Courtland Commons Privacy Policy

Website and related communications

Last updated: October 26, 2026

Courtland Commons Inc. ("Courtland Commons", "we", "us" or "our") respects your privacy. This policy explains how we collect, use, share and protect personal information through courtlandcommons.ca, our website forms, membership enquiries and related communications, and how you can exercise your privacy choices.

We handle personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws. Additional notices may apply to membership administration, booking platforms or particular services, and will explain any additional collection or use.

Information we collect

The information we collect depends on how you interact with us. It may include:

• Information you provide: your first and last name, email address, phone number, main sport interest, preferred contact method, membership interests and information included in your enquiries or correspondence.
• Communication records: your subscription preferences, consent and unsubscribe records, and our responses to you. Through our email provider, we may also receive delivery, opening and link-click information to assess our communications.
• Website information: IP address, browser and device information, referring pages, pages viewed, interactions and visit times. This may be collected through hosting logs, cookies and analytics technologies described below.

We limit collection to information reasonably needed for the purposes we explain. Please do not submit payment card details, government identification or medical information through general website enquiry forms. If a service requires additional or sensitive information, we will explain the purpose and appropriate way to provide it.

How we use personal information

We use personal information to respond to enquiries, discuss membership options, manage applications and follow up using your contact preferences. We also use it to send requested information and permitted club updates, understand which website pages and communications are useful, correct technical problems, protect against spam and fraud, keep consent records, and meet legal obligations.

Marketing is optional. We will not require consent to unrelated marketing as a condition of considering your application or providing membership services. A new use that requires consent will be explained before we seek that consent.

Your consent and choices

We obtain consent appropriate to the information and the circumstances, unless applicable law permits or requires otherwise. Providing contact details for an enquiry allows us to respond to that enquiry; it is not blanket consent for unrelated uses or disclosures. We seek express consent where required, including for sensitive information or uses outside your reasonable expectations.

You can withdraw consent by contacting us, subject to legal or contractual restrictions and reasonable notice. We will explain any effect on services that need the information. Withdrawing consent does not require us to erase information we must lawfully retain.

Cookies and Google Analytics

Cookies are small files stored on your device. Our website uses Google Analytics to understand visits, traffic sources and interactions so we can evaluate website content and performance. Google tags may collect device and browser information, online identifiers and activity on our website, and send information to Google for processing. Google explains its handling of this information in its own privacy materials.

Essential technologies support website operation and security. Optional analytics and any advertising technologies are subject to applicable consent requirements. We obtain any required consent before enabling optional tracking, and provide a way to withdraw that consent. Introducing a new advertising or remarketing use requires appropriate notice and consent.

You can manage cookies in your browser, although blocking them may affect website functions and may not stop every form of data collection. Google also provides an Analytics opt-out browser add-on for supported browsers. These controls apply to the relevant device or browser and do not delete information already collected.

Further information: How Google uses information from partner sites and Google Analytics opt-out browser add-on.

Email updates and marketing

We use Mailchimp to manage email communications. We provide it with information needed to deliver and manage those messages, such as your name, email address, interests and subscription status. Email tracking, where enabled and permitted, helps us understand delivery, opens and clicks; these records may be associated with your subscription.

We send promotional emails or texts with your consent or as otherwise permitted by Canada's anti-spam legislation. You can unsubscribe using the instructions in a message or by contacting us. We process marketing unsubscribe requests without delay and no later than 10 business days. Unsubscribing does not prevent necessary responses to your enquiries or service, payment, safety and legal notices that we are permitted to send.

When we share information

We share information with service providers that support website hosting, website administration, enquiry management, analytics, email delivery and professional advice. We limit access to the information needed for their work and use contractual or other measures to protect information processed on our behalf. Google Analytics and Mailchimp are described above.

We may also disclose information with your consent, where required or permitted by law, to respond to lawful requests, or to establish or defend legal rights. Any disclosure for a proposed or completed business transaction is subject to applicable legal conditions and confidentiality safeguards. We do not sell or rent personal information. We do not provide contact lists to sponsors or other businesses for their own marketing without your separate consent.

Processing outside Canada

Our providers may store or process personal information outside Canada, including in the United States. Information processed in another country may be accessible to its courts, law enforcement or other authorities under that country's laws. We remain accountable for information transferred to providers for processing on our behalf and require a comparable level of protection through contractual or other measures. Contact us for information about these arrangements.

Security and retention

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information, including limiting access to people who need it for their work. No method of electronic transmission or storage is completely secure. We respond to privacy incidents and make notifications or reports where required by law.

We retain information only as long as reasonably needed for the purposes described here, including managing an enquiry or membership relationship, keeping required business and consent records, resolving disputes and meeting legal obligations. Retention depends on the type of record and those requirements. When information is no longer needed, we securely delete, destroy or anonymize it. We may retain a limited suppression record to respect your unsubscribe request.

Access and correction requests

You can ask what personal information we hold about you, how it has been used and shared, and request access or correction. You may also request deletion, subject to applicable retention obligations and legal exceptions. We may ask for reasonable information to verify your identity and locate your records.

We respond to access requests within 30 days, unless a lawful extension applies. If we extend the time or refuse access, we explain the reason and available recourse as required by law. Access is provided at minimal or no cost; we notify you before charging any permitted fee. Contact us using the details below to make a request or raise a concern.

Children and family information

Website enquiries and membership applications should be submitted by an adult. Where information about a child is needed for a family membership or service, we explain the purpose and obtain consent from a parent or guardian when the child cannot provide meaningful consent. We do not knowingly collect personal information directly from children under 13 without appropriate parental or guardian consent. Please contact us if you believe this has occurred. If you provide information about another person, you must have authority to do so.

Third party websites and services

Links to independent websites, social media platforms or service providers are governed by their own privacy notices when they collect information for their own purposes. Review those notices before providing information. This does not remove our responsibility for providers processing personal information on our behalf.

Changes to this policy

We may update this policy to reflect changes in our services, practices or legal requirements. The current version and revision date will appear on our website. We provide additional notice of material changes where appropriate and obtain fresh consent where required. Posting an updated policy does not itself authorize a new use that requires your consent.

Contact us

For privacy questions, requests or complaints, contact our Privacy Officer:

Courtland Commons Inc.
Attention: Privacy Officer
165 Cityview Boulevard
Vaughan, Ontario L4H 0B4
Canada
info@courtlandcommons.ca

Please include "Privacy Request" in your subject line. We will review your concern and respond. You may also contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.

Office of the Privacy Commissioner of Canada: www.priv.gc.ca