Privacy Policy

Icon Badminton (“Icon Badminton,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide to us.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website, create an account, make a booking, purchase a membership or other service, make a payment, visit our facility, communicate with us, or otherwise use our services.

This policy is intended to reflect our obligations under Alberta’s Personal Information Protection Act (PIPA) and other applicable Canadian privacy laws.

1. Information We Collect

We collect only personal information that is reasonably required to operate our facility, provide our services, process transactions, manage customer accounts, and communicate with our customers.

Depending on how you interact with Icon Badminton, this may include:

Account and Contact Information

• Full name
• Email address
• Telephone number
• Date of birth
• Account login and authentication information
• Account preferences and status

Membership and Booking Information

• Membership type and status
• Membership start, renewal, suspension, or expiry information
• Court reservations
• Lesson or coaching reservations
• Booking dates and times
• Cancellations
• Credits and account balances
• Attendance and check-in information
• Transaction and booking history

Health and Safety Information

You may choose to provide health or safety information about yourself, or about a participant you are the parent or legal guardian of, such as medical conditions, allergies, injuries, or other information you would like our staff or coaches to be aware of. Providing this information is entirely voluntary, and you may update or remove it at any time from your account.

Where you choose to provide it, we may use this information to:

• Support participant safety during lessons, programs, and facility use
• Administer lessons, programs, and other activities
• Respond to an emergency, injury, or medical incident
• Inform the staff and coaches who reasonably require the information in order to supervise a participant safely

Access is restricted to authorized staff and administrators, and to coaches in respect of participants they are responsible for coaching or supervising. It is not used for marketing, and it is not shared with other customers.

Icon Badminton does not provide medical advice, medical services, or medical treatment, and information you provide is not reviewed by a medical professional. It is your responsibility to seek appropriate medical advice about your participation and to keep any information you provide accurate and current. In an emergency we may contact emergency services and may share information you have provided with them or with an emergency contact.

Payment and Transaction Information

When you purchase a membership, book a court, pay for a lesson, or make another purchase, we collect information necessary to process and maintain a record of the transaction.

Payments may be processed through third-party payment providers such as Square. Icon Badminton does not intend to directly store complete payment card numbers, CVV codes, or other full card credentials when payment information is collected directly by our payment processor.

We may retain transaction information such as:

• Amount paid
• Date and time
• Payment method or type
• Transaction identifier
• Refund information
• Account credits
• Payment status

If you pay by Interac e-Transfer, we may also retain information associated with the transfer or payment notification for accounting, reconciliation, fraud prevention, and customer account purposes.

Communications

If you contact us, we may collect and retain information contained in your communications, including emails, inquiries, support requests, feedback, and other correspondence.

Website and Technical Information

When you use our website, certain technical information may be collected automatically, such as:

• IP address
• Browser and device information
• Login and authentication events
• Website activity
• Security and diagnostic information
• Cookies or similar technologies where applicable

We use this information primarily to operate, secure, troubleshoot, and improve our website and services.

2. How We Use Personal Information

Icon Badminton may use personal information to:

• Create and manage customer accounts
• Process court and lesson reservations
• Manage memberships
• Process payments, refunds, and account credits
• Reconcile payments, including e-Transfers
• Send booking and payment confirmations
• Send cancellation, membership, account, and service-related notifications
• Manage facility check-in
• Support participant safety and respond to injuries, medical incidents, or emergencies
• Determine age-based eligibility and pricing for memberships and programs
• Provide customer support
• Communicate important changes to bookings, memberships, policies, or services
• Maintain financial and transaction records
• Detect and prevent fraud, abuse, or unauthorized account activity
• Protect the security of our website and systems
• Troubleshoot technical issues
• Improve our services and customer experience
• Comply with legal, accounting, tax, regulatory, and contractual obligations
• Enforce our Terms and applicable facility policies

We will not use personal information for purposes that are materially different from those for which it was collected unless we obtain consent or the use is otherwise permitted or required by law.

3. Consent

By providing personal information to Icon Badminton, you consent to its collection, use, and disclosure for the reasonable purposes identified at or before the time the information is collected, subject to applicable law.

Where appropriate, consent may be express or implied based on the circumstances and the sensitivity of the information.

You may withdraw or modify your consent for certain uses of your personal information by contacting us. Withdrawal of consent may affect our ability to provide services that require that information.

For example, we cannot maintain an online account or court reservation without certain information necessary to identify the customer and administer the booking.

4. Payments

Online payment transactions may be processed by third-party payment processors, including Square.

When payment information is entered through a third-party payment interface, that information may be transmitted directly to the payment processor rather than stored by Icon Badminton.

Third-party payment providers process information in accordance with their own terms, privacy policies, and security practices.

Icon Badminton may retain information about the resulting transaction for accounting, customer service, refund, membership, booking, fraud-prevention, and reconciliation purposes.

5. Service Providers

We use third-party technology and service providers to operate portions of our business and website.

These providers may include services used for:

• Website and cloud hosting
• Authentication
• Database and data storage
• Payment processing
• Email delivery
• Business email
• Security and fraud prevention
• Website performance and monitoring

These service providers may process personal information on our behalf only as reasonably necessary to provide their services or as otherwise permitted by law.

Some service providers may process or store information outside Canada, including in the United States or other jurisdictions. When information is processed outside Canada, it may be subject to the laws of the jurisdiction where it is processed and may be accessible to courts, law enforcement, or government authorities in accordance with those laws.

Information about our policies regarding service providers outside Canada, including the countries in which personal information may be processed and the purposes for which those providers are authorized to process it, may be requested by contacting us using the information below.

6. Disclosure of Personal Information

Icon Badminton does not sell or rent customer personal information.

We may disclose personal information:

• To service providers assisting us in operating our business
• To payment processors to complete transactions
• When authorized or required by law
• In response to a lawful court order, warrant, or government request
• When reasonably necessary to investigate fraud, security incidents, or misuse of our services
• When necessary to protect the rights, property, or safety of Icon Badminton, our customers, staff, or others
• In connection with a merger, sale, financing, reorganization, or transfer of all or part of the business, subject to applicable privacy requirements

We limit disclosure to information reasonably necessary for the applicable purpose.

7. Email and Communications

We may send transactional or service-related communications regarding:

• Account registration
• Email verification
• Court reservations
• Lesson reservations
• Booking changes
• Cancellations
• Payments
• Refunds or credits
• Membership status
• Important account or facility notices
• Security-related events

These communications are necessary for operating your account or providing services you have requested.

If Icon Badminton sends optional promotional or marketing communications, we will provide applicable consent and unsubscribe mechanisms as required by Canadian law.

8. Cookies and Similar Technologies

Our website may use cookies, local storage, authentication tokens, or similar technologies where necessary to:

• Keep users signed in
• Maintain account sessions
• Remember preferences
• Protect accounts
• Prevent fraud and abuse
• Measure and improve website performance

Some third-party services integrated into the website may also use these technologies in accordance with their own privacy practices.

Browser settings may allow you to restrict certain cookies, although doing so may prevent portions of the website from functioning correctly.

9. Security

Icon Badminton uses reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity of the personal information we maintain.

These measures may include:

• Authentication and access controls
• Role-based permissions
• Restricted administrative access
• Secure cloud infrastructure
• Encryption in transit where supported
• Payment tokenization and third-party payment processing
• Database security rules
• Logging and monitoring
• Security updates and maintenance

No internet-based service or electronic storage system can guarantee absolute security. We therefore cannot guarantee that unauthorized access, disclosure, loss, or misuse will never occur.

If we become aware of a privacy breach, we will assess and respond to it in accordance with applicable privacy law, including applicable notification and reporting obligations.

10. Retention of Information

We retain personal information only for as long as reasonably necessary to:

• Provide our services
• Maintain customer accounts
• Maintain booking and membership records
• Resolve disputes
• Maintain financial and accounting records
• Process refunds and credits
• Prevent fraud or abuse
• Meet tax, legal, regulatory, or contractual requirements

When information is no longer reasonably required, we may securely delete, destroy, or anonymize it, subject to legal and operational requirements.

Certain transaction, accounting, or legal records may need to be retained after an account is closed.

11. Accuracy of Information

We make reasonable efforts to keep personal information accurate and complete where it is used to make decisions about customers or provide services.

Customers are responsible for keeping their account and contact information reasonably current.

If you believe information we hold about you is inaccurate, you may contact us to request a correction.

12. Access and Correction

Subject to applicable law, you may request access to personal information Icon Badminton holds about you and request correction of inaccurate or incomplete information.

We may need to verify your identity before processing a request.

Certain information may be withheld where permitted or required by law, including information relating to another individual or information protected by legal privilege.

Requests should be submitted in writing using the contact information below.

13. Account Closure and Deletion Requests

You may contact us to request closure of your Icon Badminton account.

Account closure does not necessarily require immediate deletion of all information associated with the account.

We may retain information that is reasonably necessary for legal, accounting, fraud-prevention, dispute-resolution, transaction, security, or regulatory purposes.

Information that is no longer reasonably required will be securely deleted, destroyed, or anonymized in accordance with our retention practices and applicable law.

14. Children’s and Minors’ Information

Some Icon Badminton services may be used by children or youth.

Where required by law or appropriate based on the circumstances, we may require a parent or legal guardian to provide information, consent to the collection and use of a minor’s personal information, create or manage an account, complete a registration, or agree to applicable terms on the minor’s behalf.

We seek to collect only information reasonably necessary to administer the applicable program, membership, lesson, booking, or facility service.

A parent or legal guardian may choose to provide health or safety information about a minor participant, as described above. That information is held with the minor’s participant profile, and the linked parent or guardian’s account contact details serve as the minor’s emergency contact.

15. Video Surveillance

Icon Badminton facilities may use video surveillance in appropriate areas for safety, security, loss prevention, incident investigation, and protection of customers, staff, and property.

Where video surveillance is used, recordings will be accessed only for legitimate business, safety, security, or legal purposes and retained only for a reasonable period unless an incident requires longer retention.

Video surveillance will not be used in areas where individuals reasonably expect a high degree of privacy.

16. Third-Party Websites and Services

Our website may contain links to or integrations with third-party websites and services.

Icon Badminton is not responsible for the privacy practices of independent third parties. We encourage users to review the applicable privacy policies before providing personal information to those services.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices, or legal requirements.

The current version will be posted on our website with an updated “Last Updated” date.

If a change materially affects how we collect, use, or disclose personal information, we will provide additional notice or obtain consent where required by law.

18. Privacy Questions, Requests, and Complaints

Icon Badminton is responsible for personal information under its control.

Questions, access requests, correction requests, complaints, or concerns regarding this Privacy Policy or our handling of personal information may be directed to:

Please include sufficient information for us to understand and respond to your request. We may ask you to verify your identity before providing access to personal information.

If you are not satisfied with our response, you may also have the right to contact the Office of the Information and Privacy Commissioner of Alberta.

Icon Badminton
Alberta, Canada