Privacy Policy

Imagine Sports Systems Inc. (“Imaginess,” “we,” “us,” or “our”) operates the Imaginess platform, a sports organization management system. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and platform.

1. Information We Collect

Personal Information

We may collect the following personal information:

• Name, email address, phone number, and mailing address
• Date of birth and age group (for athlete registration and age-appropriate program placement)
• Parent or guardian contact information (for minor athletes)
• Payment and billing information (processed securely through Stripe)
• Organization and role information (admin, coach, parent, athlete)
• Emergency contact information and medical notes (provided voluntarily for safety purposes)

Usage and Technical Data

• Browser type, IP address, device information, and operating system
• Pages visited, time spent, and navigation patterns
• Geolocation data (used for showing nearby programs, with your consent)
• Cookies and similar tracking technologies

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our platform
• Process registrations, payments, and installment plans
• Manage athlete profiles, team assignments, and program enrollment
• Send transactional communications (registration confirmations, payment receipts, schedule updates)
• Send marketing communications (only with your consent, and you can opt out at any time)
• Provide customer support
• Generate reports and analytics for sports organization administrators
• Improve our platform, detect fraud, and ensure security
• Comply with legal obligations

3. Payment Processing

We use Stripe as our payment processor. When you make a payment through our platform, your payment card details are transmitted directly to Stripe via their secure, PCI-compliant infrastructure. We do not store your full credit card number, CVV, or other sensitive payment data on our servers.

Stripe may collect and process your payment information in accordance with their own privacy policy. We receive only limited payment information from Stripe, such as the last four digits of your card, card brand, expiration date, and transaction status, to display in your account and for our records.

For organizations using Stripe Connect, payment data flows through Stripe's multi-tenant infrastructure, ensuring each organization's financial data is isolated and secure.

4. Data Sharing and Third-Party Services

We do not sell your personal information. We may share your data with the following categories of third parties, solely for the purposes of operating our platform:

• Payment processing: Stripe Inc. (payment processing, installments, and payouts)
• Email communications: Resend (transactional and marketing emails)
• SMS communications: Twilio (text message notifications)
• File storage: Cloudflare R2 (photos, documents, and media)
• Hosting and infrastructure: Vercel (web hosting) and Neon (database)
• Analytics: PostHog (product analytics and usage patterns)
• Error monitoring: Sentry (application error tracking)

Each third-party service provider is bound by their own privacy policies and data processing agreements. We only share the minimum data necessary for each service to function.

5. Multi-Tenant Data Isolation

Imaginess is a multi-tenant platform serving multiple sports organizations. Each organization's data is logically isolated at the database level. Administrators of one organization cannot access data belonging to another organization. We implement row-level security policies to enforce this isolation.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. If you request account deletion, we will remove your personal data within 30 days, except where we are required to retain it for legal, accounting, or regulatory purposes. Payment transaction records may be retained for up to 7 years as required by financial regulations.

7. Children's Privacy

Our platform serves youth sports organizations, and athlete accounts for minors (under 18) are created and managed by their parents or legal guardians. We do not knowingly collect personal information directly from children without parental consent. Parents and guardians can review, update, or request deletion of their child's information at any time by contacting us or through their account settings.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Request deletion of your personal information
• Withdraw consent for marketing communications
• Request a portable copy of your data
• Object to certain processing of your information

To exercise any of these rights, contact us at privacy@imaginess.com.

9. Canadian Privacy Compliance (PIPEDA)

For users in Canada, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA). We obtain meaningful consent for the collection, use, and disclosure of personal information. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice.

10. Cookies

We use essential cookies to maintain your session and preferences. Analytics cookies are used to understand how you interact with our platform and are only set with your consent. You can manage cookie preferences through your browser settings.

11. Security

We implement industry-standard security measures including SSL/TLS encryption for all data in transit, encryption at rest for sensitive data, role-based access controls, and regular security assessments. All payment processing is handled through PCI-DSS compliant infrastructure via Stripe.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the “Last updated” date. Continued use of our platform after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Imagine Sports Systems Inc.
Email: privacy@imaginess.com
General: support@imaginess.com