Terms & Conditions

Effective June 2026

This document sets out the terms that apply to your registration, membership, and any purchases made through Markham Artistic Swimming Club (“MASC,” “we,” “our”). Part A explains how we handle personal information. Part B explains our refund and exchange terms. By registering with MASC or making a purchase, you agree to both parts.

Part A — Privacy Policy

Who We Are

MASC is a volunteer-run, non-profit club incorporated under Ontario’s Not-for-Profit Corporations Act (ONCA) and affiliated with Ontario Artistic Swimming (OAS) and Canada Artistic Swimming (CAS). This Part explains how we collect, use, disclose, and protect personal information from registration, our websites, club email, and Club Activities (practices, competitions, meetings, events). We’ve voluntarily aligned this Policy with the federal PIPEDA privacy principles, consistent with the approach CAS takes in its own policy.

Information We Collect

Depending on your role, MASC may collect:

• Athletes/parents: name, date of birth, citizenship, contact and emergency contact details, program/competition results, relevant health/safety information (e.g., allergies, concussion history, OHIP number where needed for a medical or insurance matter), photos/video, OAS/CAS registration number, passport number where required for travel to a sanctioned event, and payment information for fees (we don’t store full card numbers).

• Coaches, officials, board members, volunteers: name and contact information, certifications (e.g., NCCP), police record check / vulnerable sector screening results where the role involves contact with minors, banking details where we pay or reimburse you, and Social Insurance Number where required for tax reporting on a contracted role.

• Website visitors: name, email, and any message content you submit through a contact form or club email address.

MASC only collects sensitive identifiers such as OHIP, passport, or Social Insurance Numbers where there is a specific, applicable need (e.g., a medical claim, sanctioned travel, or contractor tax reporting) — not as a matter of routine.

How We Use and Share It

We use personal information to run MASC: registering members and collecting fees, organizing programs and competitions, communicating club news and emergencies, screening those who work with minors, recordkeeping, sponsor recognition, promotion (including photos/video, see below), and meeting our legal obligations as an Ontario non-profit.

We don’t sell, rent, or trade personal information. We disclose it only where necessary — to OAS/CAS and other Provincial/Territorial Sport Organizations for registration, eligibility and certification; to meet hosts, officials, and other clubs’ registrants where needed for competition administration; to bodies such as the Coaches Association of Ontario or Coaching Association of Canada for coach certification; to our service providers (Microsoft 365, our web hosts, our bank/payment processor) who process data on our behalf; to our insurer if needed for a claim; and where required by law. Any other use requires your consent.

Photos and Video

Photography and video are a normal part of Club Activities and may be used on our website, social media, and in promotional or sponsor materials, including submission to OAS/CAS. If you don’t want a child’s or your own image used in public-facing materials, email the Registrar and we’ll honour that going forward where reasonably possible (group/event shots can’t always isolate one person).

Consent

Registering with MASC means you consent to this Policy. Consent can be given in writing, orally, or electronically, or implied by voluntarily providing information to a coach, official, or volunteer. For minors and other vulnerable persons (anyone who, due to age, disability, or other circumstances, is in a position of dependence or at greater risk of harm from someone in a position of authority over them), consent is given through a parent, guardian, or other authorized representative. For athletes aged 13–15, consent is typically obtained directly from the athlete, with a parent/guardian also asked to consent before any sensitive personal information is used or disclosed. You may withdraw consent at any time by contacting us, though this may limit our ability to continue providing certain programs (e.g., competition eligibility).

Retention and Safeguards

We keep personal information only as long as needed for the purposes above, or as required by ONCA, CRA, or OAS/CAS rules. Records are primarily stored in Microsoft 365; screening results (e.g., police record checks) are kept separately and access is limited to board members, coaches, and volunteers who need it for their role. As a small volunteer-run club, our safeguards are reasonable for our size but no system is completely secure.

Your Rights and How to Reach Us

You can ask what information we hold about you or your child, request a correction, withdraw consent, or ask a question about this Policy at any time. Our President is accountable for this Policy; for day-to-day requests, contact:

• Privacy contact: registrar@markhamartisticswim.com (MASC Registrar)

• Escalation: president@markhamartisticswim.com (MASC President)

If you're not satisfied with our response, you may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Related Policies

This Policy works alongside the privacy, screening, and conduct policies of our governing bodies, which apply on matters within their jurisdiction:

• Canada Artistic Swimming Privacy Policy and Screening / Safe & Welcoming Sport Policy Suite

• Ontario Artistic Swimming Policies

Part B — Refund & Exchange Policy

Overview

All payments to MASC — including program registration fees and merchandise orders — are processed through PayPal. By submitting payment, you agree to the terms below.

Registration and Program Fees

All registration and program fees are final and non-refundable. This includes, without limitation, registration deposits, season fees, and any other program-related payments made to MASC, regardless of attendance, withdrawal, or change in circumstance after payment is submitted.

If you have a question about an existing registration or believe a charge was made in error, contact the Registrar before submitting a PayPal dispute or chargeback.

Merchandise

All merchandise sales are final. MASC does not offer refunds on merchandise.

The only exception is uniform/apparel ordered in the incorrect size: in that case, MASC will exchange the item for the correct size, subject to availability, at no additional cost to you.

To request a size exchange:

• Contact the Registrar within 30 days of receiving the item

• Return the item unworn, unwashed, and with any tags attached

• Specify the correct size needed

Exchanges are subject to remaining stock or the next supplier order; MASC cannot guarantee a specific turnaround time, particularly for items ordered from an overseas supplier. If the correct size is unavailable, MASC will let you know your options (e.g., waiting for the next order) rather than issuing a refund.

Exchanges are not offered for reasons other than incorrect sizing (e.g., change of mind, late pickup, or damage caused after delivery).

Payment Processing

Payments are processed by PayPal. MASC does not store your credit card or PayPal account details. Any PayPal processing fees are non-recoverable once a transaction is completed, including in the rare case MASC issues a correction at its discretion.

Discretionary Exceptions

MASC's Board of Directors may, at its sole discretion, make an exception to this Policy in extraordinary circumstances (for example, a season cancelled by MASC before it begins). Any such exception is decided case-by-case and does not set a precedent for other requests.

Questions

For questions about a payment, registration, or merchandise order, contact:

• Registration & Fees: registrar@markhamartisticswim.com (MASC Registrar)

• Escalation: president@markhamartisticswim.com (MASC President)

This document may be updated from time to time; the current version is always posted on our website.