Effective Date: April 1st, 2025
Last Updated: August 23rd, 2026
1. Introduction
The Cowichan Valley Ravens ("we," "us," or "our") are committed to protecting the privacy of our players, parents, volunteers, customers, and website visitors. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information. By accessing our website (cowichanvalleyravens.com), purchasing merchandise from our online store, or providing us with your personal information, you consent to the practices described in this policy.
2. Information We Collect
We may collect the following types of information:
- Personal & Contact Information:
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- Contact information (name, email address, phone number) provided through our website's contact form or general inquiries.
- Information provided during team registration or participation (player names, parent/guardian contact details, etc.).
- Store & Order Information:
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- Details submitted when placing an order in our online shop (purchaser name, player/student name for gear customization, contact phone number, email address, pickup notes, and item selections).
- Website Usage Information:
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- Information about your interactions with our website, including IP address, browser type, and pages visited (collected automatically via hosting and website software).
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- Photographs and videos taken during hockey games, practices, and team events.
3. How We Use Your Information
We use your information for the following purposes:
- Communication: Responding to inquiries submitted through our contact form and providing team updates, schedules, and relevant association notices.
- Team Operations: Managing team rosters, player information, and organizing team events and activities.
- Order Processing & Fulfillment: Transmitting order requirements to our fulfillment partner to process, customize, package, and distribute team merchandise.
- Marketing and Promotion: Using photographs and videos on our website, social media platforms (e.g., Facebook, Instagram), and marketing materials to promote the Cowichan Valley Ravens.
- Website Improvement: Analyzing website usage to improve content, navigation, and store functionality.
4. Sharing Your Information
We may share your information with:
- Merchandise Partner & Fulfillment Agent (Donna Rose):
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- Online store orders placed on cowichanvalleyravens.com/shop are fulfilled by our official partner, Donna Rose (donnarose.ca).
- When you place an order, necessary information (purchaser name, player/recipient name, contact details, order items, and pickup notes) is shared with Donna Rose solely for order fulfillment, e-Transfer payment verification, tax exemption processing (e.g., BC Form FIN 425), and customer support.
- Team Officials and Volunteers: To facilitate team operations and communication.
- Third-Party Service Providers: Such as website hosting providers, form processors, and social media platforms.
- Hockey Associations: For registration and league-related governing purposes.
- Legal Compliance: If required by law or to protect our legal rights.
5. Photographs and Videos
We may take photographs and videos of players during games, practices, and team events. These images and videos may be used on our website, social media platforms, and marketing materials to promote the Cowichan Valley Ravens.
We will make reasonable efforts to avoid identifying individual players by name in public posts when possible, without prior consent. If you or your child do not want your picture used, please contact us at cv********@***il.com.
6. Data Security
We take reasonable technical and administrative measures to protect your personal information from unauthorized access, use, or disclosure. As our website is built on WordPress, core software, security protocols, and plugins are regularly maintained and updated.
7. Your Rights
- You have the right to access and correct your personal information.
- You may request to have your personal information deleted, subject to legal, accounting, or contractual obligations.
- You may withdraw your consent to the use of your information for marketing purposes.
To exercise these rights, please contact us at cv********@***il.com.
8. Contact Information
If you have any questions or concerns regarding this Privacy Policy or how order data is handled, please contact:
Cowichan Valley Ravens
Email: cv********@***il.com
Website: cowichanvalleyravens.com
9. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect operational or regulatory changes. Any updates will be posted directly to this page with an updated revision date.
10. Consent
By using this website, submitting an order through the CVR online shop, or allowing your child to participate on the team, you agree to the terms of this Privacy Policy.
