Privacy Policy

Last Updated: May 20, 2025

1. INTRODUCTION

Glass Wave Consulting Inc., provider of ClubGuardian, is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website clubguardian.ca or use our services. Please read this Privacy Policy carefully. By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by all terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

We firmly believe that your personal data belongs to you, and we want to be absolutely clear: Club Guardian does not sell, rent, or trade your personal information to any third parties for marketing or commercial purposes. Your data is collected solely to deliver and improve our services to you.

2. INFORMATION WE COLLECT

2.1 Personal Information

We may collect various types of personal information from you, including but not limited to:

  • Identity Information: Full legal name, date of birth, gender, photograph, signature, and other identifying information.
  • Contact Information: Residential address, email address, telephone numbers, and emergency contact details.
  • Background Verification Documents: Criminal record checks, vulnerable sector screening results, reference information, and employment history.
  • Professional Information: Qualifications, certifications, training records, and professional memberships.
  • Financial Information: Payment information, banking details, and transaction records (where applicable).

2.2 Technical Information

When you visit our website or use our services, we may automatically collect certain information about your device and usage patterns, including:

  • Device Information: IP address, browser type and version, operating system, device type, and other technology identifiers.
  • Usage Data: Time and duration of visits, pages viewed, features used, clickstream data, and other interaction metrics.
  • Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar tracking technologies.

3. HOW WE USE YOUR INFORMATION

3.1 Service Provision and Management

  • Processing and managing user registrations and accounts
  • Verifying identity and background check status
  • Facilitating the core functions of our platform
  • Providing customer support and responding to inquiries
  • Personalizing user experience and content delivery

3.2 Communication and Updates

  • Sending administrative notifications and service-related communications
  • Providing important updates about our services, policies, or terms
  • Delivering newsletters, promotional materials, or other information (with consent where required)
  • Responding to your questions, comments, and requests

3.3 Security and Compliance

  • Maintaining the security and integrity of our platform
  • Detecting, preventing, and addressing technical issues, fraud, or illegal activities
  • Complying with legal obligations, including court orders and regulatory requirements
  • Enforcing our terms, conditions, and policies

3.4 Analysis and Improvement

  • Analyzing usage patterns and trends to enhance our services
  • Conducting research and development for new features and functionalities
  • Measuring the effectiveness of our content and communications
  • Troubleshooting problems and optimizing performance

4. DATA STORAGE AND SECURITY

4.1 Storage Location and Duration

  • All personal data is stored on secure servers
  • We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy
  • Upon termination of your account or upon request, we will securely dispose of your personal information

4.2 Security Measures

  • Implementation of industry-standard technical, administrative, and physical safeguards
  • Data encryption in transit and at rest using advanced encryption protocols
  • Regular security assessments, vulnerability testing, and system updates
  • Strict access controls limiting data access to authorized personnel only
  • Comprehensive employee training on data protection and security practices
  • Incident response procedures for addressing potential data breaches

5. DATA SHARING AND DISCLOSURE

5.1 No Selling of Personal Data

We want to be absolutely clear: Club Guardian does not and will not sell, rent, trade, or otherwise transfer your personal information to third parties for monetary or other valuable consideration. Your trust is our priority, and we are committed to using your information solely for providing and improving our services.

5.2 Third-Party Service Providers

We may share your information with trusted third-party service providers who assist us in operating our website, conducting our business, or providing services to you. These providers have access to your information only to perform specific tasks on our behalf and are obligated to protect your information.

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

5.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our website of any change in ownership or uses of your information.

5.4 With Your Consent

We may share your information with third parties when we have your consent to do so.

6. YOUR RIGHTS AND CHOICES

6.1 Access and Control

You have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or incomplete information
  • Request deletion of your information (subject to legal requirements)
  • Object to or restrict certain processing activities
  • Request portability of your information where applicable

6.2 Communication Preferences

You can manage your communication preferences by:

  • Updating your account settings
  • Clicking the "unsubscribe" link in our emails
  • Contacting us directly with specific requests

6.3 Cookie Management

You can manage cookies through your browser settings, including blocking or deleting cookies. Please note that disabling certain cookies may limit your ability to use some features of our website.

7. CHILDREN'S PRIVACY

Our services are primarily designed for individuals 18 years of age and older. However, we recognize that minors aged 13-17 may register as volunteers through our platform with appropriate parental or guardian involvement.

7.1 Collection of Minor Volunteer Information

When a minor (under 18 years of age) signs up as a volunteer through Club Guardian:

  • We require verifiable parental or legal guardian consent before collecting, using, or disclosing personal information from minors
  • Parents/guardians must complete a consent form authorizing the minor's participation and our collection of their information
  • We collect only the information necessary to facilitate the volunteer activities and ensure safety
  • Additional safeguards and access restrictions are implemented for data belonging to minor volunteers

7.2 Parental Rights and Controls

Parents or legal guardians of minor volunteers have the right to:

  • Review any personal information we have collected from their child
  • Request deletion of their child's personal information
  • Refuse further collection or use of their child's information
  • Revoke previously provided consent at any time

7.3 Special Protections for Minors

We implement enhanced protection measures for minor volunteer data, including:

  • Stricter access controls limiting who can view minor volunteer information
  • Additional encryption and security protocols
  • Specialized staff training for handling minor data
  • Automatic deletion of minor volunteer data when no longer needed for its intended purpose

If you believe we have inadvertently collected information from a child under 13 without proper parental consent, or if you are a parent/guardian who wishes to review, modify, or delete your child's information, please contact us immediately at info@clubguardian.ca.

8. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

9. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

Email: info@clubguardian.ca

Terms & Conditions

Last Updated: June 18, 2025

1. INTRODUCTION

Welcome to ClubGuardian. These Terms and Conditions ("Terms") govern your access to and use of the ClubGuardian platform, website, and services (collectively, the "Services"). By accessing or using our Services, you agree to be bound by these Terms. If you do not agree to these Terms, please do not use our Services.

ClubGuardian is a platform designed to help sports clubs, recreational organizations, and similar entities manage volunteer screening, certification tracking, and safety compliance. These Terms constitute a legally binding agreement between you and Glass Wave Consulting Inc. ("we," "us," or "our"), the provider of the ClubGuardian service.

2. DEFINITIONS

In these Terms, the following definitions apply:

  • "Account" means a registered account with ClubGuardian.
  • "Club" means an organization that uses ClubGuardian to manage volunteer screening and compliance.
  • "Club Administrator" means a user authorized to manage a Club's account and access volunteer information.
  • "Content" means all information, text, materials, images, data, links, software, or other material accessible through the Services.
  • "Personal Information" means information about an identifiable individual, as defined by applicable privacy laws.
  • "User" means any individual who accesses or uses the Services, including Club Administrators and Volunteers.
  • "Volunteer" means an individual whose information is submitted to or through the Services for screening, certification tracking, or compliance purposes.

3. ACCOUNT REGISTRATION AND ELIGIBILITY

3.1 Account Creation

To use certain features of our Services, you must register for an Account. When you register, you agree to provide accurate, current, and complete information about yourself and your organization. You are responsible for maintaining the confidentiality of your Account credentials and for all activities that occur under your Account.

3.2 Eligibility

By using the Services, you represent and warrant that:

  • You are at least 18 years of age, or if you are between 13 and 18 years of age, you have your parent or guardian's permission to use the Services and they have agreed to these Terms on your behalf;
  • You have the legal authority to bind the organization you represent to these Terms;
  • Your use of the Services does not violate any applicable law or regulation; and
  • All information you provide to us is truthful, accurate, and complete.

4. USE OF SERVICES

4.1 License

Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable license to access and use the Services for your organization's internal purposes.

4.2 Restrictions

You agree not to:

  • Use the Services in any way that violates any applicable law or regulation;
  • Use the Services to harm, threaten, or harass any person or to promote discrimination, racism, or harm;
  • Interfere with or disrupt the Services or servers or networks connected to the Services;
  • Attempt to gain unauthorized access to any part of the Services, other accounts, or computer systems or networks connected to the Services;
  • Use any robot, spider, scraper, or other automated means to access the Services for any purpose;
  • Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Services;
  • Remove or alter any copyright, trademark, or other proprietary notices;
  • Transfer, sublicense, lease, lend, rent or otherwise distribute the Services to any third party;
  • Make the Services available over a network where it could be used by multiple devices at the same time; or
  • Use the Services to store or transmit malicious code or infringing, libelous, or otherwise unlawful or tortious material.

4.3 Volunteer Information

If you are a Club Administrator, you represent and warrant that you have obtained all necessary consents and authorizations from Volunteers before submitting their information to the Services. You are responsible for ensuring that your collection, use, and disclosure of Volunteer information complies with all applicable laws, including privacy laws.

You further represent and warrant that all information submitted to the Services, including criminal record checks, vulnerable sector checks, child abuse registry checks, reference letters, and other volunteer documentation, is accurate, complete, authentic, and legally obtained. You are solely responsible for verifying the authenticity and validity of all documents and information uploaded to the platform. Club Guardian relies on your verification and does not independently verify the content of uploaded documents or the background information of volunteers beyond the administrative verification process.

4.4 Club Responsibilities for Volunteer Management

As a Club using our Services, you acknowledge and agree that you are solely responsible for:

  • Due Diligence in Volunteer Selection: The selection, screening, supervision, training, and ongoing management of all volunteers. ClubGuardian's Services are merely tools to assist in a portion of your screening process and do not replace your obligation to conduct thorough due diligence.
  • Volunteer Conduct and Supervision: The conduct, actions, and behavior of all volunteers associated with your organization, whether occurring during club activities or otherwise. You are responsible for implementing appropriate supervision, training, and oversight measures.
  • Compliance with Laws and Regulations: Understanding and complying with all local, provincial, and federal laws and regulations pertaining to volunteer management, child protection, safety requirements, and any other applicable areas, independent of ClubGuardian's Services.
  • Internal Policies and Procedures: Developing, implementing, and enforcing appropriate internal policies, procedures, and codes of conduct for volunteers, including but not limited to child protection policies, safety protocols, and behavioral standards.
  • Reporting and Response: Promptly reporting any known or suspected misconduct, illegal activity, or safety concerns involving volunteers to the appropriate authorities and to Glass Wave Consulting Inc. if such matters relate to the use of our platform or data obtained through it.
  • Ongoing Monitoring: Continuously monitoring volunteer performance, conduct, and compliance with your organization's requirements and taking appropriate corrective action when necessary.

You acknowledge that Glass Wave Consulting Inc. provides ClubGuardian technology tools to assist with certain administrative aspects of volunteer management but does not provide advice, recommendations, or guidance regarding volunteer suitability, organizational policies, or legal compliance requirements.

5. FEES AND PAYMENT

5.1 Subscription Fees

Access to certain features of the Services may require payment of subscription fees. All fees are in Canadian dollars and are exclusive of applicable taxes unless otherwise stated. You agree to pay all fees and taxes associated with your use of the Services.

5.2 Payment Terms

You agree to provide accurate and complete billing information, including name, address, telephone number, and valid payment method information. By submitting payment information, you authorize us to charge your payment method for all fees incurred. Subscription fees are billed in advance on a recurring basis according to the billing cycle you select. All payments are non-refundable except as expressly provided in these Terms or as required by applicable law.

5.3 Changes to Fees

We may change our fees at any time. If we change our fees, we will provide notice of the change on the website or by email, at our option, at least 30 days before the change takes effect. Your continued use of the Services after the fee change becomes effective constitutes your agreement to pay the changed amount.

6. CONTENT AND INTELLECTUAL PROPERTY

6.1 Our Content

The Services and all content, features, and functionality thereof, including but not limited to all information, software, text, displays, images, video, audio, design, selection, arrangement, and look and feel, are owned by Glass Wave Consulting Inc., its licensors, or other providers and are protected by Canadian and international copyright, trademark, patent, trade secret, and other intellectual property or proprietary rights laws.

6.2 Your Content

You retain all rights to any content you submit, post, or display on or through the Services ("Your Content"). By submitting, posting, or displaying Your Content, you grant us a worldwide, non-exclusive, royalty-free license to use, reproduce, adapt, publish, translate, and distribute Your Content for the purpose of providing and improving the Services.

6.3 Feedback

If you provide us with any feedback or suggestions regarding the Services ("Feedback"), you hereby assign to us all rights in such Feedback and agree that we shall have the right to use and fully exploit such Feedback in any manner we deem appropriate. We will treat any Feedback you provide as non-confidential and non-proprietary.

7. PRIVACY AND DATA PROTECTION

Our Privacy Policy, available at Privacy Policy, describes how we collect, use, and share information about you and Volunteers when you use our Services. By using the Services, you consent to our collection, use, and sharing of information as described in our Privacy Policy.

Sensitive Document Handling: Criminal record checks, vulnerable sector checks, child abuse registry checks,and similar sensitive documents uploaded to our platform are automatically deleted immediately upon verification by a Club Administrator. Other personal information is retained according to our Privacy Policy and applicable legal requirements. You acknowledge that once sensitive documents are deleted, they cannot be recovered, and you are responsible for maintaining your own records as required by law or your organizational policies.

8. THIRD-PARTY SERVICES

The Services utilize certain third-party infrastructure and service providers (such as cloud hosting, authentication, and payment processing services) to deliver our platform functionality. While we carefully select our service providers, Glass Wave Consulting Inc. is not responsible for any interruptions, delays, or issues that may arise from these third-party services beyond our reasonable control.

9. TERMINATION

9.1 Termination by You

You may terminate your Account at any time by following the instructions on the Services or by contacting us. If you terminate your Account, you will not be entitled to a refund of any fees paid.

9.2 Termination by Us

We may terminate or suspend your access to all or part of the Services, without notice, for any conduct that we, in our sole discretion, believe violates these Terms or is harmful to other users of the Services, us, or third parties, or for any other reason.

9.3 Effect of Termination

Upon termination of your Account, your right to use the Services will immediately cease. All provisions of these Terms that by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

10. DISCLAIMER OF WARRANTIES

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT ANY WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, GLASS WAVE CONSULTING INC. DISCLAIMS ALL WARRANTIES, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

GLASS WAVE CONSULTING INC. DOES NOT WARRANT THAT THE SERVICES WILL FUNCTION UNINTERRUPTED, ERROR-FREE, OR THAT DEFECTS WILL BE CORRECTED. GLASS WAVE CONSULTING INC. DOES NOT WARRANT OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SERVICES IN TERMS OF CORRECTNESS, ACCURACY, RELIABILITY, OR OTHERWISE.

GLASS WAVE CONSULTING INC. IS NOT RESPONSIBLE FOR ANY DECISIONS MADE BY YOU OR YOUR ORGANIZATION BASED ON THE INFORMATION PROVIDED THROUGH THE SERVICES, INCLUDING DECISIONS REGARDING VOLUNTEER SCREENING OR ELIGIBILITY.

WITHOUT LIMITING THE FOREGOING, GLASS WAVE CONSULTING INC. SPECIFICALLY DISCLAIMS ANY LIABILITY OR RESPONSIBILITY FOR:

  • VOLUNTEER CONDUCT: ANY ACTS, OMISSIONS, MISCONDUCT, NEGLIGENCE, OR ILLEGAL BEHAVIOR BY VOLUNTEERS, WHETHER OCCURRING DURING CLUB ACTIVITIES OR OTHERWISE;
  • DATA ACCURACY: THE ACCURACY, COMPLETENESS, AUTHENTICITY, OR VALIDITY OF ANY INFORMATION, DOCUMENTS, OR DATA PROVIDED BY CLUBS, VOLUNTEERS, OR THIRD PARTIES;
  • POLICY COMPLIANCE: YOUR ORGANIZATION'S FAILURE TO ADHERE TO INTERNAL POLICIES, LEGAL OBLIGATIONS, OR REGULATORY REQUIREMENTS;
  • SCREENING DECISIONS: THE ADEQUACY OR APPROPRIATENESS OF YOUR VOLUNTEER SCREENING, SELECTION, OR MANAGEMENT PROCESSES;
  • THIRD-PARTY ACTIONS: ANY ACTIONS OR OMISSIONS BY GOVERNMENT AGENCIES, BACKGROUND CHECK PROVIDERS, OR OTHER THIRD PARTIES INVOLVED IN THE SCREENING PROCESS.

YOU ACKNOWLEDGE THAT THE SERVICES ARE ADMINISTRATIVE TOOLS ONLY AND DO NOT REPLACE YOUR OBLIGATION TO EXERCISE INDEPENDENT JUDGMENT, CONDUCT APPROPRIATE DUE DILIGENCE, AND IMPLEMENT PROPER SAFEGUARDS FOR VOLUNTEER MANAGEMENT.

11. LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL GLASS WAVE CONSULTING INC., ITS AFFILIATES, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES, INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE, DATA, OR OTHER INTANGIBLE LOSSES, THAT RESULT FROM THE USE OF, OR INABILITY TO USE, THE SERVICES.

WITHOUT LIMITING THE FOREGOING, GLASS WAVE CONSULTING INC. SHALL NOT BE LIABLE FOR ANY DAMAGES, LOSSES, OR CLAIMS ARISING FROM OR RELATING TO:

  • VOLUNTEER ACTIONS: ANY ACTS, OMISSIONS, MISCONDUCT, NEGLIGENCE, CRIMINAL BEHAVIOR, OR OTHER CONDUCT BY VOLUNTEERS, WHETHER OCCURRING DURING CLUB ACTIVITIES OR OTHERWISE;
  • DATA ISSUES: INACCURATE, INCOMPLETE, FRAUDULENT, OR FALSIFIED INFORMATION PROVIDED BY CLUBS, VOLUNTEERS, OR THIRD PARTIES;
  • POLICY VIOLATIONS: YOUR ORGANIZATION'S FAILURE TO ADHERE TO INTERNAL POLICIES, LEGAL OBLIGATIONS, REGULATORY REQUIREMENTS, OR INDUSTRY STANDARDS;
  • SCREENING ADEQUACY: THE ADEQUACY, COMPLETENESS, OR EFFECTIVENESS OF YOUR VOLUNTEER SCREENING, SELECTION, TRAINING, OR SUPERVISION PROCESSES;
  • THIRD-PARTY FAILURES: DELAYS, ERRORS, OR FAILURES BY GOVERNMENT AGENCIES, BACKGROUND CHECK PROVIDERS, OR OTHER THIRD PARTIES;
  • SECURITY INCIDENTS: UNAUTHORIZED ACCESS TO OR DISCLOSURE OF INFORMATION RESULTING FROM YOUR FAILURE TO MAINTAIN APPROPRIATE SECURITY MEASURES.

IN NO EVENT SHALL GLASS WAVE CONSULTING INC.'S TOTAL LIABILITY TO YOU FOR ALL DAMAGES, LOSSES, AND CAUSES OF ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), OR OTHERWISE) EXCEED THE AMOUNT PAID BY YOU, IF ANY, FOR ACCESSING THE SERVICES DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO SUCH LIABILITY, OR ONE HUNDRED CANADIAN DOLLARS (CAD $100), WHICHEVER IS GREATER.

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF CERTAIN WARRANTIES OR THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES. ACCORDINGLY, SOME OF THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.

12. INDEMNIFICATION

You agree to defend, indemnify, and hold harmless Glass Wave Consulting Inc., its affiliates, licensors, and service providers, and its and their respective officers, directors, employees, contractors, agents, licensors, suppliers, successors, and assigns from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising out of or relating to your violation of these Terms or your use of the Services, including, but not limited to, your submission of Volunteer information, your use of the Services' content, services, and products other than as expressly authorized in these Terms, or your use of any information obtained from the Services.

WITHOUT LIMITING THE FOREGOING, YOUR INDEMNIFICATION OBLIGATIONS SPECIFICALLY INCLUDE CLAIMS ARISING FROM OR RELATING TO:

  • VOLUNTEER CONDUCT: Any acts, omissions, misconduct, negligence, criminal behavior, or other conduct by volunteers associated with your organization;
  • BREACH OF REPRESENTATIONS: Your breach of any representations, warranties, or covenants made in these Terms, including those regarding data accuracy, consent, and legal compliance;
  • DATA ACCURACY: Any inaccurate, incomplete, fraudulent, or falsified information provided by you, your organization, or volunteers;
  • POLICY VIOLATIONS: Your failure to implement, maintain, or enforce appropriate policies, procedures, or safeguards for volunteer management;
  • LEGAL NON-COMPLIANCE: Your failure to comply with applicable laws, regulations, or industry standards related to volunteer management, child protection, or data privacy;
  • UNAUTHORIZED ACCESS: Unauthorized access to or use of the Services resulting from your failure to maintain appropriate security measures or account controls;
  • THIRD-PARTY CLAIMS: Claims by volunteers, parents, guardians, or other third parties related to your use of the Services or management of volunteers.

This indemnification obligation shall survive termination of these Terms and your use of the Services.

12.1 Mutual Indemnification

Notwithstanding the foregoing, Glass Wave Consulting Inc. agrees to defend, indemnify, and hold you harmless from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising solely from Glass Wave Consulting Inc.'s gross negligence, willful misconduct, or material breach of these Terms, provided that you promptly notify Glass Wave Consulting Inc. of any such claim and cooperate in the defense thereof. This mutual indemnification is subject to Glass Wave Consulting Inc.'s insurance coverage limits and shall not apply to claims covered by your indemnification obligations above.

13. GOVERNING LAW AND JURISDICTION

These Terms and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of the Province of Nova Scotia and the federal laws of Canada applicable therein, without giving effect to any choice or conflict of law provision or rule.

Any legal suit, action, or proceeding arising out of, or related to, these Terms or the Services shall be instituted exclusively in the courts of the Province of Nova Scotia, although we retain the right to bring any suit, action, or proceeding against you for breach of these Terms in your country of residence or any other relevant country. You waive any and all objections to the exercise of jurisdiction over you by such courts and to venue in such courts.

14. DISPUTE RESOLUTION

In the event of any dispute, claim, question, or disagreement arising from or relating to these Terms or the breach thereof, the parties shall use their best efforts to settle the dispute, claim, question, or disagreement. To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties.

If the parties do not reach such solution within a period of 60 days, then, upon notice by either party to the other, all disputes, claims, questions, or differences shall be finally settled by arbitration administered by the ADR Institute of Canada in accordance with its Canadian Arbitration Rules. The place of arbitration shall be Toronto, Ontario, Canada. The language of the arbitration shall be English.

15. CHANGES TO TERMS

We may revise these Terms from time to time. The most current version will always be posted on our website. If a revision, in our sole discretion, is material, we will notify you via email to the email address associated with your Account or through a notification on the Services. By continuing to access or use the Services after revisions become effective, you agree to be bound by the revised Terms. If you do not agree to the new Terms, you must stop using the Services.

16. GENERAL PROVISIONS

16.1 Entire Agreement

These Terms, together with the Privacy Policy and any other agreements expressly incorporated by reference herein, constitute the entire agreement between you and Glass Wave Consulting Inc. concerning the Services and supersede all prior or contemporaneous communications, whether electronic, oral, or written, between you and Glass Wave Consulting Inc. with respect to the Services.

16.2 Waiver

No failure to exercise, and no delay in exercising, on the part of either party, any right or any power under these Terms shall operate as a waiver of that right or power, nor shall any single or partial exercise of any right or power under these Terms preclude further exercise of that or any other right or power.

16.3 Severability

If any provision of these Terms is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall be enforced to the fullest extent under law. The invalidity or unenforceability of any provision of these Terms shall not affect the validity or enforceability of any other provision of these Terms.

16.4 Assignment

These Terms, and any rights and licenses granted hereunder, may not be transferred or assigned by you, but may be assigned by Glass Wave Consulting Inc. without restriction. Any attempted transfer or assignment in violation hereof shall be null and void.

16.5 Force Majeure

Glass Wave Consulting Inc. shall not be liable for any delay or failure to perform resulting from causes outside its reasonable control, including, but not limited to, acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes or shortages of transportation facilities, fuel, energy, labor or materials.

17. CONTACT INFORMATION

If you have any questions about these Terms, please contact us at:

Email: info@clubguardian.ca

Security Information

Last Updated: May 20, 2025

1. OUR COMMITMENT TO SECURITY

At Glass Wave Consulting Inc., provider of ClubGuardian, we understand the critical importance of protecting the sensitive information entrusted to us. We are committed to implementing and maintaining appropriate security measures to safeguard your personal and confidential data, including criminal record checks, vulnerable sector screenings, and other sensitive information. This Security Information document outlines our approach to data security and protection.

2. DATA PROTECTION INFRASTRUCTURE

2.1 Encryption and Transmission Security

  • Implementation of industry-standard TLS encryption for all data transmission
  • Secure storage of sensitive documents and communications
  • Secure API connections with authentication mechanisms

2.2 Database Security

  • Utilization of Neon, a secure PostgreSQL database service with AES-256 encryption for data at rest
  • Automated database backups to prevent data loss
  • Encrypted connections to database services using TLS 1.2/1.3
  • Restricted database access to authorized personnel only

3. ACCESS CONTROLS AND AUTHENTICATION

3.1 User Authentication

  • Secure authentication through Clerk, a trusted identity management platform
  • Strong password policies following NIST guidelines, including rejection of compromised passwords
  • Multi-factor authentication (coming soon)
  • Secure password reset procedures with email verification

3.2 Access Management

  • Role-based access control limiting data access to authorized personnel only
  • Principle of least privilege applied to system access
  • Access logging for security monitoring
  • Account lockout mechanisms to prevent unauthorized access attempts

4. COMPLIANCE AND GOVERNANCE

4.1 Regulatory Compliance

  • Compliance with PIPEDA (Personal Information Protection and Electronic Documents Act)
  • Adherence to provincial privacy legislation requirements
  • Implementation of privacy by design principles

5. CONTACT INFORMATION

For security-related inquiries or to report security concerns, please contact our security team at:

  • Email: info@clubguardian.ca