Privacy Policy

This Privacy Policy explains how A1 Automate Now(“A1 SignIn,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information in connection with the A1 SignIn service at a1signin.com (the “Service”). We are committed to handling personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act(PIPEDA) and British Columbia’s Personal Information Protection Act (PIPA).

1. Who this policy covers, and our two roles

A1 SignIn is a check-in and management platform that sports clubs and similar organizations (“Clubs”) use to manage members, attendance, payments, gradings, and event media. There are two distinct relationships:

• Club account holders (our customers). When a Club owner or administrator signs up, we act as the business that collects and controls their account information.
• Members and their parents/guardians (end users of a Club). When a Club enters or collects information about its members (including children), the Club decides what to collect and why. For that member information, the Club is the organization responsible for it and we act as a service provider/processor that stores and processes the information on the Club’s behalf and under its instructions. If you are a member or parent, please also review your Club’s own privacy practices.

2. Information we collect

Account information (Club owners/admins)

• Name, email address (used as your login), and an encrypted (hashed) password.
• If you sign in with Google: your name, email address, and profile image from your Google account.
• Your Club’s name, logo, settings, plan, and billing status.

Member information (entered or collected by Clubs)

• Member names, category/level, belt or rank, credential/membership numbers, and waiver status.
• Check-in and attendance records.
• Parent/guardian-to-child links and login handles where applicable.
• Payment records (amounts, dates, methods, and notes) entered by the Club.
• Responses to Club notices and surveys.

Tournament media (where a Club uses these features)

• Match videos and podium photos recorded through the Service, and related consent settings.

Payment information

Subscription and payment card processing is handled by Stripe. We do not collect or store full payment card numbers; Stripe processes them under its own privacy policy. We receive limited billing details (such as subscription status and the last four digits/brand of a card) needed to manage your account.

Technical and usage information

• Log data such as IP address, browser/device type, and timestamps.
• A session cookie required to keep you signed in. We do not use third-party advertising trackers.
• Error reports you submit, and diagnostic information needed to operate the Service.

3. Children’s personal information

Many Clubs serve minors. Members under the age of majority do not create their own accounts; a parent, guardian, or Club account holder enters and manages their information. The Club is responsible for obtaining any consent required from parents or guardians before adding a child’s information or capturing a child’s image, and for ensuring that collection is lawful. Match and podium media are shared only where consent has been indicated through the Service’s consent controls, and shared media is served through time-limited links rather than permanent public URLs. If you are a parent or guardian and want a child’s information or media removed, contact your Club or us at the address below.

4. How we use information

• To provide, operate, secure, and improve the Service (check-ins, payments, gradings, media, etc.).
• To authenticate users and protect against unauthorized access.
• To process subscriptions and send transactional messages (verification codes, password resets, receipts, and important account notices).
• To respond to support requests and error reports.
• To comply with legal obligations and enforce our Terms of Service.

We do not sell personal information, and we do not use member information for our own marketing.

5. Consent

We rely on consent (and, for member information, the Club’s authority and consent processes) as our basis for handling personal information, except where collection, use, or disclosure without consent is permitted or required by law. You may withdraw consent subject to legal or contractual restrictions and reasonable notice; doing so may mean we can no longer provide some or all of the Service.

6. Service providers and disclosure

We share information with third-party service providers only as needed to run the Service, under agreements that require them to protect it:

We may also disclose information if required by law, to respond to lawful requests, to protect our rights or the safety of others, or in connection with a business transfer (e.g. merger or acquisition), in which case we will require the recipient to honour this Policy.

7. Cross-border processing

Some of our service providers store or process information outside Canada, including in the United States. While information is in another country, it may be accessible to that country’s courts, law enforcement, and regulatory authorities under its laws. By using the Service you acknowledge this transfer and processing.

8. Data retention

We keep personal information for as long as a Club’s account is active and as needed to provide the Service, then for a reasonable period to meet legal, accounting, and security requirements. Database backups are retained on a rolling schedule and then deleted. When a Club closes its account, we will delete or de-identify its data within a reasonable period, except where retention is required by law. A Club may request export or deletion of its data as described below.

9. How we protect information

• Encryption of data in transit (HTTPS/TLS).
• Passwords stored only as salted hashes; we cannot see your password.
• Row-level separation so each Club can only access its own data.
• Time-limited, signed links for stored media instead of permanent public URLs.
• Access controls and regular, integrity-checked database backups.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect information using reasonable safeguards appropriate to its sensitivity.

10. Your rights and choices

Subject to applicable law, you may request to access, correct, or delete personal information we hold about you, or withdraw consent. Members and parents should generally direct requests about member information to their Club, which controls that data; we will assist the Club as its service provider. Club account holders may contact us directly. We will respond within the timeframes required by law and may need to verify your identity first.

11. Cookies

We use a strictly necessary session cookie to keep you signed in and to operate core features. We do not use advertising or cross-site tracking cookies. Disabling necessary cookies will prevent you from signing in.

12. Changes to this Policy

We may update this Policy from time to time. We will post the updated version here and revise the “Last updated” date, and for material changes we will provide additional notice where required. Continued use of the Service after an update means you accept the revised Policy.

13. Contact us

For privacy questions or requests, contact our privacy contact at privacy@a1automatenow.com. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.