Privacy Policy

Last Updated: February 2, 2026

Introduction

Heroes Guild ("we," "our," or "us") is committed to protecting the privacy of our participants, their families, and visitors to our website. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (heroesguild.ca) or enroll in our programs.

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and take special care with information related to children under 14 years of age.

Information We Collect

Information You Provide

• Contact Information: Name, email address, phone number, mailing address
• Child Information: Child's name, age, grade level, school (for program enrollment)
• Health & Safety Information: Allergies, medical conditions, emergency contacts, authorized pickup persons
• Payment Information: Processed securely through our payment provider; we do not store credit card numbers
• Communications: Messages you send us via contact forms or email

Information Collected Automatically

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, time spent on site, referring website
• Cookies: Small files stored on your device to remember preferences (see Cookie Policy below)

How We Use Your Information

We use collected information to:

• Process enrollment applications and manage program participation
• Communicate with parents/guardians about their child's progress and program updates
• Ensure the safety and well-being of all participants
• Process payments and maintain billing records
• Respond to inquiries and provide customer support
• Improve our website and program offerings
• Send newsletters and updates (with your consent)

Children's Privacy

Heroes Guild serves children ages 8-14. We take children's privacy seriously:

• We collect only the minimum information necessary to provide our services
• We obtain verifiable parental consent before collecting personal information from children
• Parents/guardians may review, update, or request deletion of their child's information at any time
• We do not sell or share children's personal information with third parties for marketing purposes
• Photos or videos of children are only used with explicit parental consent

Information Sharing

We do not sell your personal information. We may share information with:

• Service Providers: Companies that help us operate (payment processing, email services) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or to protect safety
• Emergency Situations: With emergency services when necessary for safety

Data Security

We implement appropriate security measures including:

• Encrypted data transmission (HTTPS/SSL)
• Secure password-protected systems
• Limited staff access to personal information
• Regular security assessments
• Background checks for all staff members

Cookie Policy

Our website uses cookies for:

• Essential Cookies: Required for site functionality (session management, preferences)
• Analytics Cookies: Help us understand how visitors use our site

You can control cookies through your browser settings. Disabling cookies may affect site functionality.

Your Rights

Under PIPEDA, you have the right to:

• Access your personal information we hold
• Request correction of inaccurate information
• Withdraw consent for certain uses of your information
• Request deletion of your information (subject to legal retention requirements)
• File a complaint with the Privacy Commissioner of Canada

Data Retention

We retain personal information only as long as necessary to:

• Provide our services
• Comply with legal obligations
• Resolve disputes and enforce agreements

Enrollment records are typically retained for 7 years after the last date of service.

Third-Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.

Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Updated" date. Significant changes will be communicated via email to enrolled families.

Contact Us

For privacy-related questions, requests, or complaints, contact us at:

Heroes Guild
16610 Bayview Ave #206
Newmarket, ON L3X 2H9
Email: info@heroesguild.ca