Date of Policy: August 6th, 2025
Date of Last Revision: August 6th, 2025
The Privacy Policy ("this Policy") has been prepared to ensure KynTrack's ("the Company" "we") compliance with the Personal Information Protection and Electronic Documents Act, S.C. 2000, c.5, the Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Schedule A, and the Artificial Intelligence and Data Act ("the Acts"). This Policy affirms the Company's commitment to maintaining the privacy of our clients and other stakeholders. It informs readers of our practices concerning the collection, use and disclosure of Personal Information collected by the Company. The Company recognizes the importance of privacy and the sensitivity of personal information, and we are committed to treating the personal information we collect, use or disclose responsibly and protecting any personal information we hold.
The Acts gives you rights concerning the privacy of your personal information and personal health information. The Company is responsible for the personal information we collect and hold. To ensure this accountability, we have developed this policy and trained our employees in our policies and practices.
Personal information is any information that identifies, or by which your identity could be deduced. It includes any factual or subjective information, recorded or not, about an identifiable individual, be they a client, hospital/attending physician, volunteer, contractor, staff member, or other individual with whom we are engaged. This includes information in any form, such as a personal email address, credit card numbers, home address, photograph, medical information, family status, birth date, etc. Besides facts about or related to the individual, it may include their opinions, beliefs, or any information about an athlete or athletics' club or team. Personal information does not include business information such as the name, title, business address, or telephone number of an employee of an organization or any publicly available personal information.
The Company is committed to empowering individuals through our clients' access to the core features of the platform. To meet this goal, we may collect, use, and disclose personal information to serve our clients or potential clients and communicate with clients, volunteers, or other audiences involved in our services. Either before or at the time of collection, we will identify the purpose for which we are collecting the personal information.
The organization may collect, but is not limited to, your personal information for the following primary purposes:
And, with additional consent to:
We collect and use your personal information in order to provide you with the Company's services. The Company restricts the collection of personal information only to that information that is necessary for the purposes noted above. The Company has limited itself to collecting the following information:
We are committed to collecting personal information in a fair, open and lawful manner. Wherever possible, we collect your personal information directly from you and in the course of our representation.
You directly provide the Company with most of the data we collect through inputs through registration, use of the services, and any inquiries made to the Company's staff. The personal information collected for the purposes of the services may be used to generate solutions for other clients. The Company will ensure that all clients consent to the AI system's use of the information and that the information cannot be discernibly assigned to a specific individual. Sometimes we shall ask you to specifically consent if we collect, use, or disclose your personal information and other times, your consent may be implied through your conduct with us.
Your provision of Personal Information to the Company means that you agree and consent that we may collect, use and disclose your Personal Information in accordance with this Privacy Policy. If you do not agree with these terms, you are requested not to provide any Personal Information to the Company. Unfortunately, certain services can only be offered if you provide Personal Information to the Company. Consequently, if you choose not to provide us with any required Personal Information, the Company may not be able to offer you those services.
We use your personal information to provide our services to you and for the purposes stated in this Privacy Policy. The company does not share your personal information with any third parties outside of Amazon Web Services (AWS) and the Companies employees or representatives. AWS is used by the Company for secure hosting and storage. The Companies employees and representatives use the personal information for maintenance and support subject to strict access controls.
The Company does not disclose your personal information to any third party to enable them to market their products and services.
Our organization stores and maintains personal information in conformity with the requirements of the Act.
The Company may disclose your personal information under certain circumstances, such as:
The Company keeps Personal Information in a secure manner for as long as it is required for the reasons it was collected, or as required by law. The length of time we retain information varies, depending on the service and the nature of the information. This period may extend beyond the end of a person's relationship with us, but it will be only for so long as it is necessary for us to have sufficient information to respond to any issues that may arise at a later date. When your Personal Information is no longer required for the Company's purposes, the information will be destroyed, deleted, erased, or converted into an anonymous form.
We retain a limited amount of information for historical reference in servicing our clients and donors. Typically, we close applicant files after no further service is anticipated.
Financial information are kept for seven (7) years and then destroyed. However, some files may be deleted if they are more than seven (7) years old and there is no ongoing relationship.
The Company has developed and implemented security safeguards appropriate to the sensitivity of the personal information kept. We take appropriate precautions to ensure that your personal information is kept safe from loss, unauthorized access, modification, copying, or disclosure. All data us securely stored on AWS RDS with encryption at rest and in transit. The access is limited by role (coaches see only their registered athletes and athletes only see their data. Passwords are securely hashed. IAM roles and permissions are configured to comply with the Acts. Some additional safeguards include:
We ensure that all of our employees or representatives who deal with personal information are properly trained and are aware of the necessary and appropriate measures required to protect personal information.
Our organization is committed to maintaining accurate, complete, and up-to-date personal information. Athletes and coaches can update their personal data within the platform. Any information that is not deemed necessary to the services provided can be deleted through written request. If you are aware of changes to the personal information you have given to us, simply inform us of the changes and we will update our records accordingly. The accuracy of information is up to our discretion. If we disagree and indicate that no error has occurred, a note indicating that you believe that the information is not accurate will be added to your file.
You should be aware that e-mail is not a 100% secure medium. In addition, mail, telephone calls, faxes and transmissions over the internet are all susceptible to possible loss, misrouting, interception, and misuse of the information being communicated or transmitted. You should be aware of this when contacting us to send personal or confidential information.
Individuals can direct any questions, concerns or complaints regarding the Company's compliance with the above principles in writing to our support team. The privacy officer will take appropriate measures to address the question, concern, or complaint. To file an opt-out request, access to your information request, report incorrect information, or file a complaint, please contact our privacy officer.
Address: 101J, Mitchell Hall, 69 Union St., Kingston, Ontario, K7L 2N9
Phone: 343-333-1933
Email: support@kyntrack.com
We may update this Privacy Policy to reflect changes to our practices. We will notify users by updating the "Last Updated" date and, where appropriate, notify users by email or in-app.
Our website, kyntrack.com, contains links to other sites which are not governed by this Privacy Policy.
101J, Mitchell Hall
69 Union St. Kingston, Ontario
K7L 2N9