SMBHL: Privacy Policy
The SMBHL uses rsvp.smbhl.com to manage the league's attendance, subs, stats and finances. We collect only what it takes to run the league, sell no information and run no advertising. This policy explains what we collect, why, who it is shared with, how long we keep it, and how to exercise your rights. If the two versions differ, the French version prevails.
1. Who we are
The SMBHL is a recreational ball hockey league in Laval, Quebec. Its attendance site, rsvp.smbhl.com, is operated by Roberto Santana. The league's stats are published on smbhl.com.
2. Person in charge of the protection of personal information
You can reach the person in charge of the protection of personal information at bonjour@notreligue.ca or through the My personal information form.
3. Information collected
| Person | Information | Source |
|---|---|---|
| Player or sub | Name, email address, phone number (optional), role (regular or sub), team, position (player or goalie), language | The league, or the person through the "I want to play" form |
| Player or sub | Answers to invitations, planned absences, amounts owed and payments | The person and the league |
| Player | Goals, assists and other stats, taken from the score sheets | The score sheets |
| Player or sub | The emails the league sends them through the site (invitations, reminders, sub calls, messages) | The site |
| Person asking to play | Name, email address, phone number (optional), role wanted, message | That person, through the "I want to play" form |
| Person making a request about their information | Name, email address, type of request, details | That person, through the "My personal information" form |
| Anyone visiting the site | Technical logs: IP address, browser, date and time | Your browser, through our host |
We also keep the IP addresses used for the public forms for 24 hours, to block abuse. When a page of the site has an error, we keep the page's address and the error message, with no name or email address. The league's admins sign in with an access key: the site creates no account for them.
We note whether you installed the app and the last time you opened My games, to know whether the app is useful.
4. What is public
Players' names, teams and stats are published on smbhl.com, with the standings and the history of past seasons. Email addresses, phone numbers, answers to invitations and finances are never published.
If you add a photo to your card, we keep a smaller black-and-white version of it. Only you can see it, unless you choose to show it on the league's public site. You can remove it from the site or delete it at any time.
5. How it is used
- To invite players to each game and know who is coming.
- To find subs when a team is short of players.
- To keep the league's stats, standings and history.
- To track amounts owed and payments.
- To protect the site and prevent abuse.
- To answer requests for access, correction or deletion.
If you choose "Notifications only", your invitations, reminders and other messages about your games go through your device's notification service (Apple, Google, Mozilla or Microsoft) instead of email, but anything about your account, your personal information, money or the season recap still comes by email. If you answer no invitation for 14 days, or your device stops receiving notifications, we go back to emails and an email tells you so.
We sell no information and do not use it for advertising.
6. Information stored outside Quebec
We rely on providers established outside Quebec, mainly in the United States, for some processing. Some information is therefore stored outside Quebec. Here is who receives what, why and where.
| Provider | What it receives and why | Where |
|---|---|---|
| Cloudflare | Hosting of the site, the database and the seasons' data (standings, stats, history): all the information described in section 3 | Database in eastern North America; site served from Cloudflare's data centres around the world |
| Resend | Sending email: the recipient, the subject and the content | United States |
| Reading score sheet photos (Gemini) to get the goals and assists: the photo and the regular players' names, already published on smbhl.com, and at most 6 small crops of corrected score boxes (marks only), as examples, never an email address or phone number. The site's fonts (your browser then sends your IP address to Google) and receiving email sent to bonjour@notreligue.ca | United States and other countries, according to Google | |
| Phone notification services (Google, Apple, Mozilla or Microsoft, depending on the phone) | The notifications of a person who turns them on, encrypted for their device: the service cannot read them | Depends on the service |
For Gemini we use Google's free service: under the provider's published terms, Google may use these photos and names to improve its products, and people may read them.
How this information is protected:
- As little as possible: each provider receives only what it needs. For example, Gemini never receives an email address or phone number, and our logs never keep a full email address.
- Encryption: traffic with the site and with each provider is encrypted (HTTPS).
- Providers' commitments: under each provider's published terms, it processes the information to provide its service and on our instructions, protects it (encryption, limited access) and tells us about an incident.
- Retention: information is erased on the schedule in section 8. Score sheet photos are erased after 48 hours at most.
We carried out a privacy impact assessment of these transfers, as the law requires, on October 8, 2026: for each provider, what it receives, why, where it is kept, how it is protected and the risks. It concludes that the information is adequately protected there. We assess it again every year and before any change of provider.
The SMBHL uses no online payment service.
7. Cookies
The site only uses what it needs to work: the admins' access key and the language chosen. No advertising or tracking cookies.
8. Retention
- Contacts: a player's or sub's information is kept as long as the person is among the SMBHL's contacts. The league can archive or delete them at any time. Deleting from the contact list archives a person with a payment on record instead, to keep the league's financial records. "Delete permanently", on the player's page, erases their entry, contact details, answers, votes, devices and the content of the emails they received; their stats and payments stay under "Removed player", with no name or contact details, to keep the league's history and financial records.
- Answers, stats and history: kept as the league's history, season after season.
- Score sheet photos: erased when the sheet is published or discarded, or after 48 hours if it is not.
- Score box crops: to improve sheet reading, we keep small crops of the goals and assists boxes corrected before publishing (marks only, no names or teams), with the accepted value, at most 24 and for one year at most, and we send them to Gemini as examples with later readings.
- Sent emails: the content of an email (subject and text) is erased 12 months after it was sent. We keep the date, the type of email and the masked address, for our counters. Requests about personal information follow their own rule, below.
- "I want to play" requests: erased after 30 days.
- Requests about personal information: kept 12 months, to be able to show that we answered them, then erased.
- IP addresses kept against abuse: erased after 24 hours.
- Backups: Cloudflare keeps automatic copies of the database for at most 30 days. Copies of the seasons' data are also kept before a major update. These copies are erased after 12 months, except each season's launch copy, kept as the league's history.
9. Security
Traffic with the site is encrypted (HTTPS) and access to data is limited to what is needed. No system is perfectly secure, but we take reasonable measures to protect information.
10. Privacy incidents
We keep a register of every privacy incident: its date, what happened, the people affected, the risk of serious harm and the steps taken. If an incident presents a risk of serious harm, we notify the people concerned and the Commission d'accès à l'information, as the law requires.
11. Your rights
You can ask to see your information, have it corrected, have it deleted, withdraw your consent, or receive it in a structured technological format. We respond within 30 days.
- Making a request: fill in the My personal information form, or write to bonjour@notreligue.ca. You get an acknowledgement by email.
- A copy of your data: choose "Get my data". We send you a structured file (JSON) with what we hold for your email address.
- Complaint: you can also contact the Commission d'accès à l'information du Québec.
12. Minors
For a player under 14, the league obtains a parent's consent before adding them.
13. Changes
The date of the last update is shown at the top of the policy.
Update of October 8, 2026: information stored outside Quebec, what each provider receives, where and how it is protected, and the assessment of these transfers (section 6).
Update of October 9, 2026: Gemini, Google's free service, and what Google may do with the photos and names (section 6).
Update of October 15, 2026: the "Notifications only" choice, what then goes as notifications instead of email, and the return to emails (section 5).
Update of October 16, 2026: what we note about the use of the app (section 3), and the optional photo on your card (section 4).
Update of October 18, 2026: the small crops of corrected score boxes, kept to improve sheet reading and sent to Gemini as examples (section 8).