Privacy policy

Effective date: 28 September 2026

We collect as little as we can, we tell you why we need it, and we keep it safe. This page explains what that means in practice.

1. Who we are

Pavilion Cricket Club is an indoor cricket net facility in Surrey, British Columbia, and part of DERA Collective. This policy covers the personal information we collect when you visit this website, book a lane, ask about a session or membership, or come and play.

We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA). One person is accountable for how we handle your information:

2. What we collect and how

Everything on this list comes from you. We ask that anyone under 19 is booked in and written about by a parent or guardian. If we learn that a young player has booked or emailed us directly, we contact a parent or guardian before the session, and we keep what the young player sent us only long enough to do that. We do not buy information about you and we do not collect it quietly in the background.

Lane bookings

Lanes are booked through Calendly. When you book, Calendly collects your name, email address, phone number, the lane and time you chose, and anything you type into the booking form. Calendly passes that booking to us so we can hold your lane and reach you if something changes.

Email inquiries

Asking about an intro session, coaching, a league team or membership happens by email. The links on this site open your own email app. This website does not have a form of its own and stores nothing. What we receive is what you choose to send us, and we keep it for the periods in section 7.

Membership records

If you join, we keep your name, contact details, the plan you chose, its start and renewal dates, and a record of payments. This is what we need to run your membership and to meet our tax obligations.

Waivers and consent forms

We ask every adult to sign a participant waiver before paying for a first session and before entering the nets, and we ask a parent or guardian to complete the parent or guardian consent form for anyone under 19. The consent form includes an emergency contact and any medical information the parent chooses to give us, such as an allergy or a condition our staff should know about in an emergency.

Incident records

If someone is hurt or something goes wrong at the club, we write down what happened, who was involved, who saw it, and what we did about it. This is a safety and legal record and we keep it carefully.

Payment details

We never see or store your card number. How payment is taken is set out in section 7 of the booking terms.

Photographs and video

We sometimes photograph or film sessions to show what the club is like. We ask before we do it, and we do not publish a picture of you, or of your child, without consent.

3. Why we use it

We use your information only for these purposes:

• to book, confirm, change and cancel your lane or session, and to contact you about it
• to answer your inquiry
• to run your membership, including renewals, receipts and cancellations
• to keep everyone safe, which is why we ask for waivers, consent forms and emergency contacts, and keep incident records
• to take payment and issue receipts
• to meet legal duties, including tax records and any obligation to report an incident
• to send you marketing about the club, only if you have said yes (see section 12)

If we ever want to use your information for something not on this list, we will ask you first.

4. Consent and withdrawing it

By booking, inquiring, joining or signing a form, you consent to us using your information for the purpose you gave it to us. Where the law lets us rely on implied consent, such as answering a question you asked, we do. Where the law needs express consent, such as marketing or publishing a photograph, we ask plainly and you can say no.

You can withdraw consent at any time by emailing the Privacy Officer. We will stop using your information for that purpose, subject to any legal or contractual reason we still need it, and we will tell you what that means for you. Withdrawing consent to a safety record does not remove the record, because it exists to protect you and others, but it does stop any other use of it.

5. Cookies and analytics

This website sets no cookies and runs no analytics, tracking pixels, chat widgets or advertising scripts. Our hosting provider records ordinary server logs, such as the pages requested and the requesting IP address, to keep the site running and secure.

If we ever add analytics or any other tracking, we will update this policy first, tell you what it collects, and ask for your consent before it runs.

The booking page is Calendly's own website. It sets its own cookies and is governed by Calendly's privacy notice. The same goes for Instagram if you follow a link there.

6. Service providers and processing outside Canada

A small number of companies process information on our behalf. Some of them store it outside Canada, where it is subject to the laws of that country and may be accessible to its courts and authorities.

• Calendly handles lane bookings. It stores invitee details in United States data centres run by Google Cloud and Amazon Web Services. See Calendly's privacy notice.
• Netlify hosts this website in the United States and keeps the server logs described above. See Netlify's privacy policy.
• Google Workspace runs our email and calendar, so any inquiry, booking confirmation or membership email sits in Google's systems, which may process it outside Canada. See Google's privacy policy.
• Stripe will process card payments once online payment is live. Stripe processes payment data in the United States and elsewhere and never gives us your card number. See Stripe's privacy policy.

We choose providers that protect information to a standard comparable to our own, we share only what each one needs to do its job, and we remain accountable for your information under Canadian and British Columbia law wherever it is processed.

7. How long we keep it

We keep information only as long as we need it for the purpose we collected it, or as long as the law requires, and then we delete or destroy it securely.

Anything used to make a decision about you is kept for at least one year after that decision, so you have time to ask to see it.

8. How we protect it

We protect your information with safeguards that fit how sensitive it is. We keep our accounts behind strong passwords and two step verification. We let only the people who need a record to do their job open it. We will keep paper waivers and consent forms locked at the club, keep a young player's emergency and medical information with the staff running the session and lock it away afterwards, and shred or securely delete records we no longer need.

No system is perfect. If we learn that a safeguard has failed, we follow the steps in section 11.

9. Your rights

You can ask us, in writing, to:

• tell you what personal information we hold about you and how we have used it
• give you a copy of it
• correct anything that is wrong
• stop using it for a purpose you no longer agree to
• delete it, where we have no legal reason to keep it

Email the Privacy Officer. We will answer within 30 days. If we need longer, or if the law stops us from sharing something, we will tell you why. We may ask you to confirm who you are first. We do not charge for a simple request.

If you are not happy with our answer, you can complain to the Office of the Information and Privacy Commissioner for British Columbia or to the Office of the Privacy Commissioner of Canada.

10. Children and youth under 19

Anyone under 19 is a minor in British Columbia. We ask that information about a young player comes from a parent or guardian, through the consent form, and we use it only to run the session safely: to know who to call, what to tell a first aider, and who may collect the player afterwards. If a young player books or emails us directly, we contact a parent or guardian before the session, and we keep what the young player sent us only long enough to do that.

We never use a young player's information for marketing, we never publish their picture without a parent or guardian's consent, and we never publish their full name with an image, and we do not create accounts for them. A parent or guardian may ask to see, correct or delete their child's information at any time, subject to our duty to keep an incident record.

11. If something goes wrong

If personal information in our care is lost, stolen or accessed without permission, we act at once. We contain the problem, work out who is affected and how serious it is, and fix the weakness that let it happen.

Where the breach creates a real risk of significant harm to you, we notify you directly and report it to the Office of the Privacy Commissioner of Canada as PIPEDA requires. We notify the British Columbia Commissioner where the law requires it or where it would help protect you. We keep a record of every breach, whether or not it was reportable, for at least 24 months.

12. Marketing messages

Under Canada's Anti-Spam Legislation (CASL) we send commercial email or texts only with your consent. An inquiry, a booking or a membership means we may answer you and send you what you need about that booking or membership. It does not mean we may market to you. We send news, offers or club updates only if you have expressly said yes.

Every marketing message identifies Pavilion Cricket Club and DERA Collective, gives our address and contact details, and includes an unsubscribe link or instruction. We honour every unsubscribe within 10 business days, and usually the same day.

13. Changes to this policy

When we change this policy we update the effective date at the top of this page. If a change affects how we use information we already hold, we tell members and recent customers by email and, where the law requires it, ask for consent again.

14. Contact

Questions, requests and complaints about privacy go to the Privacy Officer, DERA Collective, at bookings@deracollective.com, by phone on 604 721 7239, or by post to 6680 152A Street, Unit 106, Surrey, British Columbia.