Who we are
Sport Surface King ("we", "us") runs sportsurfaceking.com and matches property owners across Canada with sport surface contractors. We handle personal information under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and any provincial privacy law that applies, including Quebec's privacy law for people who live in Quebec.
What we collect
We only collect what we need to understand your project and get back to you:
From property owners: your name, email, phone number, the site address, details about the project and any photos you upload
From contractors: account details, company and contact details, regions you cover, proof of insurance, workers' compensation clearance, job references and photos of finished work
From every visitor: basic technical data such as IP address, browser type and pages visited, collected by our web host and through cookies
We may also receive information from other people. To vet contractors, we check with their references and may confirm coverage with insurers, workers' compensation boards, licensing bodies and public records. If a property manager or another person sends us a project for you, they should have your permission to share your details.
Contractor accounts and documents
If you create a contractor account, we store your name, company, email address and password. Passwords are stored in encrypted form and we can never see them.
When you apply to join our network, we also collect the documents and details you submit: your certificate of insurance, workers' compensation clearance letters, business details and the contact information of your job references. Only our team can open these documents. We use them to vet your company and to keep your membership current. Please make sure your references are comfortable with us contacting them.
We keep your account and documents while you are a member and for as long as we need them afterwards to meet our legal obligations. To close your account or ask for your documents to be deleted, email our Privacy Officer.
How we use it
We use your information to:
Reply to you and talk through your project
Write a scope and introduce you to suitable contractors
Vet contractors and manage our network
Keep the site secure and prevent fraud or misuse
Send news or offers, only if you've agreed to receive them
Meet our legal, tax and accounting obligations
Your consent
We collect, use and share personal information with your consent, except where the law allows or requires otherwise. Consent can be express, such as ticking a box to get our emails, or implied, such as sending us a project so we can introduce you to contractors. We won't use your information for a new purpose without asking you first.
You can withdraw your consent at any time, subject to legal or contractual limits. If you do, we may no longer be able to help with your project.
Who we share it with
When we introduce you to a contractor, we share your contact details, site address, project details and photos with that contractor so they can quote. We only share with the crews we introduce you to, and we'll tell you who they are. Once a contractor has your details, they are responsible for how they handle them.
We also use service providers who help us run the business, such as our web host and email provider. They can only use your information to provide their service to us, and we require them to protect it.
If our business is sold or merged, personal information may pass to the new owner, who must keep protecting it as this policy describes. We may also disclose information where the law requires it, such as to answer a court order. We never sell your personal information.
Emails from us
We'll email you about your project. We'll only send news or offers if you've agreed to receive them, as Canada's Anti-Spam Legislation (CASL) requires, and every one has a link to unsubscribe.
Cookies and third-party tools
Our site uses a small number of cookies it needs to work, such as keeping you signed in to the contractor hub and remembering your cookie choices. These are always on.
With your permission, we also use Google Analytics to understand how visitors use our site, such as which pages are viewed and whether forms are completed, so we can improve it. Google Analytics sets cookies and receives your IP address and browser details. We don't use these tools until you accept them in our cookie banner, and you can change your choice at any time using the "Manage cookies" link at the bottom of every page. We don't currently use advertising cookies.
Our site also loads fonts from Google and our email sign-up form from Hostinger, so those companies receive your IP address and browser details when you visit.
Keeping it safe
We use reasonable physical, technical and administrative safeguards to protect personal information, such as encrypted connections, limited access and strong passwords. No system is completely secure, so please don't send banking details or other sensitive information through our forms.
If a privacy breach creates a real risk of significant harm to you, we'll tell you and report it to the Privacy Commissioner of Canada, as the law requires.
How long we keep it and where
We keep project and contact information for as long as we need it to serve you and meet our legal and accounting obligations. After that we delete it or make it anonymous. We may use anonymous, combined information, such as typical project sizes by region, that can't identify you.
Our service providers may store information on servers outside Canada, where it may be subject to local laws, including access by courts or government authorities there. We use reasonable safeguards to protect it wherever it's stored.
Children
Our site and services are meant for adults. We don't knowingly collect personal information from anyone under 18. If you think a child has sent us their details, contact us and we'll delete them.
Your rights
You can ask to see the personal information we hold about you, how we've used it and who we've shared it with. You can also ask us to correct it, delete it where the law allows, or stop using it. If you live in Quebec, you can also ask for a copy in a commonly used electronic format.
Email our Privacy Officer and we'll respond within 30 days. We may need to confirm your identity first. Requests are free unless they would be unusually costly, in which case we'll tell you the cost before going ahead. If we can't grant a request, we'll explain why.
If you're not happy with our answer, you can contact the Office of the Privacy Commissioner of Canada or the privacy commissioner in your province, such as the Commission d'accès à l'information in Quebec.
Our Privacy Officer
Our Privacy Officer is Thomas Côté-King, Founder and CEO, who is responsible for how we handle personal information and for answering your questions and requests. You can reach our Privacy Officer by email at info@sportsurfaceking.com, or by mail at:
Thomas Côté-King, Privacy Officer
Sport Surface King
1036 21st Ave E
Vancouver, BC V5V 1S7
Changes to this policy
We may update this policy as our services change. When we do, we'll change the date at the top of this page, and we'll ask for your consent again before using your information in a significantly different way. For the rules on using our site and services, see our Terms of Use and Terms and Conditions.