Privacy Policy

1. Scope

This policy explains how Club Pong collects, uses, communicates, stores, protects and disposes of personal information in connection with:

• our facility: visits, table rentals, open play, events, memberships, guest access and security;
• our digital services: the Club Pong website at www.club-pong.com and any booking, account, payment or member portal used for Club Pong services;
• our communications: email, telephone, text messages, customer support, surveys and promotional communications; and
• our records: waivers, consent records, incident reports and legally required business records. A third-party site, app or payment service may also have its own privacy policy. Club Pong remains responsible for personal information in its custody or control, including information processed by a service provider on its behalf, subject to applicable law.

2. Accountability and Privacy Officer

The person exercising the highest authority at Club Pong is responsible for the protection of personal information unless that function is delegated in writing. The Privacy Officer oversees this policy, privacy requests, complaints, privacy impact assessments and confidentiality-incident response. PRIVACY OFFICER Privacy Officer, Club Pong Inc. Mailing address: 3751 Wellington Street, Verdun, Québec H4G 1V1, Canada. Telephone: (514) 927-3751. Email: Info@club-pong.com. Questions, privacy requests and complaints should be directed to the Privacy Officer of Club Pong Inc, by email, mail or telephone using the contact details above. Club Pong may verify identity before granting access to personal information.

3. Personal information we collect

“Personal information” means information about an identifiable individual. The information Club Pong handles depends on how a person uses the services. Category Examples Typical purposes Identity and contact Name, email, phone, address, age or date-of-birth range where needed; parent or guardian details Account setup, eligibility, communication, customer service Account and access Login identifier, account status, access credentials or codes, preference settings Authentication, facility access, fraud and misuse prevention Membership and booking Plan, start/end dates, reservations, attendance, cancellations, guests, open-play activity Administer membership limits, benefits, bookings and access Transactions Purchases, amounts, taxes, refunds, payment status and limited processor-supplied details Payment, receipts, accounting, disputes and fraud prevention Waivers and consents Acceptance status, date and time, adult/guardian authority, communication and media choices Document agreements, permissions and legal compliance Communications Messages, requests, complaints, survey responses and call notes Support, issue resolution, service improvement Safety and incidents Security footage, access records, incident details and witness information Safety, security, loss prevention and claims handling Technical information IP address, device/browser details, logs, cookie choices and interactions Security, diagnostics, essential functions and consented analytics

4. How we collect information

Club Pong may collect personal information:

• directly from you, when you create an account, purchase a membership, book a table, visit the facility, sign a waiver, contact us, complete a survey, enter a promotion or make a payment;
• from a parent, tutor or authorized organizer, when that person books, registers or provides consent for a participant;
• through service providers, such as booking, payment, communications, security, hosting and technical-support providers;
• automatically through technology, including essential cookies, server logs and security tools, and non-essential analytics only after any consent required by law; and
• through security cameras, when a person enters an area under video surveillance. Club Pong will identify the purposes and means of collection at or before collection when required.

5. Why we use personal information

Club Pong may use personal information for the following legitimate and disclosed purposes:

• provide services: create and administer accounts, memberships, reservations, rentals, open play, events, guest privileges and facility access;
• process transactions: calculate charges and taxes, process payments and refunds, issue receipts, maintain accounting records and resolve billing concerns;
• operate safely: manage capacity and access, enforce club rules, respond to incidents and emergencies, protect people and property, and investigate suspected fraud or misuse;
• communicate: send booking confirmations, cancellations, operational notices, policy updates, service messages and responses to requests;
• improve the service: troubleshoot technology, understand aggregate use, train personnel, and improve facility operations without using personal information beyond what is necessary;
• market with choice: send promotions only with the consent required by law and stop when the recipient unsubscribes or withdraws consent; and
• meet legal obligations: maintain required records, manage disputes, enforce agreements, protect legal rights, respond to lawful demands, and support a business transaction where lawful safeguards apply. Club Pong will not use personal information for a new incompatible purpose without obtaining any additional consent required by law.

6. Consent and choices

Consent must be clear, free and informed, requested for specific purposes, and valid only for the period needed to achieve those purposes. Where written consent is required, the request should be presented separately from unrelated information. Express consent will be obtained where required for sensitive personal information. Some information is necessary to provide a requested service—for example, contact information for a reservation and transaction information for payment. If a person refuses information that is necessary, Club Pong may be unable to provide that service. Optional uses, such as promotional email or identifiable marketing photos and videos, must not be bundled into access to the core service. Consent may be withdrawn by contacting the Privacy Officer or using an available preference control. Withdrawal does not invalidate prior lawful processing and may be subject to legal or contractual limits. Club Pong will explain material consequences before completing the withdrawal request.

7. When we communicate personal information

Club Pong does not sell or rent personal information. It may communicate information only as permitted by law and only to the extent necessary for the relevant purpose, including to:

• authorized personnel, whose duties require access;
• service providers, for booking, account administration, payment processing, hosting, email or text delivery, customer support, analytics approved by consent, cybersecurity, video-security systems, document storage and professional services;
• payment providers and financial institutions, to process, reverse or investigate transactions;
• insurers, legal advisers, accountants and auditors, for professional advice, claims, compliance and business records;
• public authorities, courts or emergency responders, when required or permitted by law, including to protect life, health or safety; and
• a purchaser, lender or transaction adviser, in a proposed or completed financing, restructuring, sale or transfer, subject to confidentiality and lawful-use restrictions. Service providers must be bound by appropriate contractual and security obligations, use the information only for authorized purposes, and return or securely destroy it when the mandate ends, subject to lawful retention. All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.

8. Information outside Québec

Some providers may store or process personal information outside Québec, where it may be subject to the laws and lawful access regimes of another jurisdiction. Before communicating personal information outside Québec, Club Pong will conduct the privacy impact assessment required by law and use contractual, technical and organizational safeguards appropriate to the sensitivity, purpose, quantity, distribution and storage of the information.

9. Payments

Payment card information may be collected directly by a third-party payment provider rather than stored by Club Pong. Club Pong may receive transaction identifiers, payment status, limited card descriptors and fraud-prevention results from that provider. The payment page must clearly identify the provider and link to its privacy terms before a customer submits payment information. When a payment card is kept in your account, the payment provider securely stores it on file so that Club Pong can process the charges authorized under the Terms of Service, including reservations and, where applicable, documented charges for damage, extraordinary cleaning or infractions. Club Pong does not itself receive or store your full card number or security code.

10. Video surveillance and media

Security cameras Security cameras may operate in the facility to deter and investigate theft, unauthorized access, property damage and safety incidents, and to protect customers, guests, staff and Club Pong property. Clear signs should identify monitored areas before entry. Cameras are intended for public and playing areas and must not be placed where a person reasonably expects heightened privacy, such as a washroom or changing area. Access to recordings is restricted to authorized people and providers who require it for security, incident response, legal claims or lawful disclosure. Security recordings are not used for advertising or promotion. Promotional photos and video Club Pong will obtain separate, appropriate consent before using an identifiable photo or video of a customer or a minor for advertising, social media or other promotional purposes. Refusing promotional-media consent does not prevent a person from using ordinary Club Pong services. Consent can be withdrawn for future uses, subject to practical and legal limits that Club Pong will explain.

11. Cookies and similar technologies

The website or booking service may use cookies, software development kits, pixels, local storage and similar technologies. Strictly necessary technologies may operate to provide security, authentication, payments, load balancing and requested features. Non-essential analytics, advertising, location or profiling functions must be inactive by default unless and until the user makes an informed choice where required by law. Browser controls may also limit cookies, but disabling necessary functions can affect account or booking features.

12. Identification, location, profiling and automated decisions

If Club Pong introduces technology that identifies, locates or profiles a person, it will disclose that use and the available controls at or before collection. If Club Pong makes a decision based exclusively on automated processing that produces effects for a person, it will give the notices, explanations and opportunity to submit observations required by law.

13. Retention, destruction and anonymization

Club Pong retains personal information only for as long as necessary to fulfill the disclosed purposes and any legal, tax, accounting, insurance, limitation-period, safety or dispute-resolution requirements. Retention is governed by a written schedule that considers the sensitivity of the information, the reason it is held, legal obligations and the risks of continued retention. When information is no longer required, Club Pong securely destroys it or, where legally permitted and genuinely useful for a serious and legitimate purpose, anonymizes it using methods that meet Québec requirements. De-identified information that can still be linked to a person remains protected as personal information. Record group Retention rule Account, membership and booking Keep through the active relationship, then for the approved period needed for disputes, reporting and legal obligations. Transactions and tax records Keep for the period required by applicable tax, accounting and commercial laws. Waivers and incident files Keep under the approved legal-hold and limitation-period schedule, with special review for records involving minors. Security video Use the shortest practical routine period; preserve a relevant clip longer only for an incident, investigation, claim or legal requirement. Marketing choices Keep the consent or unsubscribe record as long as needed to honour and prove the person’s choice. Technical logs Keep only for the approved security and troubleshooting period, then delete or lawfully anonymize.

14. Security safeguards

Club Pong uses reasonable administrative, technical and physical safeguards appropriate to the sensitivity, purpose, amount, distribution and format of the information. Safeguards may include role-based access, confidentiality commitments, staff training, secure authentication, encryption where appropriate, vendor review, backups, logging, physical controls and secure destruction. No method of storage or transmission is completely secure. Club Pong therefore reviews risks, limits access to people who need the information, and updates safeguards as its systems and operations change. Customers should keep account credentials confidential and report suspected account misuse promptly.

15. Minors

Club Pong serves families and may handle personal information about minors. Collection, use and communication must be limited to what is reasonably necessary for participation, booking, safety and legal purposes. Consent concerning a minor under 14 must be obtained from the holder of parental authority or tutor, unless collection is clearly for the minor’s benefit as permitted by law. For a minor aged 14 or older, consent is handled in accordance with applicable law and the nature of the activity. Accounts and bookings for younger participants should be created or controlled by an adult where appropriate. Club Pong will not use an identifiable image or recording of a minor for promotion without separate, appropriate consent.

16. Your privacy rights

Subject to identity verification and legal exceptions, a person may ask Club Pong to:

• confirm and provide access to personal information held about them and explain how it is used or communicated;
• correct information that is inaccurate, incomplete or equivocal;
• provide eligible computerized information collected from the applicant in a structured, commonly used technological format, and send it to another authorized person where the law requires and serious practical difficulties do not prevent it;
• withdraw consent for future use or communication where consent is the legal basis;
• stop promotional messages through the unsubscribe method provided or a request to the Privacy Officer;
• request deletion, cessation of dissemination, re-indexing or de-indexing where the legal conditions are met; and
• make a complaint about Club Pong’s handling of personal information. Requests must be sent in writing to the Privacy Officer using the published contact details. Club Pong will respond within the time required by law. If a request is refused in whole or in part, Club Pong will provide the reasons and available recourse as required. A person may also contact the Commission d’accès à l’information du Québec.

17. Confidentiality incidents

A confidentiality incident includes unauthorized access, use or communication of personal information, loss of personal information, or another breach of its protection. Club Pong will take reasonable measures to reduce the risk of injury and prevent recurrence, document the incident, and notify the Commission d’accès à l’information and affected people where the incident presents a risk of serious injury, as required by law. A suspected incident should be reported immediately to the Privacy Officer using the published contact details.

18. Changes to this policy

Club Pong may update this policy when its services, technology, providers or legal obligations change. The current version should always show its effective date. Material changes will be brought to users’ attention through an appropriate channel before or when they take effect, and additional consent will be obtained where required.

19. Contact and complaints

Send questions, rights requests and complaints to the Club Pong Privacy Officer. Club Pong will acknowledge the request, verify identity where appropriate, investigate fairly, and explain its response and any available recourse. PRIVACY OFFICER CONTACT Privacy Officer, Club Pong Inc. Mailing address: 3751 Wellington Street, Verdun, Québec H4G 1V1, Canada. Telephone: (514) 927-3751. Email: Info@club-pong.com.