Privacy Policy for Tenants

Effective: May 28, 2026Version 1.0Last updated: May 28, 2026

How Fieldday collects and processes data on behalf of organizations.

Effective date: May 28, 2026 Last updated: May 28, 2026

This privacy policy applies to leagues, associations, clubs, and other organizations ("Tenants") that use the Fieldday platform to manage their operations, and to the administrators, staff, and billing contacts associated with those organizations.

If you are a player or participant who registered for a league through Fieldday, please refer to the Fieldday Privacy Policy for Players.

This policy is governed by Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

1. Who we are

Fieldday is operated by KABOOM SG, located in Ontario, Canada. We provide a software platform that organizations use to manage sports leagues and related operations.

Our Privacy Officer can be reached at:

Email: [email protected] (forwards to [email protected])

2. Two relationships in one platform

Fieldday operates as a multi-tenant platform. Your privacy relationship with Fieldday depends on the data being discussed:

Your organization's own information (your business details, administrator accounts, billing contacts) is information Fieldday collects directly from you to provide the Services. We are the responsible organization for this information and this policy governs how we handle it.

Your players' information (data uploaded or collected through your use of the platform) is processed by Fieldday on your behalf. Your organization is the responsible party for that data under PIPEDA. The terms of that processing are set out in the Data Processing Addendum that forms part of your service agreement, and the player-facing privacy policy describes what Fieldday tells your players directly.

This policy covers the first relationship. The DPA covers the second.

3. What we collect from you

We collect only what is needed to onboard your organization, deliver the Services, support you, and meet our legal obligations.

About your organization:

Organization name and legal status
Mailing address and operating location
Industry, size, and use case information collected during onboarding

About your administrators and staff:

Name, email, phone, and role
Account credentials and authentication factors
Access logs and activity within the platform

About your billing contacts:

Name, email, and phone
Billing address
Payment method information (handled by our payment processor; card details are not stored on Fieldday's systems)
Invoice history and payment status

Technical information:

IP address and approximate location of administrator logins
Device, browser, and operating system
Platform usage and feature engagement
Support communications

4. Why we use it

We use the information described above to:

Onboard your organization and provision your account
Authenticate administrators and secure the platform
Provide, maintain, and improve the Services
Bill you and collect payment
Communicate with you about your account, service updates, and material changes
Provide customer support
Send commercial communications about Fieldday products and services, where you have consented
Detect, prevent, and respond to fraud, abuse, and security incidents
Meet legal, regulatory, and tax obligations

We do not use your information to build advertising profiles and we do not sell it.

5. Your consent and communications

By entering into a service agreement with Fieldday and using the Services, you consent to the collection, use, and disclosure of your organization's information as described in this policy.

For commercial electronic messages from Fieldday (product announcements, newsletters, marketing communications), we comply with Canada's Anti-Spam Legislation. Every commercial message includes a clear unsubscribe option. Transactional and account communications (invoices, security notices, service changes) are not subject to opt-out as they are necessary to provide the Services.

6. Who we share it with

We do not sell your information. We share it only in the following circumstances:

Our service providers who help us operate Fieldday. The current list of sub-processors with potential access to Tenant information is maintained at fielddayapp.ca/sub-processors and includes:

Hosting and database infrastructure providers
Payment processing (Stripe)
Email and SMS delivery providers
Customer support tooling
Analytics and product telemetry providers

Each of these providers is contractually required to protect your information and use it only to provide services to Fieldday.

Legal authorities, where required by a court order, subpoena, or other lawful request from a Canadian authority.

Professional advisors, including legal counsel, auditors, and insurers, under appropriate confidentiality obligations.

A successor, in connection with a sale, merger, financing, or similar business transaction. Any successor will be bound by this policy or one substantially similar, and we will notify you in advance of any such transfer where required by law.

7. Where your information is stored

Fieldday's infrastructure is hosted with providers that operate data centres in Canada and the United States. Some of your information may be processed or stored outside Canada and may be subject to the laws of the jurisdiction where it is held, including lawful access by foreign authorities.

We take reasonable contractual and technical measures to ensure your information receives a comparable level of protection wherever it is processed.

8. How we protect it

We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold. These include:

Encryption of information in transit (TLS) and at rest
Multi-factor authentication for administrative access
Role-based access controls and tenant isolation
Logging and monitoring of administrative activity
Documented incident response procedures
Regular review of security practices and sub-processor arrangements
Secure software development practices

No system is perfectly secure. If a breach of security safeguards occurs that affects your information and poses a real risk of significant harm, we will notify you in accordance with PIPEDA and our Data Processing Addendum, and report to the Office of the Privacy Commissioner of Canada as required.

9. How long we keep it

We retain Tenant information only as long as needed for the purposes for which it was collected, or as required by law.

Active accounts: for the duration of your service agreement
Closed accounts: archived for 24 months after termination, then deleted, except where longer retention is required by law
Billing and financial records: retained for seven years as required by Canadian tax legislation
Breach records: retained for 24 months as required by PIPEDA
Marketing contact records: retained until you unsubscribe, then suppressed indefinitely to honour your preference

Player Data processed on your behalf is governed by the retention provisions of the Data Processing Addendum.

10. Your rights

Under PIPEDA, the individuals associated with your organization (administrators, staff, billing contacts) have the right to:

Access the personal information Fieldday holds about them
Correct information that is inaccurate or incomplete
Withdraw consent to our collection, use, or disclosure, subject to legal and contractual limitations
Request deletion of their information, subject to legal exceptions
Receive a copy of their information in a portable format
File a complaint with our Privacy Officer or with the Office of the Privacy Commissioner of Canada

Requests should be directed to [email protected]. We will respond within 30 days, or explain why we need additional time.

For requests relating to Player Data processed on your behalf, see the Data Processing Addendum.

11. Sub-processors

Fieldday engages sub-processors to deliver the Services. A current list is maintained at fielddayapp.ca/sub-processors. Changes to sub-processors with access to Tenant or Player Data are handled in accordance with the Data Processing Addendum, including advance notice and the right to object on reasonable privacy or security grounds.

12. Changes to this policy

We may update this policy from time to time. Material changes will be communicated by email to your designated account contact and through a notice on the platform before they take effect. The "Last updated" date at the top of this policy indicates when it was most recently revised.

Continued use of the Services after a material change constitutes acceptance of the updated policy, subject to any contrary provisions in your service agreement.

13. Contact

Fieldday Privacy Officer KABOOM SG Email: [email protected]

Office of the Privacy Commissioner of Canada 30 Victoria Street Gatineau, Quebec K1A 1H3 Toll-free: 1-800-282-1376 Web: priv.gc.ca