Effective Date: 8 September, 2026

Last Updated: 8 September, 2026

Okanagan Sports Festival ("Okanagan Sports Festival," "we," "us," or "our") respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy describes how we collect, use, disclose, retain, and protect personal information when you visit our website, register for or participate in an event, contact us, or interact with us in connection with our events, programs, sponsorships, vendor opportunities, partnerships, or other services.

By using our website or voluntarily providing personal information to us, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal information as described herein, except where consent is not required or permitted by applicable law.

1. Information We Collect

We collect only information that is reasonably necessary for the purposes described in this Privacy Policy.

Depending on how you interact with us, we may collect:

Contact Information

• First and last name

• Email address

• Telephone or mobile number

• City, province, and mailing address where required

Event and Participation Information

• Sport and event preferences

• Skill level or playing category

• Registration and participation information

• Team, partner, or division information

• Information necessary to administer an event

Vendor, Sponsor, and Partner Information

• Business or organization name

• Contact information

• Information relating to sponsorship, vendor, partnership, or volunteer applications

Payment Information

Where payments are processed through a third-party payment provider, payment information may be collected and processed directly by that provider. We do not knowingly collect or store complete credit card numbers or other sensitive payment credentials on our own systems.

Technical and Usage Information

When you visit our website, certain information may be collected automatically through cookies, analytics tools, or similar technologies, including:

• IP address

• Browser and device information

• Operating system

• Referring website

• Pages viewed and interactions with our website

• General website usage information

2. How We Use Your Information

We may collect, use, and disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances, including:

• Processing event registrations and applications;

• Administering and operating events;

• Communicating event schedules, changes, cancellations, and other important event information;

• Managing participants, teams, divisions, vendors, sponsors, volunteers, and partners;

• Responding to inquiries and requests;

• Processing payments through authorized third-party payment providers;

• Managing our customer and participant records;

• Understanding participant interests and preferences;

• Improving our events, website, services, and future offerings;

• Sending information about future events, promotions, newsletters, and other commercial communications where legally permitted and where the required consent has been obtained;

• Maintaining business, accounting, tax, insurance, legal, and regulatory records; and

• Complying with applicable laws, regulations, court orders, or other legal obligations.

We will not use personal information for materially different purposes without obtaining additional consent where required by applicable law.

3. Marketing Communications

If you choose to subscribe to our mailing list or otherwise provide consent to receive commercial electronic messages, we may send you information about upcoming events, registration opportunities, promotions, community activities, and related offerings.

Commercial electronic messages will be sent in accordance with applicable Canadian law, including Canada's Anti-Spam Legislation ("CASL").

You may withdraw your consent to receive marketing communications at any time by using the unsubscribe mechanism included in our electronic communications or by contacting us directly.

Withdrawing consent to marketing communications will not affect your ability to receive communications that are necessary to administer an event for which you have registered.

4. Consent

We generally collect, use, and disclose personal information with your knowledge and consent, except where collection, use, or disclosure without consent is permitted or required by applicable law.

You may withdraw consent to the collection, use, or disclosure of your personal information by contacting us. Withdrawal of consent may be subject to legal, contractual, administrative, or other reasonable restrictions.

Please note that withdrawing consent may affect our ability to provide certain services or administer an event where the information is reasonably necessary for those purposes.

5. Disclosure To Third Parties

We do not sell, rent, or trade personal information.

We may disclose personal information to service providers and other third parties where reasonably necessary to operate our business and events. These may include providers of:

• Website hosting and website management;

• Event registration and ticketing;

• Payment processing;

• Customer relationship management (CRM);

• Email and communications services;

• Cloud storage and information technology;

• Event operations and logistics; and

• Professional, legal, accounting, insurance, or other business services.

We expect service providers acting on our behalf to use personal information only for the purposes for which it was provided and in accordance with applicable privacy and security requirements.

Some service providers may store or process information outside British Columbia or Canada. Where this occurs, information may be subject to the laws of the jurisdiction in which it is stored or processed.

We may also disclose personal information where required or permitted by law, including in response to legal proceedings, court orders, regulatory requirements, or requests from law enforcement or other authorized authorities.

6. Cookies and Analytics

Our website may use cookies, pixels, analytics services, and similar technologies to understand how visitors use our website, improve functionality, measure marketing effectiveness, and improve the user experience.

You may be able to manage or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of portions of our website.

7. Photographs, Video, and Event Content

Our events may be photographed, filmed, or otherwise recorded for purposes including event documentation, promotion, marketing, social media, website content, and future event communications.

Where required, we will obtain appropriate consent for the collection and use of identifiable photographs or recordings.

If you do not wish to appear in promotional photographs or recordings, please contact us or follow any event-specific opt-out process provided at registration or at the event.

Event-specific photography, video, or media notices may provide additional information or requirements.

8. Information Relating To Minors

Our events may have age restrictions or specific requirements regarding participation by minors.

Where an event permits participation by individuals under the applicable age of majority, we may require consent or authorization from a parent or legal guardian and may collect information reasonably necessary to administer the event.

We do not knowingly request unnecessary personal information from children.

9. Data Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, to administer our business and events, to maintain appropriate business and financial records, to resolve disputes, or to comply with legal, accounting, insurance, or regulatory requirements.

When personal information is no longer reasonably required, we will take reasonable steps to securely delete, destroy, or anonymize it, subject to applicable legal or operational requirements.

10. Security

We take reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or destruction.

However, no method of transmission, electronic storage, or security system can be guaranteed to be completely secure. Accordingly, we cannot guarantee that information transmitted to or stored by us will always be completely secure.

11. Access and Correction

Subject to applicable law, you may request access to personal information we hold about you and request correction of information that is inaccurate or incomplete.

We may require sufficient information to verify your identity before processing an access or correction request.

12. Requests for Deletion

You may request that we delete personal information that we no longer reasonably require, subject to applicable legal, contractual, accounting, insurance, or other legitimate requirements that may require us to retain certain information.

Deleting your information may affect our ability to provide certain services or maintain records relating to an event in which you participated.

13. Third-Party Websites and Services

Our website or communications may contain links to third-party websites, registration platforms, payment providers, social media platforms, or other external services.

We are not responsible for the privacy practices, security, content, or policies of third parties. Your use of third-party websites and services is subject to their own terms and privacy policies.

We encourage you to review the privacy policies of third-party services before providing them with personal information.

14. Event-Specific Terms and Waivers

Participation in our events may be subject to separate registration terms, participant agreements, waivers, releases, rules, codes of conduct, or other event-specific requirements.

Those documents may contain additional provisions relating to participation, health and safety, assumption of risk, photographs and recordings, cancellations, refunds, property, conduct, and other matters.

Nothing in this Privacy Policy is intended to replace or modify any applicable event terms, waiver, release, or participant agreement.

15. Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, services, technology, legal requirements, or other circumstances.

The updated version will be posted on our website with a revised "Last Updated" date. Where required by law, we will provide additional notice or obtain additional consent.

16. Contact Us

If you have questions about this Privacy Policy, wish to make an access or correction request, withdraw consent, or have concerns about how your personal information is handled, please contact us:

Okanagan Sports Festival
Attention: Privacy Officer / Director
Kelowna, British Columbia, Canada
Email: info@mteventprod.com