Privacy Policy

Effective date: July 17, 2026 · Last updated: July 17, 2026

Arena Festival Inc. ("Arena Festival", "we", "us", "our") respects your privacy and is committed to protecting your personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario's applicable privacy laws. This policy explains what we collect, why we collect it, how we use and share it, and the rights you have.

1. Who we are

Arena Festival Inc. is a Canadian multi-sport event organizer based in Ontario. Questions about this policy or your personal information can be directed to our Privacy Officer at supports@arenafestival.ca.

2. Information we collect

When you register as a participant, we collect:

• Identity information: full name, date of birth, government-issued photo ID
• Contact information: email, phone number, home address
• Emergency contact name, relationship, and phone number
• Medical disclosures you voluntarily provide (conditions, allergies, injuries)
• Parent or legal guardian information when the participant is under 18
• Your electronic signature, the timestamp, IP address, and browser/device identifier at time of signing
• Any messages you send through our contact form

When you attend, compete in, or appear at an Arena Festival event, we also collect photographs, video, audio recordings, and livestream footage that may include your name, image, voice, likeness, and participant number.

3. Why we collect it

• Participant identity verification and event registration
• Safety, medical response, and insurance compliance
• Maintaining a legal waiver record and audit trail
• Event operations, scheduling, and communications
• Live broadcast, recording, and promotional media for the Festival and its sponsors

4. Legal basis

We rely on your express consent — captured in the waiver, media release, and on-camera acknowledgement you sign during registration — as well as our legitimate interest in operating a safe and secure event.

5. Sharing your information

We do not sell your personal information. We share it only:

• With medical responders and event officials during emergencies
• With broadcast partners, streaming platforms, and sponsors for the media uses you consented to
• With service providers who help us run the event (secure hosting, email delivery), under confidentiality
• When required by law, subpoena, or a legitimate public-safety request

6. On-camera footage

Arena Festival events are filmed, livestreamed, photographed, and broadcast. Participants explicitly acknowledge and consent to on-camera capture during registration. Footage may be used across broadcast, video-on-demand, social media, sponsor material, and archives. Once footage has been livestreamed, published, or broadcast, it cannot be recalled from third-party platforms or from copies already in circulation. Participants who do not consent to being on camera cannot compete but may attend as spectators in designated non-filmed areas.

7. Storage, security, and retention

Personal information is stored on encrypted, access-controlled infrastructure hosted in Canada and the United States. Row-level security policies restrict access to authorized administrators only. Signed waivers are retained for seven (7) years to align with the Ontario limitation period for personal injury claims. Government ID images are retained only until identity verification is complete and are then deleted. Event footage is retained per our broadcast archive policy.

8. Your rights

Under PIPEDA and applicable Ontario law you have the right to:

• Access the personal information we hold about you
• Ask us to correct inaccurate information
• Withdraw future consent (subject to legal and contractual obligations)
• Request deletion of your account information (subject to our waiver retention obligations)

To exercise these rights, email supports@arenafestival.ca from the address on your registration. If you are dissatisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca).

9. Children under 18

Participants under the age of 18 must have a parent or legal guardian complete and sign the guardian consent section during registration. The guardian's name, relationship, contact details, and electronic signature are recorded alongside the minor's registration.

10. Cookies and analytics

Our site uses a minimal set of cookies required for authentication sessions and language preference. We do not use advertising cookies or third-party behavioral tracking.

11. International transfers

Our hosting and email providers may process data in Canada or the United States. By using the site you consent to this cross-border processing under equivalent contractual protections.

12. Changes

We may update this policy from time to time. Material changes will be reflected by updating the "last updated" date at the top and, where appropriate, by notifying registered participants by email.

13. Contact

Privacy Officer, Arena Festival Inc. — supports@arenafestival.ca