Nibi Privacy Policy
Privacy Policy for Nibi
Effective Date: September 28, 2026
Nibi is a club management and registration platform built by the Ottawa River Canoe Club. This Privacy Policy describes how Nibi collects, uses, and protects your personal information when you use the platform (nibiclub.ca) to interact with the Ottawa River Canoe Club or any other participating sports club or organization (your "Host Club") that uses our software as a service.
Under applicable Canadian privacy laws, including PIPEDA, your Host Club acts as the primary custodian of your data, while Nibi acts as the technology provider facilitating the secure collection and processing of that information on their behalf.
Information Collection
When you use Nibi, we collect information necessary to facilitate your family's participation in your Host Club's activities and maintain safe operations. This includes:
- Account and Profile Data: Names, email addresses, phone numbers, and emergency contact information for you and your household members.
- Registration and Operational Data: Program enrollments, volunteer shift sign-ups, hours tracked, and attendance records specific to your Host Club.
- Legal and Safety Records: Digitally signed liability waivers, acknowledgement of Club policies, and necessary health or accommodation notes required for safe participation in activities.
- Financial Data: Invoice history, expense claims, and multi-pass credit balances. Payment processing is handled securely by third-party processors; Nibi does not store full credit card numbers on our servers.
Data Usage & Processing
Your data is used strictly for the administration and operation of the Host Club you are registering with. We process this information to help your Host Club:
- Manage and communicate regarding camps, competitive programs, lessons, and events.
- Process payments, issue receipts, and manage outstanding invoices.
- Ensure safety and liability compliance through verified waivers and accessible emergency contacts.
- Facilitate volunteer programs, including tracking hours and organizing event logistics.
- Provide necessary technical support and send automated operational emails (such as registration confirmations and password resets).
Nibi will never sell your personal information or cross-reference your data between different Host Clubs without your explicit consent.
Third-Party Integrations & Security
We utilize secure, industry-standard infrastructure to operate Nibi and protect your data. Your information is stored in secure cloud databases with strict access controls. To deliver specific functionalities, Nibi integrates with trusted third-party service providers:
- Authentication Providers: Services like Google OAuth are used to verify your identity and allow secure sign-in without requiring separate passwords.
- Financial and Accounting Systems: We share necessary billing details with secure payment gateways and accounting software to process transactions and reconcile your Host Club's finances.
- Infrastructure: Nibi operates on modern cloud hosting and database platforms that employ end-to-end encryption for data in transit and at rest.
User Rights & Contact
You maintain the right to access, update, or request the deletion of your personal data stored on the Nibi platform, subject to your Host Club's legal obligations to retain certain records (such as signed liability waivers and financial transactions). You can manage your household profiles, update contact information, and view your active memberships directly through the Client Portal.
To exercise your data privacy rights, please contact the administration team of your specific Host Club. If you have technical questions about this privacy policy or the Nibi platform itself, please contact our platform administration team at manager@orcc.ca.