Customer Privacy Notice
Replay Scout Inc.
Effective date: 7 September 2026
Last reviewed: 7 September 2026
1. About this notice
This notice explains what personal data Replay Scout Inc. ("Replay Scout", "we", "us", or "our") collects when you use the EDGE platform, why we collect it, who can see it, and how long we keep it. It applies to everyone who holds an account: organization administrators, assigners, officials and referees, coaches, assessment officers, treasurers, and the billing contacts who sign in to review invoices and payments.
Athletes are not users of this platform and do not hold accounts. The only information we hold about people who do not sign in is the contact details an organization records for a team's head coach or a venue's contact person, and the emergency contact you choose to give us.
Our Personal Data Protection Policy describes the standards we hold ourselves to when handling any of this. This notice describes the data itself.
2. What we collect
Account and identity
Your name, email address, phone numbers, date of birth, gender, profile photo, and the handle that identifies you across organizations.
Sign-in records
Your IP address, browser and device information, and a record of your sessions and sign-ins. If you sign in with Google or Apple, we receive the basic profile information those services release to us — typically your name, email address, and profile picture. We do not receive or store your password for those services.
Profile and preferences
Any biography, city or region, alternative email address, time zone, language, date format, travel preferences, and notification settings you configure.
Addresses and location
The home and mailing addresses you add, including their geographic coordinates, along with the maximum distance you are willing to travel. Coordinates are used to calculate travel distance between your address and a venue, so that assigners can offer you work that is realistically reachable.
Availability
Your availability windows, calendar blocks and the notes you attach to them, and any personal conflict list you maintain — the teams, venues, divisions, or individuals you have asked not to be assigned alongside, together with any reason you record.
Officiating and participation record
Your certifications and the credential documents you upload, your level of play, the games you have been assigned to and worked, the offers you have accepted, declined, or let expire and the rates derived from them, and any evaluations, crew reports, or incident reports written by or about you.
Payment information
The email address you nominate to receive Interac e-Transfer payments, and your earnings, deductions, remittances, and payment history.
We do not collect bank account numbers, card numbers, or Social Insurance Numbers. We do not hold any government-issued identification, background-check results, or medical records.
Emergency contact
The name, email address, phone number, and relationship of the person you nominate as an emergency contact. Administrators and assigners in the organizations you belong to can see these details, so that somebody can reach your contact if something happens to you while you are working — see Section 4. This is personal data about someone else, so please tell the person you nominated that you have given us their details and who can see them, and share this notice with them.
Optional demographic information
You may choose to tell us whether you identify as Indigenous and which groups you identify with, your visible-minority status, whether you have a disability, and whether you identify as 2SLGBTQ+. This is sensitive personal data, so three things are true of it: every question is optional, every question can be left undeclared or answered "Prefer not to say", and your individual answers are never shown to your organization's administrators. You can change or withdraw any answer at any time in Settings.
Communications
Posts, comments, reactions, poll votes, event registrations, and the record of which posts you have read, together with any files you upload or attach.
Usage and performance data
Page views and performance measurements collected as you use the platform. See Section 6.
Change records
An audit record of changes made in the platform — what changed, who changed it, when, and the IP address and browser used. These records exist so that a disputed assignment, payment, or setting can be traced back to the action that caused it.
3. Why we collect it, and our lawful basis
To provide the service you or your organization signed up for. Creating and securing your account, matching you to games, calculating travel, scheduling, notifying you, producing earnings and invoices, and paying you. Without this data the platform cannot function.
Because we have a legitimate interest in doing so. Keeping the platform secure and available, preventing abuse, diagnosing faults, and understanding how the product is used so that we can improve it. We balance this against your interests, and we do not use it to build a profile of you for advertising.
Because you consented. Optional demographic information, and any communication you choose to opt in to. You can withdraw consent at any time without affecting anything we did before you withdrew.
Because the law requires it. Financial and tax records, and records we are obliged to retain.
We do not make decisions about you by automated means alone. Assignment decisions are made by a person.
4. Who can see it
You. Everything in your own profile and settings, at any time.
Administrators and assigners in the organizations you belong to. Your name and contact details, addresses and travel preferences, availability, certifications and level of play, assignment and earnings history, offer acceptance and decline rates, evaluations, and any private notes or ranking an assigner records about you.
They can also see your emergency contact — the name, relationship, email address and phone number of the person you nominated — so that somebody can reach that person if something happens to you while you are working. No other role can: officials, coaches, treasurers and assessment officers do not see it, whatever else they can see about you.
One thing they cannot see: your demographic answers. Those are restricted to you.
Replay Scout staff. Only where their role requires it, under access controls and confidentiality obligations, for support, security, and operating the service.
Other organizations. If you join another organization, its administrators see your profile in the same way — they do not see your history with organizations they are not part of.
We do not sell personal data, and we do not share it for anyone else's marketing.
5. Service providers
We rely on service providers in the following categories: hosting and infrastructure, database hosting, transactional email delivery, file storage, address lookup and mapping, protection against automated abuse, and security monitoring, error diagnostics, and performance and usage analytics.
Each is bound by a written agreement to process personal data only on our instructions and to protect it to the standard described in our Personal Data Protection Policy. A current list of the providers we use is available on request — write to the address in Section 12.
6. Analytics and performance monitoring
We collect page views and page-performance measurements as you use the platform, so that we can see which parts are slow or failing and fix them. This is done on the basis of our legitimate interest in keeping the service working.
This data does not use advertising cookies, is not used to advertise to you, is not sold or shared for anyone else's marketing, and is not used to build a profile of you across other websites.
7. Where your data is held
Our primary database is hosted in a data-centre region located in Canada. Some of the service providers described in Section 5 — for email delivery, file storage, address lookup, and performance monitoring — process limited personal data in the United States, under the transfer safeguards described in Section 4 of our Personal Data Protection Policy.
8. How long we keep it
We keep your personal data for as long as you hold an account, and afterwards only for as long as we have a reason to.
Closing your account ends your access and removes your profile from the organizations you belonged to. Some records deliberately survive it: the games you officiated, the financial records of what you were paid, and the audit records of changes you made. We keep those because other people's records depend on them, and because tax and financial law requires us to. Retention periods are set out in our Data Retention Policy, and data is securely destroyed or anonymized at the end of them.
9. Your rights
You may ask us for a copy of your personal data, to correct it, to delete it, to receive it in a portable format, to restrict or object to how we use it, or to withdraw consent you previously gave. Section 5 of our Personal Data Protection Policy explains each right in full.
Some of this you can do immediately, without asking us. In Settings you can edit your profile and demographic answers, change your notification preferences, download a copy of your account data, and deactivate or delete your account.
For anything else, use our Data Subject Access Request Form. We respond within one month.
10. Children
The platform is not directed to children. Accounts are issued by invitation to adults acting in a professional or volunteer capacity within a sports organization. We do not knowingly collect personal data from anyone below the age of consent in their jurisdiction. If you believe we have, please contact us using the details in Section 12 and we will delete it.
11. Changes to this notice
We review this notice at least annually, and whenever the platform changes in a way that affects what we collect or why. When we make material changes we update the effective date above and, where appropriate, tell affected individuals.
12. How to contact us
For any question about this notice, or to exercise your rights, contact our Data Protection Officer:
Email: privacy@replayscout.com
Post: Data Protection Officer, Replay Scout Inc., Suite 5100, Bay Adelaide – West Tower, 333 Bay Street, Toronto, Ontario, M5H 2R2, Canada
If you are not satisfied with our response, you may complain to the privacy regulator in your jurisdiction, including the Office of the Privacy Commissioner of Canada, the Commission d'accès à l'information du Québec, or, if you are in the European Economic Area, the supervisory authority in your member state.