This policy explains what personal information VRGUARD collects, why we collect it, how we use it, and what rights you have over it. We operate in Canada and our handling of personal information is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.
We collect only what we need to run your booking, answer your questions, and keep the website working. We don't sell your information. We don't run advertising trackers. You can ask us what we hold and ask us to delete it at any time.
1. Scope & controller
This policy applies to vrguard.ca and to any booking, email enquiry, or in-person visit to our facility. The data controller is VRGUARD, a Canadian small business. For any privacy question, email info@vrguard.ca.
2. What we collect
We collect three categories of information.
Information you give us. When you submit the booking form, request information by email, or talk to us in person, we collect what you choose to share. Typical examples: your name, email, phone, preferred date and time, number of players, and any notes about preferences or accessibility.
Information collected automatically. When you visit vrguard.ca, our web server logs basic technical data — your IP address (truncated), browser, device type, the pages you viewed, and the time of your visit. We use this only to operate the site, debug problems, and produce aggregate (non-identifying) traffic statistics.
Information from third parties. None. We do not buy, rent, or receive personal information about you from data brokers or advertising networks.
3. Why we collect it
We collect information for specific, limited purposes, consistent with PIPEDA's principle of purpose limitation:
- To respond to your booking or enquiry.
- To run the session safely (knowing who is on site, age-appropriate content selection, accessibility considerations).
- To send you the booking confirmation and any operational messages (rescheduling, payment).
- To keep basic records required by Canadian tax and consumer law.
- To maintain and improve the website.
We do not use your information for marketing automation, behavioural profiling, targeted advertising, or any form of automated decision-making that produces legal effects on you.
4. Who we share it with
We share information only when necessary to operate, and only the minimum required:
- Email & booking infrastructure — a Canadian email service provider and form-handling service process your booking so we can reply.
- Payment processors — if you pay by card, the transaction is handled by a PCI-DSS-compliant processor. We don't store your card number.
- Legal & tax obligations — if compelled by a valid Canadian legal process, or to meet tax record-keeping requirements.
We never sell, rent, or trade your information. We don't share it with advertising networks. We don't share it with social media platforms.
5. How long we keep it
Booking records are kept for the duration of any legal retention period (typically seven years for Canadian tax records), then deleted. Email enquiries that don't lead to a booking are kept for up to two years, then deleted. Server logs are retained for up to 90 days.
6. Your rights under PIPEDA
Under Canadian privacy law you have the right to:
- Access — request a copy of the personal information we hold about you.
- Correction — request that we correct anything wrong or out of date.
- Withdrawal of consent — where we rely on your consent, you can withdraw it at any time, subject to legal or contractual restrictions.
- Complaint — challenge our compliance with PIPEDA.
To exercise any of these rights, email info@vrguard.ca. We respond within 30 days, consistent with PIPEDA's requirements. Identity verification is required for access requests — we'll explain what's needed when you ask.
7. How we protect it
We use industry-standard safeguards: HTTPS for the website, encrypted-at-rest storage for booking data, access limited to staff who need it, and regular review of who has access. No system is perfectly secure, but we follow the safeguards required by PIPEDA's Schedule 1.
8. Children's information
Children under 8 are not permitted at VRGUARD. For minors aged 8 and above, we collect only the information a parent or guardian provides at booking — we don't market to children, run analytics on child users, or hold child profiles.
9. International transfers
Our primary data storage is in Canada. Some service providers (for example, web fonts loaded from Google Fonts) may process requests outside Canada. Where this happens, we use providers that maintain adequate safeguards consistent with PIPEDA's principles.
10. Changes to this policy
We may update this policy occasionally. The "last updated" date at the top will always reflect the current version. Material changes that affect how we handle existing data will be communicated by email where we have your address.
11. Complaints & supervisory authority
If you have a privacy complaint, please contact us first — we take it seriously and will investigate. If you're unsatisfied with our response, you have the right to complain to the Office of the Privacy Commissioner of Canada:
- Website: priv.gc.ca
- Phone: 1-800-282-1376
- Mail: 30 Victoria Street, Gatineau, Quebec K1A 1H3
12. Contact
Privacy questions, access requests, anything at all: info@vrguard.ca.