Effective Date: January 29^th, 2026

1. Introduction
Welcome to ActivPass, the official App for the ActivPass program. This program is provided in partnership by Kingston Gets Active and the South East Health Unit (going forward “We”, “Our” “Us”).We’re collecting some information about you in accordance with the Municipal Freedom of Information and Protection of Privacy Act, RSO 1990, c.M56.

We’ll use it to connect recreation facilities and their programs with students – that’s you! We care about your privacy and want to keep your personal information safe. This Privacy Policy explains what information we collect, how we use it, and how we protect it while you use our App.

2. The Info We Collect from You
Here are some of the info We might collect about you:

·       Personal Info: When you register to use Our App, We will collect your name, date of birth, email address, phone number, and the name of your school.

·       App Data: We may also collect information about how you use the App, like what pages you visited, what features you used, and how much time you spent on the App.

·       Device Info: We may collect details about the device you used to access the App, like the type of phone or tablet your using, its operating system, and the unique device identifiers.

·       Location Info (Only if you allow it): By default, location based features are off in the App. If you choose to turn it on, We may use your location to offer features based on where you are and make the ActivPass program better.

Whenever we can, we remove or hide (anonymize or de-identify) details that could identify you. This way, the information isn’t linked to you, helping to keep it safe.

3. How We Use Your Info
We use the info we collect from you to:

·       Run and improve the App to make it work better for you.

·       Personalize your experience and show you content that matches your interests.

·       We may also, communicate with you in ActivPass regarding updates.

·       Monitor how much you use the App and study the patterns to make the ActivPass program better.  

·       Make sure that everyone using the App is following the law and following the Terms of Use.  

4. Who We Share Your Info With
We will not sell any of your personal info. However, we may share your info with:

·       Service Providers: Our app developer who assists in making the app work. The app developer will protect your personal info in accordance with Ontario privacy legislation.

·       To Follow the Law: If We are required by law, We might share your information to comply with legal obligations or protect and keep Our App users safe.

·       If Our Organization Changes: If We join with another organization, your information might be shared as part of the deal.

5. How Long We Keep Your Data For

We will keep your personal info for 5 years after the date you register to use Our App. This retention period supports program evaluation, usage tracking, and compliance with legal and funding obligations. However, We may keep certain information longer if we need it to provide Our Service, follow the law, or follow agreements. We may also keep info where details have been removed or hidden (anonymized or de-identified info) indefinitely.

6. How We Keep Your Info Safe
We use tools and systems like encryption to protect your personal info. But, no internet or online storage is 100% safe. We will do Our best to keep your info safe, but we can’t promise it will always be safe.

7. Your Choices & Rights
You have the right to:

See, change or delete your personal info

You can check the personal info you shared with Us by logging into the App and looking at your Profile (under the “Home” tab)

You, or your parent/guardian can also reach out to [email protected] to see all the information We have about you from the App. These requests must be made in writing to the email under “Contact Us” below. You may ask that we give you copies in a specific format and we will always try our best to use the format you asked for, unless we cannot practicably do so. You can also ask for a copy of this Privacy Policy. 

If You think that the info We have on you is wrong, You can ask Us to correct it. This request must be made in writing, and it must explain why the information should be changed. Sometimes, We may not be able to approve your request. If that happens, We’ll explain why in writing, within 30 days, unless We need more time (in which case We’ll let you know about the extra time We need).  You can also request that Your personal info be deleted, if we don’t need it anymore for the reason We collected it, We don’t need it any more to follow the law, or follow agreements. This request can also be made in writing to us at [email protected].

If you don’t want to use the App anymore, you can also delete the App by clicking on [X] in your account page.

Enable location tracking through your device settings.

You can decide whether or not to turn on the location settings and share your location with Us/the App. It is turned off by default to minimize the info We collect about You. You can also turn it on, and then later decide to turn it off.

To exercise any of these rights, please contact us [email protected].

8. Children’s Privacy
This App is not intended for children under the age of 13. Users under the age of 18 must have consent from a parent or legal guardian to use the App.

If We find out that We collected personal info from someone under the age of 13, We will take all the steps we can to delete it.

9. Other Links
This App contains links to other websites or services. If you decide to go to those websites, We think it would be a good idea for you or your parent / guardian to read their privacy policy before agreeing to them, or giving out any personal info. We are not responsible for the privacy practices of these external sites.

10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted in the App with the updated “Effective Date”. You will be asked to read and re-consent (or ask your parent / guardian to help you) to any updates before you can continue to use the App.  

11. Contact Us
If you have any questions about this Privacy Policy, would like to submit a complaint, or want to ask for more info about Our privacy practices, please contact Us at:

South East Health Unit
221 Portsmouth Avenue, Kingston, Ontario, Canada K7M 1V5
Email: [email protected]
Phone Number:  613-548-5860