Policies

Definitions

The following capitalised terms have the meanings set out below wherever they appear in these Policies. Where a term is not defined here, it carries its ordinary meaning in plain English or, if a legal term, its ordinary meaning under the laws of the Province of Ontario, Canada.

League / MYFC

Muslim Youths FC, an incorporated not-for-profit youth soccer league based in Hamilton, Ontario, together with its directors, officers, employees, coaches, volunteers, agents, and contractors acting within the scope of their MYFC duties.

Program

The current season of league activities, including all scheduled matches, training sessions, division events, and any ancillary activities organised under the MYFC name.

Participant / Player

A registered minor child whose registration has been processed through the MYFC website and whose Guardian has acknowledged these Policies.

Guardian

The parent or other legal guardian of the Participant who completes the registration form, agrees to these Policies on behalf of the Participant, and provides any required payment.

First Match

The first scheduled match of the Program for the Participant's assigned division, as published on the MYFC website and confirmed in the onboarding email distributed prior to the season.

These Policies

This document in its entirety, including the Cancellation, Assumption of Risk, Code of Conduct, Release of Liability, Photo Release, and Privacy sections, as amended from time to time.

Effective Date

The date appearing in the Last Updated stamp at the top of this page. The version of these Policies in effect on the date of registration governs that registration.

1. Cancellation & Refunds

This section sets out the circumstances under which a Guardian may cancel a registration, the refund or credit available upon cancellation, the procedure for requesting a cancellation, and the rules governing missed activities, league-initiated cancellations, payment-plan terminations, and disputes.

1.1Cancellation by the Guardian

A Guardian may cancel a Participant's registration at any time prior to the date of the First Match. The financial outcome of a cancellation depends on when the cancellation request is received by the League, calculated relative to the First Match for that Participant's division.

1.2Refund Window

If a written cancellation request is received by the League more than fourteen (14) calendar days before the First Match, the Guardian is entitled to a refund of fees paid, less a non-refundable administrative fee of $50.00 per Participant. The administrative fee covers the League's processing costs and the operational impact of mid-season roster changes.

1.3No-Refund Window

If a written cancellation request is received within fourteen (14) calendar days of the First Match, or at any time on or after the First Match, no refund and no credit will be issued, regardless of the reason for cancellation. The League is unable to refill rosters at that point in the season and has already committed resources (referees, venue bookings, equipment) to the Participant's place.

1.4Cancellation Procedure

To cancel, the Guardian must send a written cancellation request from the email address on the registration to contact@myfootballclub.ca, including: (a) the full name of the Participant; (b) the registration reference code provided in the registration confirmation email; and (c) the reason for cancellation (optional but appreciated for the League's planning). The cancellation is deemed received on the date and time the email arrives in the League's inbox; the League will respond with confirmation of receipt within two (2) business days.

1.5Refund Method & Timing

Approved refunds are processed to the original payment method within five (5) to ten (10) business days of the cancellation confirmation. Refunds are returned via Stripe to the same card that was charged at registration. The League cannot refund to a different card or to a different payment method without the Guardian's express written instruction and Stripe's processing approval.

1.6Multi-Participant Registrations

The administrative fee referenced in Section 1.2 applies per Participant. A family registering and subsequently withdrawing two children incurs a total administrative fee of $100.00; three children, $150.00; and so on. A Guardian may cancel a single Participant within a multi-Participant registration without affecting the registration of siblings, in which case the fee applies only to the cancelled Participant.

1.7Monthly Payment Plan Cancellations

Guardians on the Monthly Payment Plan are charged via a Stripe subscription for four (4) consecutive monthly cycles. Upon receipt of a valid cancellation request:

(a) the Stripe subscription is cancelled immediately, and no further monthly charges will be made;
(b) if the cancellation request falls within the Refund Window (Section 1.2), the Guardian is refunded the total amount paid to date, less the administrative fee per Participant;
(c) if the cancellation request falls within the No-Refund Window (Section 1.3), all amounts paid to date are non-refundable, but no further charges will be made.

1.8Missed Activities

No refund, partial refund, credit, or pro-rated adjustment will be issued for any missed games, training sessions, or other Program activities, for any reason, including but not limited to: illness, injury, family emergency, school commitment, religious observance, travel, weather affecting Guardian's ability to attend, or change in the Participant's interest in soccer. A registration is a full-season commitment; the registration fee is calculated as a flat per-Participant figure, not a per-activity figure.

1.9League-Initiated Cancellations

The League reserves the right to cancel the Program, a division within the Program, or an individual scheduled activity, in circumstances including but not limited to: insufficient enrolment to safely staff a division, loss of venue access at Bishop Ryan or Redeemer, weather conditions that render outdoor play unsafe, public-health requirements, or any event of force majeure as defined in Section 4.6. In the event of a full Program cancellation, all Guardians receive a complete refund of fees paid, with no administrative fee deducted. In the event of a partial cancellation (one or more activities cancelled but the Program continues), no refund is issued for the cancelled activity, consistent with Section 1.8; the League will, where reasonably practicable, reschedule the activity within the season.

1.10Chargebacks & Payment Disputes

If a Guardian initiates a chargeback or payment dispute through their card issuer rather than following the cancellation procedure in Section 1.4, the League reserves the right to: (a) immediately revoke the Participant's registration without refund; (b) seek recovery of any chargeback or dispute fees levied by the League's payment processor; and (c) refuse the Guardian's future registration of the Participant. The League will fully cooperate with disputes filed in good faith but will contest disputes that bypass the cancellation procedure set out in Section 1.4.

1.11Transfer of Registration

A registration is non-transferable. A Guardian may not transfer a Participant's registration to another child, another family, or another season. The administrative fee in Section 1.2 cannot be applied as a credit toward a future season's registration.

2. Assumption of Risk

This section is a binding acknowledgement by the Guardian, on behalf of the Guardian and the Participant, that participation in soccer at the level offered by the League involves inherent and material risk of physical injury, including but not limited to the risk of permanent disability or death, and that the Guardian and Participant nevertheless choose to participate having considered and accepted those risks.

2.1Acknowledgement of Greater Risk Than Daily Life

The Guardian expressly acknowledges and understands that the Participant's participation in League activities involves the risk of physical injury greater than that encountered in daily life. By enrolling the Participant, the Guardian acknowledges and assumes the risks inherent in such participation.

2.2Risk of Serious Injury or Death

The Guardian further acknowledges and understands that by participating in League activities, the Participant could become seriously injured, which may result in death or permanent injury. The Guardian accepts this risk on behalf of the Participant, themselves, and the Participant's other parent or guardian (if any), and on behalf of the Participant's heirs and assigns.

2.3Specific Risks Inherent in Soccer

Soccer is a contact sport played at speed on grass, turf, or indoor surfaces. Risks include but are not limited to: collisions with other players; falls onto the playing surface; sprains, strains, fractures, dislocations, and other musculoskeletal injuries; lacerations and abrasions; concussions and other head injuries; dental injuries; eye injuries; injuries from contact with the ball, goalposts, fencing, or other equipment; and the aggravation of any pre-existing condition.

2.4Outdoor & Indoor Venue Risks

Outdoor activities at Bishop Ryan involve additional risks including: heat-related illness on hot or humid days; cold-related injury on cold days; dehydration; sunburn; weather-related slipping or visibility hazards; insect bites; and severe weather including lightning. The League's policy is to suspend outdoor play and clear the field when lightning is detected within reasonable proximity, in accordance with general youth-sport guidelines, but the Guardian acknowledges that weather can change rapidly and that some residual risk remains. Indoor activities at Redeemer involve risks including: friction burns or abrasions on artificial surfaces; collisions with perimeter walls, netting, or other structural elements; and risks associated with reduced air circulation. The League takes commercially reasonable precautions at both venues but cannot eliminate venue-specific risks.

2.5Pre-Existing Conditions & Disclosure

The Guardian represents and warrants that the Participant is medically, physically, and psychologically fit to participate in soccer activities. If the Participant has any condition (including but not limited to asthma, diabetes, heart conditions, severe allergies, prior concussions, prior orthopaedic injuries, or developmental conditions affecting physical activity) that may bear on the safety of their participation, the Guardian agrees to: (a) consult with the Participant's physician before enrolling; (b) disclose the condition to the assigned coach in writing prior to the First Match; and (c) provide any emergency medication or medical equipment that may be required, together with written instructions for its use.

2.6Medical Emergency Protocol

League coaches and staff are not medical professionals and do not provide medical care beyond first aid for minor injuries. In the event of a serious injury or medical emergency, League staff will: (a) immediately call emergency services (911); (b) administer first aid within their training; (c) notify the Guardian using the contact information provided at registration; and (d) accompany the Participant to medical care if the Guardian cannot be reached promptly. The Guardian is responsible for maintaining accurate and current emergency contact information on file with the League and acknowledges that any delay in reaching the Guardian is the consequence of out-of-date contact information.

2.7Insurance & Coverage

The Guardian is responsible for maintaining health insurance, hospital coverage, and any other insurance that the Guardian considers appropriate for the Participant. The League does not provide health insurance, accident insurance, dental insurance, or any other insurance covering the Participant. Any insurance carried by the League covers only the League's own operational liability and does not extend to costs, expenses, or losses incurred by the Guardian or the Participant.

3. Code of Conduct

The League is built on the principle that youth sport is a vehicle for character development. This section sets out the conduct expected of Participants, Guardians, spectators, and any other person attending or otherwise associated with a League activity, together with the procedures the League will follow when conduct falls below those standards.

3.1Acknowledgement of Rules

The Guardian understands that the Participant is expected to follow the League's rules of participation, game play, safety, code of conduct, coach instructions, and facility guidelines. The Guardian agrees to support League staff in encouraging respectful, safe, and fair participation. The Guardian further acknowledges that the League has the right to discipline, suspend, or eject Participants without refund, in accordance with the procedures in Section 3.6, for the safety and benefit of all members of the League.

3.2Standards of Conduct — Participants

Participants are expected to: treat coaches, referees, opposing players, teammates, and spectators with respect; play within the rules of the game; refrain from physical or verbal violence, intimidation, or harassment of any kind; arrive on time and dressed appropriately for matches and training; communicate concerns through their coach rather than escalating during a match; and conduct themselves in a manner consistent with the values of fair play and good sportsmanship.

3.3Standards of Conduct — Guardians & Spectators

Guardians and spectators attending League activities are expected to: cheer constructively without coaching from the sideline (coaching is reserved for the assigned coach); refrain from criticising referees, opposing teams, opposing parents, or the League's staff; refrain from profanity, slurs, or aggressive behaviour; remain in spectator areas and not enter the playing surface; supervise younger siblings; and follow any instructions issued by League staff regarding venue safety. Guardians who breach these standards may be asked to leave the venue and, in serious cases, may have their Participant's registration suspended or terminated.

3.4Equal-Minutes Rule

The League operates under an equal-minutes rule: every Participant on a roster receives equal playing time across the course of each match, regardless of skill level, with reasonable allowance for substitutions, injuries, and tactical rotation. Guardians, Participants, and coaches all acknowledge and support this rule. The equal-minutes rule is a defining feature of the League and is not subject to negotiation.

3.5Religious & Cultural Standards

The League serves the Muslim community in Hamilton and operates with respect for Islamic values and practices, while welcoming Participants and Guardians of all faiths and backgrounds. Participants and Guardians of any faith are expected to: refrain from conduct that disparages any religion, ethnicity, race, or culture; respect specific accommodations communicated by the League with respect to League activities (for example, scheduled prayer pauses during longer events, or dietary considerations at League-organised meals); and conduct themselves with the dignity expected of a community organisation. Participants are not required to be Muslim, are not required to practice any religion, and are not required to participate in any religious observance, either at home or at League activities.

3.6Discipline

For breaches of conduct that are not immediately dangerous, the League's general approach is to issue a warning to the Participant and Guardian and provide an opportunity to correct the behaviour, escalating to suspension from League activities or termination of registration if the conduct continues. For conduct that endangers the safety of any person — including violence, threats of violence, harassment, or substance abuse on League premises — the League reserves the right to suspend or terminate the registration immediately, without prior warning. Suspensions and terminations under this Section are issued without refund.

3.7Specific Prohibited Conduct

The following conduct is prohibited at all League activities and venues, and may result in immediate removal from the venue and suspension or termination of registration without refund: physical violence or threats of physical violence; harassment or inappropriate physical contact; possession or use of alcohol, illegal drugs, or cannabis at League activities; theft or vandalism; and discriminatory speech directed at any person on the basis of race, religion, ethnicity, gender, sexual orientation, or disability.

4. Release of Liability, Waiver, and Indemnity

This section is a binding legal release. By acknowledging this section during registration, the Guardian, on behalf of the Guardian, the Participant, and the Participant's heirs, executors, administrators, and assigns (collectively, the "Releasing Parties"), releases the League from claims as set out below.

4.1Release

The Releasing Parties understand and accept that the League accepts no responsibility, and shall not be liable, for any loss, damage, expense, or injury, including death, that the Participant may suffer as a result of their participation in League activities, due to any cause whatsoever, including the negligence of the League and its directors, officers, employees, coaches, volunteers, agents, and contractors.

4.2Waiver

In consideration of being permitted to participate in League activities, the Releasing Parties hereby waive any and all claims they have or may in the future have against the League, and release the League from any and all liability for any loss, damage, expense, or injury, including death, that the Participant may suffer as a result of their participation in League activities, due to any cause whatsoever, including the negligence of the League.

4.3Indemnity

The Releasing Parties agree to hold harmless and indemnify the League from any and all liability for property damage or personal injury sustained by any third party as a result of the Participant's participation in League activities, due to any cause whatsoever, including the negligence of the Releasing Parties.

4.4Scope of This Release

This release applies to: (a) all scheduled matches of the Program; (b) all training sessions; (c) all League-organised events including but not limited to season-opening events, season-closing events, awards ceremonies, fundraisers, tournaments, and team meals; (d) transit to and from venues, if and to the extent such transit is arranged or facilitated by the League; (e) any other activity conducted under the MYFC name or banner; and (f) any incidental conduct of the Participant or Guardian at a venue while attending the foregoing.

4.5Carve-Outs

This release does not apply to: (a) liability for fraud or fraudulent misrepresentation by the League; (b) liability for the gross negligence or wilful misconduct of League staff acting within the scope of their duties; or (c) any other liability that cannot be excluded or limited under the laws of the Province of Ontario.

4.6Force Majeure

The League is not liable for any failure or delay in performing its obligations under these Policies arising from events beyond its reasonable control, including but not limited to: acts of God, fire, flood, severe weather, earthquake, pandemic or public-health emergency, government order or regulation, war, terrorism, civil unrest, labour disputes affecting venues, loss of venue access, or failure of any third-party service provider on which the League relies for payment processing, email delivery, website hosting, or communications.

4.7Severability

If any provision of these Policies is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions remain in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it valid and enforceable while preserving the original intent of the parties to the maximum extent permitted by law.

4.8Governing Law & Jurisdiction

These Policies are governed by, and shall be construed in accordance with, the laws of the Province of Ontario and the federal laws of Canada applicable therein. The Guardian and the Participant submit to the exclusive jurisdiction of the courts of the Province of Ontario for any matter arising out of or in connection with these Policies.

4.9Entire Agreement

These Policies, together with the registration form, the payment confirmation, and any onboarding email distributed by the League prior to the First Match, constitute the entire agreement between the League and the Guardian with respect to the Participant's enrolment in the Program. No oral statement, prior representation, or other communication modifies these Policies unless made in writing by an authorised League representative and acknowledged in writing by the Guardian.

4.10Effective Period

This release takes effect on the date the Guardian acknowledges these Policies during registration, remains in effect for the duration of the Program, and survives the conclusion of the Program to the extent necessary to address claims arising from Program activities.

5. Photo Release

This section grants the League a non-exclusive licence to use photographs and video of the Participant for League promotional purposes, sets out the permitted scope of that use, and explains how a Guardian may revoke consent.

5.1Authorisation

The Guardian authorises the League and its directors, employees, and agents to use the Participant's photographic representation — including photographs, video recordings, audio recordings, and other media (collectively, the "Images") — to promote League programs.

5.2Licence Granted

By acknowledging this release, the Guardian grants the League a non-exclusive, royalty-free, worldwide licence to use the Images on the League's website, on the League's social media accounts, in printed materials, in fundraising communications, in recruitment communications for future seasons, and in any other context related to promoting the League and the community it serves.

5.3Permitted Uses

The Images may be used to: showcase a typical match day or training session; advertise upcoming seasons or registrations; promote the League's values and community to prospective Guardians and players; communicate with current Guardians and players; report on the season for League records; and represent the League in any media coverage of the League. The Images may be cropped, resized, captioned, or otherwise edited for these purposes, provided that the editing does not depict the Participant in a defamatory or misleading way.

5.4Excluded Uses

The League will not: sell or licence the Images to third parties for profit; use the Images in advertising for products, services, or organisations unrelated to the League; use the Images in a manner that could reasonably be construed as endorsing a third-party commercial interest; or use the Images in a manner that the League knows or should know is harmful to the Participant's reputation or wellbeing.

5.5Revocation of Consent

The Guardian may revoke this consent at any time, in writing, by emailing contact@myfootballclub.ca with the full name of the Participant. Upon receipt of a revocation request, the League will use reasonable efforts to remove the Participant from forward-facing Images on the League's website and social media accounts and to cease using the Participant's Images in new promotional materials.

5.6Limitations on Recall

The League cannot retroactively recall: (a) printed materials already in circulation as of the date of revocation; (b) Images already shared by third parties (e.g., re-posted by Guardians or community members on their own accounts); or (c) Images that form part of historical archives kept by the League for record-keeping purposes, provided those archives are not used in further promotional activities.

5.7Group Images

For Images depicting a team, division, or group of Participants, the League will use reasonable efforts to honour individual revocations by blurring, cropping, or otherwise rendering the revoking Participant's image unrecognisable in future promotional uses, while preserving the rest of the group image. The League is not required to delete a team photograph altogether on the request of one Guardian. In extraordinary circumstances (for example, custody concerns or safety considerations communicated to the League in writing), the League will work in good faith with the Guardian to find a mutually acceptable solution.

5.8Identifying Information

The League will not publish the Participant's last name, full date of birth, address, contact information, or any other personally identifying information alongside the Images, except in routine team-roster contexts (e.g., a season-end "Meet the Young Captains" article) and only with the Guardian's explicit consent obtained at the time of publication.

6. Privacy

This section describes how the League collects, uses, stores, shares, and protects personal information provided by the Guardian during registration. The League is committed to handling personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), the federal privacy law applicable to private-sector organisations in Canada.

6.1Information Collected

During registration, the League collects the following categories of personal information about the Participant and the Guardian: full names; date of birth and age of the Participant; gender of the Participant; assigned division; relationship between Guardian and Participant; email address of the Guardian; mobile telephone number of the Guardian; postal code; street address; city; digital signature of the Guardian; payment-card information (collected and processed exclusively by Stripe — the League does not see or store full card numbers); and any additional information the Guardian voluntarily provides in the optional details field.

6.2Purpose of Collection

Personal information is collected for the following specific purposes: (a) to administer the Program, including assigning the Participant to a division and team; (b) to communicate schedules, venue details, and changes to the Program; (c) to process payment via Stripe; (d) to contact the Guardian in case of emergency involving the Participant; (e) to issue confirmation emails, season notifications, and end-of-season correspondence; (f) to keep records required for legal, accounting, and tax purposes; and (g) to enforce these Policies, including the cancellation, conduct, and dispute provisions.

6.3Lawful Basis

The League collects and processes personal information on the basis of the consent provided by the Guardian during registration. By submitting the registration form and acknowledging these Policies, the Guardian consents to the collection, use, and disclosure of personal information for the purposes set out in Section 6.2. The Guardian may withdraw consent at any time, subject to the consequence that withdrawal of consent will result in the cancellation of the Participant's registration in accordance with Section 1.

6.4Disclosure to Service Providers

The League does not sell, rent, or share personal information with third parties except the operational service providers necessary to run the League. These include service providers used for payment processing, transactional email delivery, and website hosting. Each such service provider is bound by its own privacy and security obligations and processes the personal information only for the purposes for which the League has engaged it. The League uses only service providers that maintain industry-standard security practices.

6.5Cross-Border Data Transfers

Some of the service providers used by the League may store or process personal information on servers located outside of Canada. By acknowledging this Privacy section, the Guardian acknowledges that personal information may be transferred to, and stored or processed in, jurisdictions outside Canada, where it may be subject to different privacy laws.

6.6Data Security

The League maintains commercially reasonable physical, electronic, and procedural safeguards to protect personal information against loss, theft, unauthorised access, disclosure, copying, use, and modification. Personal information is stored on the systems of the service providers listed in Section 6.4, each of which maintains its own security infrastructure and encryption practices. The League does not store payment-card information; Stripe processes and stores all card data in compliance with PCI-DSS.

6.7Your Rights Under PIPEDA

The Guardian has the following rights with respect to personal information held by the League:

(a) Right of access — to request a copy of the personal information the League holds about the Guardian or the Participant;
(b) Right to correction — to request correction of personal information that is inaccurate or incomplete;
(c) Right to deletion — to request deletion of personal information, subject to applicable legal retention requirements;
(d) Right to withdraw consent — to withdraw consent for ongoing processing, subject to the consequences set out in Section 6.3;
(e) Right to complain — to file a complaint with the League directly or with the Office of the Privacy Commissioner of Canada (priv.gc.ca).

To exercise any of these rights, the Guardian should email contact@myfootballclub.ca from the address on file with the League. The League will respond to a valid request within thirty (30) calendar days.

6.8Children's Personal Information

Because Participants are minors, the League processes their personal information with the consent of the Guardian. The Guardian represents that they have the legal authority to provide consent on behalf of the Participant. The League will not knowingly collect personal information directly from a Participant under the age of fourteen (14) without first obtaining the consent of the Guardian. The League provides the Guardian with the same access, correction, and deletion rights with respect to the Participant's personal information that the Guardian has with respect to their own.

6.9Cookies, Browser Storage & Analytics

The League's website uses browser storage to support functional features of the registration form and the website, such as preserving in-progress registration data so that a Guardian can return without losing their entries, and remembering basic display preferences. The League does not use cookies for cross-site tracking and does not use third-party analytics services that build profiles of website visitors.

6.10Changes to This Privacy Section

The League may update this Privacy section from time to time. Material changes will be communicated by email to all Guardians with active registrations on file, at least thirty (30) calendar days before taking effect. Non-material changes (e.g., correcting a typographical error or adding a new service provider that does not change the categories of information processed) will be reflected on this page with an updated Effective Date.

6.11Contact for Privacy Inquiries

For any privacy-related question, request, or complaint, the Guardian may contact the League at contact@myfootballclub.ca. The League will respond to all privacy inquiries within thirty (30) calendar days. If the response is not satisfactory, the Guardian may escalate to the Office of the Privacy Commissioner of Canada.