Privacy Policy
Last updated September 22, 2026
RefAssign Privacy Policy
Effective date: September 22, 2026
RefAssign ("RefAssign," "we," "us," or "our") provides scheduling, assignment, availability, communication, and related management tools for sports organizations, assignors, officials, and other authorized users (the "Service"). RefAssign is located in British Columbia, Canada.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit refassign.ca, use the Service, contact us, or otherwise interact with RefAssign.
1. Our role and scope
Organizations use RefAssign to manage their members, officials, games, assignments, and related records. When an organization enters or manages personal information through the Service, that organization generally determines why and how the information is used. In that situation, RefAssign processes the information on the organization's behalf and according to its instructions.
RefAssign is directly responsible for personal information used to operate our business, including account registration, billing, security, support, and website administration.
If you have a question about information entered by an organization, you should normally contact that organization first. We will assist the organization as reasonably required.
This Policy does not govern the privacy practices of organizations that use RefAssign, third-party websites, or services linked from the Service.
2. Information we collect
Depending on how you use RefAssign, we may collect:
Account and profile information: name, email address, telephone number, profile photo, organization membership, role, certification details, qualifications, preferences, and account identifiers.
Scheduling and officiating information: availability, games, events, positions, assignments, acceptance or decline status, conflicts, notes, assignment history, and related communications.
Organization information: organization name, locations, teams, leagues, divisions, settings, administrators, users, and records uploaded or created by authorized users.
Communications and support information: messages sent through the Service, support requests, feedback, and any information you provide when contacting us.
Transaction information: subscription plan, invoices, payment status, billing contact, and limited payment-related details. Payment card information may be collected and processed directly by our payment provider rather than stored by RefAssign.
Technical and usage information: IP address, browser and device information, operating system, timestamps, pages or features used, referring URLs, session information, approximate location derived from IP address, diagnostic information, and security logs.
Cookies and similar technologies: information used to keep you signed in, remember preferences, protect the Service, understand usage, and improve performance.
Information from third parties: information received from an organization administrator, an identity provider, an integration you authorize, or another user who is permitted to add you to an organization.
Please do not submit sensitive personal information unless it is reasonably necessary for an authorized use of the Service.
3. How we use personal information
We may use personal information to:
provide, maintain, personalize, and improve the Service;
create and administer accounts and organization memberships;
schedule games and events, manage availability, and make or communicate assignments;
send transactional messages, assignment notices, reminders, security alerts, and support communications;
process subscriptions, payments, invoices, and account changes;
authenticate users, enforce permissions, prevent fraud or misuse, and protect the Service;
troubleshoot problems, monitor reliability, analyze usage, and develop features;
comply with law, respond to lawful requests, and establish, exercise, or defend legal claims;
enforce our Terms of Service and other agreements; and
send marketing communications where permitted by law. You may unsubscribe from marketing messages at any time. You may still receive necessary service messages.
We will not use personal information for a new purpose that is materially different from those described above without providing notice and obtaining consent where required.
4. Consent and other permitted uses
We collect, use, and disclose personal information with consent or as otherwise permitted or required by applicable law. Consent may be express or implied depending on the circumstances and sensitivity of the information. You may withdraw consent, subject to legal or contractual restrictions and reasonable notice. Withdrawal may limit our ability to provide some features of the Service.
5. How we disclose personal information
We may disclose personal information:
Within your organization: to authorized administrators, assignors, officials, supervisors, or other members according to their roles and permissions.
To service providers: to companies that provide hosting, databases, authentication, email delivery, analytics, error monitoring, customer support, payment processing, and similar services. They may use information only to provide services to us, subject to appropriate contractual obligations.
For integrations: when you or your organization enables an integration or directs us to exchange information with another service.
For legal and safety reasons: where we reasonably believe disclosure is required by law or necessary to protect RefAssign, our users, another person, or the public.
In a business transaction: in connection with a proposed or completed financing, merger, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality protections.
With your direction or consent: where you ask us to disclose information or otherwise consent.
We do not sell personal information for money. We do not disclose personal information for third-party behavioural advertising.
6. International processing
RefAssign and its service providers may store or process personal information outside your province or outside Canada, including in the United States. As a result, information may be subject to the laws of those jurisdictions and may be accessible to courts, law-enforcement authorities, or regulators in accordance with local law.
You may contact us for more information about our use of service providers outside Canada.
7. Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, to provide the Service, to comply with legal and accounting obligations, to resolve disputes, and to enforce agreements.
Organization records are normally retained according to the applicable organization's instructions and account settings. When an account or organization is deleted, information may remain in backups or security logs for a limited period before being securely deleted or anonymized. We may retain limited records where required for fraud prevention, financial reporting, legal compliance, or the protection of legal rights.
8. Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or disposal. These safeguards may include access controls, encryption in transit, monitoring, backups, and restrictions based on user roles.
No system is completely secure. You are responsible for using a strong password, protecting your sign-in credentials, maintaining accurate account information, and promptly notifying us of suspected unauthorized access.
9. Your privacy choices and rights
Subject to applicable law, you may request access to, or correction of, personal information under our control. You may also ask us to explain how your information has been used or disclosed, withdraw consent, or request deletion of information that we are not required to retain.
Some profile information can be reviewed or updated directly in the Service. For organization-controlled information, we may refer your request to the organization responsible for that information.
To submit a privacy request, contact support@refassign.ca. We may need to verify your identity before completing the request. If we cannot provide access or complete a request, we will explain why where required by law.
You may disable non-essential cookies through your browser, but doing so may affect some Service features.
10. Children and youth officials
RefAssign may be used by sports organizations that include youth officials. The Service is not intended for children under 13 to create independent accounts without the involvement and authorization of a parent, guardian, or responsible organization.
Organizations are responsible for having appropriate authority to provide youth information to RefAssign and for configuring access appropriately. If you believe a child has provided personal information without appropriate authorization, contact us at support@refassign.ca.
11. Account deletion and organization data
You may request deletion of your RefAssign account by contacting support@refassign.ca or by using any deletion controls made available in the Service. Deleting a user account may not delete records that an organization must retain for legitimate scheduling, audit, safety, financial, or legal purposes. In those cases, we may restrict or de-identify the account while preserving necessary organizational records.
Organization administrators are responsible for exporting any information they need before terminating an organization account, subject to available Service functionality and any applicable agreement.
12. Changes to this Policy
We may update this Privacy Policy from time to time. We will post the updated Policy and revise the "Last updated" date. If a change is material, we will provide additional notice where reasonably appropriate or legally required. Your continued use of the Service after the effective date of an updated Policy means the updated Policy applies to future use, subject to applicable consent requirements.
13. Contact us
Questions, complaints, and privacy requests may be directed to our Privacy Officer:
Privacy Officer — CJ Heuchert
RefAssign
1038 Euphrates Crescent
Port Coquitlam, BC, Canada
Email: support@refassign.ca
If we do not resolve your concern to your satisfaction, you may have the right to contact the privacy regulator responsible for your jurisdiction.