Este documento está disponible en inglés y francés. La versión en inglés se muestra abajo; la versión francesa prevalece en Quebec. Para cualquier pregunta, escríbenos a hello@vplazhits.com.
Privacy Policy
1. Who we are
This Privacy Policy explains how VPLAZ Hitting (public brand: VPLAZ.HITS) ("VPLAZ.HITS", "we", "us"), collects, uses, shares, keeps and protects personal information when you visit vplazhits.com, apply for coaching, register, take part in a program, pay, give a testimonial or contact us.
VPLAZ.HITS is based in Quebec, Canada. We coach remotely and work with athletes and families around the world. Hybrid programs also include in-person sessions in the Montréal region.
Our person in charge of the protection of personal information (Privacy Officer) is Victor Plaz, Founder. Contact: hello@vplazhits.com.
2. What this policy covers
This policy applies to personal information under our control. When you use another company's website or app for its own purposes (for example Instagram or YouTube), that company's privacy policy applies. A paid program is governed by a separate written coaching contract; this policy does not replace it.
3. Information we collect
Depending on how you deal with us, we may collect:
- Identity and contact: name, email, phone, city, country, language, Instagram handle, preferred contact method.
- Age and eligibility: age or date of birth, and parent or legal guardian name, contact details and relationship for athletes under 18.
- Sport and coaching: sport, position, batting side, level, team or school, goals, training schedule and history, what you have tried, what you are struggling with, program interest.
- Performance: swing videos, photos, measurements (for example exit velocity or strength numbers), game statistics, training logs and coach notes.
- Health and safety, only when needed: injuries, physical limitations or emergency contacts that are relevant to coaching you safely.
- Contract and payment: program purchased, price, payment status, transaction and refund records. Card numbers are handled by our payment provider (Stripe); we do not receive or store full card numbers.
- Communications: emails, direct messages, call bookings, call notes and recordings when you agree to a recording.
- Testimonials and media: your statement, name, image, voice, video and statistics, only with your separate authorization.
- Technical: IP address, browser and device information, pages viewed and the page or campaign that brought you to the site.
We do not knowingly collect information from children under 14. If you believe a child under 14 sent us information, contact our Privacy Officer and we will delete it.
4. How we collect it
- Directly from you, or from a parent or legal guardian, through our application form, registration form, testimonial form, email, Instagram messages, calls and video meetings.
- From the services we use to run the program (payment, e-signature, scheduling and coaching platforms) when you use them with us.
- Automatically when you browse the site (see section 10).
- When we create coaching notes, measurements and progress records while coaching you.
Only give us information about another person if you are authorized to do so.
5. Why we use it
- To review applications, answer questions and decide on program fit.
- To schedule calls and sessions, and to deliver coaching: analysis, plans, video feedback, progress tracking and support.
- To communicate with athletes and parents about the application, the program, scheduling, safety, payment and the contract.
- To enter into, manage and enforce coaching contracts, process payments and refunds, and keep accounting and tax records.
- To coach safely and adapt to relevant limitations.
- To publish a testimonial or media, only within the authorization you gave.
- To send promotional messages, only with your consent, with an unsubscribe option in every message.
- To understand which pages and campaigns bring applications, using information that is not used to identify you.
- To secure our systems, prevent fraud and duplicate records, and meet legal obligations.
If we want to use your information for a new purpose, we will tell you and ask for your consent where required.
6. Required and optional information
Our forms mark which fields are required. Required information is needed to review an application, enter into a contract or coach you safely. If you do not provide it, we may not be able to offer the service. Optional fields can be left blank.
7. Consent
When we rely on consent, we ask for it clearly and for specific purposes. Consent for sensitive information, promotional messages and public use of your image or testimonial is asked for separately. You can withdraw consent at any time by writing to our Privacy Officer. We will explain any consequence, for example that we can no longer provide part of a service.
8. Athletes under 18
Our programs are for athletes 14 and older. Under Quebec law, an athlete aged 14 to 17 can consent to the use of their own personal information. For athletes under 18, we also collect a parent or legal guardian's contact information, and the parent or legal guardian is the contracting customer for any paid program.
We never publish a minor's name, image, voice, video, statistics or testimonial without the written authorization of a parent or legal guardian and the athlete's agreement. Saying no does not affect coaching.
9. Who we share it with
Inside VPLAZ.HITS, only coaches and staff who need the information for their work can access it. We do not sell personal information.
We use service providers who process information on our behalf, under contract, only for the purposes above:
- Website hosting, security and email routing: Cloudflare
- Application and registration forms: Jotform
- Database and workflow automation: Supabase, n8n
- Files, documents and spreadsheets: Google Workspace (Google Drive and Sheets)
- Payments: Stripe
- Electronic signature of contracts: SignWell
- Email delivery: Resend, Gmail
- Scheduling and video calls: Calendly, Zoom, Google Meet
- Coaching delivery: Trainerize
- Customer relationship management: HighLevel
- Instagram messaging: Meta (Instagram), ManyChat
- Internal staff notifications: Telegram
- AI tools that help us prepare drafts of reports and messages: Anthropic, OpenAI. Under their business terms, these providers do not use our data to train their models.
We may also share information with professional advisers (accountant, lawyer, insurer), with emergency services when someone's safety is at risk, and with authorities when the law requires it.
10. Website technology
- Visit counts without cookies: Cloudflare Web Analytics counts page views without cookies and without identifying you.
- HighLevel visitor tracking, only if you accept: with your consent, HighLevel (our client-management tool) records the pages you visit using cookies and your browser's storage, so we can see which pages bring applications. It is off until you click Accept in the cookie banner. You can withdraw at any time with the Cookies button at the bottom of every page. We do not use advertising pixels or remarketing.
- Visit source: when you arrive, the site keeps the campaign or page that brought you (for example
utm_source) in your browser's session storage and adds it to the application link, so we know which channel produced the application. It is erased when you close the tab. - Third-party content: pages load fonts from Google and video thumbnails from YouTube. A video only plays from
youtube-nocookie.comafter you click it. These services receive technical information such as your IP address. - Security: Cloudflare processes technical information to protect the site from attacks.
If we ever add a technology that identifies, locates or profiles you, it will be off by default and turned on only with your choice.
11. Information stored outside Quebec
Because we work remotely with athletes around the world, our service providers store or process information outside Quebec, including elsewhere in Canada, in the United States and in the European Union. Before sending information outside Quebec, we assess the privacy protection it will receive and put written agreements in place. Information held in another country can be subject to that country's laws. Contact our Privacy Officer to learn which countries apply to your information.
12. Promotional messages
We send promotional emails or messages only with your consent or where the law allows it. Every message identifies us and includes a way to unsubscribe, which we honour within 10 business days. Messages about your application, a booked call, your program, a payment or a privacy request are not promotional.
13. Automated decisions
We do not make decisions about applications or programs based only on automated processing. A person reviews every application.
14. How long we keep it
| Information | How long |
|---|---|
| Applications that do not lead to a program | 12 months after our last contact |
| Athlete coaching records (videos, notes, measurements) | During the program and 18 months after it ends |
| Contracts, invoices, payments and refunds | 6 years after the end of the fiscal year they relate to, as required by tax law |
| General questions and messages | 12 months after the conversation ends |
| Proof of marketing consent and unsubscribes | 3 years after the last message or withdrawal |
| Testimonials, media and their authorization | While the authorization is in effect, then 3 years as proof |
After that, we securely destroy the information or make it anonymous. Backup copies are deleted as backups rotate.
15. How we protect it
We use measures suited to the sensitivity of the information: access limited to people who need it, individual accounts with strong passwords, secure (HTTPS) transfer, and providers chosen for their security practices. No system is perfectly secure. If a confidentiality incident creates a risk of serious injury, we will notify the people affected and the Commission d'accès à l'information du Québec, and keep a register of incidents, as the law requires.
16. Your rights
You can ask us to:
- confirm whether we hold information about you and give you access to it;
- correct information that is inaccurate, incomplete or ambiguous;
- withdraw your consent;
- stop sharing or de-index information in the cases the law allows;
- send you the information you gave us in a structured, commonly used format;
- explain how your information is used, shared and kept.
Write to our Privacy Officer at hello@vplazhits.com. We may ask you to confirm your identity, and a parent, guardian or representative must show their authority. We answer within 30 days. Access is free, except for a reasonable fee for copying if applicable, which we will tell you about first.
If you are not satisfied with our answer, you can file a complaint with the Commission d'accès à l'information du Québec, or with the Office of the Privacy Commissioner of Canada.
17. If you live outside Canada
We follow this policy wherever you live. If your local law gives you additional rights (for example, in the European Union or the United Kingdom under the GDPR), we will honour them. In those places, we rely on the following legal bases: performing our contract with you, your consent (which you can withdraw), our legitimate interest in running and securing our business, and legal obligations. You may also complain to your local data protection authority.
18. Changes
We will post any update on this page with a new date. If a change is important, we will tell you by email or on the site, and ask for new consent where the law requires it.
19. Contact
Victor Plaz, Founder and Privacy Officer
VPLAZ.HITS, Quebec, Canada
hello@vplazhits.com