LEGAL

Privacy Policy

Soulvaria respects your privacy and is committed to handling personal information responsibly. This policy explains how we collect, use, disclose, store and protect your personal information across our website, online store, facility, bookings, programs and events.

Effective Date: September 10, 2026

Privacy at a Glance

A quick summary — see the full policy below for complete details.

Information We Collect

Information needed to process purchases, manage bookings, operate programs and provide customer support.

How We Use It

To deliver services, communicate with customers, improve operations, maintain safety and meet legal obligations.

Who We Share It With

Trusted service providers that help us operate our website, online store, payments, bookings and communications.

Your Choices

You may request access to or correction of your information and manage marketing preferences, subject to applicable law.

Complete Privacy Policy

This policy applies to personal information handled by Soulvaria through our physical facility, website, online store, booking and registration processes, customer communications, programs, events and mobile services. Some external platforms and service providers have their own privacy policies. Their handling of personal information is governed by their policies as well as any obligations they have to Soulvaria.

Personal information is information about an identifiable individual. Depending on how you interact with Soulvaria, this may include your name, contact information, purchase history, booking details, program registration information or online identifiers. Information that has been anonymized so that it can no longer reasonably identify an individual is not treated as personal information under this policy.

Depending on the service used, Soulvaria may collect the following categories of information:

Contact and Identity Information

Name
Mailing or billing address
Email address
Telephone number
Account or customer-profile information

Purchase and Payment Information

Products and services purchased
Transaction amounts
Payment status
Billing details
Refunds, credits and gift-certificate information
Information needed to prevent fraud or resolve payment disputes

Payments may be processed by third-party payment providers. Soulvaria generally does not directly store complete payment-card numbers when transactions are handled through those providers.

Booking and Participation Information

Requested date and time
Selected service or package
Number and ages of participants
Party, group or event details
Membership or pass information
Attendance and participation records
Accommodation or accessibility requests
Communications concerning changes, cancellations or special circumstances

Youth Program and Camp Information

When a child or youth is registered for a club, camp or other supervised program, we may collect:

Participant name and age
Parent or guardian contact information
Emergency-contact information
Authorized-pickup information
Attendance records
Relevant accessibility, medical, sensory, dietary or support information
Information needed to operate the program safely
Completed registration, consent or media-release choices

Please provide only information that is reasonably necessary for the participant's safety, support or participation.

Communications

We may retain information you provide when you:

Call, email or message Soulvaria
Submit a website or registration form
Ask a question
Request customer support
Enter a contest or promotion
Respond to a survey
Communicate through social media

Website and Device Information

When you use our website or online store, certain information may be collected automatically, including:

Internet Protocol address
Browser and device type
Operating system
Pages viewed
Referring website
Date and time of visits
Website interactions
Cookie and similar-technology identifiers
General location inferred from an IP address
Information used to identify technical problems, fraud or security threats

The exact information collected depends on the website features, cookies, apps and service providers active at the time of your visit.

Soulvaria may collect personal information:

Directly from you
From a parent, guardian or person organizing a group booking
Through our website, online store, forms or booking tools
During purchases, registrations and customer-service interactions
Automatically through cookies and similar technologies
From payment, booking, ecommerce, communications or analytics providers
From social media platforms when you choose to interact with us there
When permitted or required by law

If you provide personal information about another person, you are responsible for ensuring that you have appropriate authority or consent to provide it.

Soulvaria may use personal information to:

Respond to inquiries
Create and manage bookings
Process purchases and payments
Deliver gaming and entertainment services
Register members and program participants
Operate youth clubs, camps and events
Communicate with parents, guardians and emergency contacts
Arrange mobile, school, corporate and community services
Provide receipts, confirmations, reminders and service updates
Process cancellations, refunds and account credits
Provide customer support
Consider accessibility and accommodation requests
Maintain participant and facility safety
Prevent fraud, theft, misuse and security incidents
Maintain business, tax, insurance and transaction records
Improve our website, services and customer experience
Understand general website and service usage
Send promotional communications where we have consent or another lawful basis
Enforce our policies and agreements
Establish, exercise or defend legal claims
Comply with legal, regulatory and insurance obligations

We will not use personal information for a new purpose that is materially different from the purpose for which it was collected without obtaining additional consent when required.

Soulvaria collects, uses and discloses personal information with consent or as otherwise permitted or required by law.

Consent may be express or implied depending on:

The sensitivity of the information
The reason it is being collected
The reasonable expectations of the individual
The way the individual interacts with Soulvaria
Applicable legal requirements

You may withdraw consent to certain uses of your information by contacting us. Withdrawing consent does not affect processing that has already occurred and may limit our ability to provide a requested service.

For example, Soulvaria may be unable to complete a booking without the participant and contact information required to manage it.

Soulvaria provides programs and services for children and youth. We take additional care when handling their information. Where appropriate, registration and consent must be completed by a parent or legal guardian. We ask parents and guardians to provide only the information reasonably required to register, support and protect the participant. Information about medical, accessibility, sensory, dietary or support needs is used only for appropriate program planning, safety, accommodation and emergency response, unless another use is authorized or required by law. Access to this information is limited to staff and service providers who reasonably need it for their duties. Soulvaria does not knowingly use a child's personal information for direct marketing without appropriate consent.

Soulvaria may take photographs or recordings at its facility, programs or events only when appropriate permission has been obtained or when recording is otherwise permitted by law. For youth programs and camps, parents or guardians may be asked to make a separate media-consent choice. Declining promotional media consent will not prevent a child from participating in a program unless photography or recording is an essential and clearly disclosed part of that specific activity. Media consent may be withdrawn for future use by contacting Soulvaria. Withdrawal may not apply to material already printed, published or lawfully distributed before the request was received.

Soulvaria's online store is powered by Shopify. When you visit or make a purchase through the Shopify-powered store, Shopify may collect and process personal information to:

Provide the online storefront
Process and protect transactions
Remember customer preferences
Detect fraud and security threats
Provide analytics and platform functionality
Support features selected by Soulvaria or the customer

Depending on the Shopify services and privacy settings in use, Shopify may process information based on your activity with Soulvaria, Shopify and other Shopify merchants.

Shopify processes information under its own privacy terms and as a service provider to Soulvaria. Customers may review Shopify's current privacy information and controls through Shopify's official privacy pages.

Soulvaria's websites and service providers may use cookies, pixels, local storage and similar technologies. These technologies may support:

Essential website functions
Shopping carts and checkout
Customer preferences
Security and fraud prevention
Website performance
Audience measurement and analytics
Advertising and campaign measurement where enabled

Some cookies are necessary for the website to operate. Optional cookies may depend on the consent controls and privacy settings available on the website.

Users can control cookies through available website controls and browser settings. Blocking certain cookies may affect website or online-store functionality.

Soulvaria may send promotional emails or electronic messages when we have consent or another lawful basis to do so. Marketing messages will identify Soulvaria and include an unsubscribe method as required by Canada's Anti-Spam Legislation. Customers may unsubscribe using the link or instructions in a message or by contacting Soulvaria. We may retain limited information necessary to honour an unsubscribe request. Even after a customer opts out of marketing, Soulvaria may still send non-promotional communications required to manage an active booking, purchase, membership, program registration or customer-service request.

Soulvaria may share personal information with trusted service providers that assist with:

Website and ecommerce hosting
Booking and registration
Payment processing
Order preparation or delivery
Email and customer communications
Accounting and business administration
Information technology and security
Website analytics
Advertising services where enabled and permitted
Professional, legal and insurance services

These providers may access only the information reasonably required to perform their services and are subject to their own legal and contractual obligations.

Soulvaria may also disclose information:

With your consent
To protect a participant or another person from an immediate safety risk
To investigate fraud, theft, abuse or a security incident
To establish, exercise or defend a legal claim
To comply with a court order, legal process or lawful government request
During a proposed or completed sale, financing, reorganization or transfer of the business, subject to appropriate safeguards
When otherwise permitted or required by law

Soulvaria does not sell customer personal information for money.

Some service providers, including ecommerce, payment, hosting, communications and technology providers, may process or store personal information outside Nova Scotia or Canada. When information is processed in another jurisdiction, it may be subject to that jurisdiction's laws and may be accessible to courts, governments or law-enforcement authorities under those laws. Soulvaria uses service providers it reasonably believes can provide appropriate privacy and security protections for the services they perform.

Soulvaria retains personal information only for as long as reasonably necessary to:

Provide the requested service
Manage ongoing customer relationships
Maintain transaction and financial records
Meet tax, insurance, safety and legal obligations
Resolve disputes
Prevent fraud or misuse
Enforce agreements

Retention periods vary depending on the nature of the information and why it was collected.

When information is no longer reasonably required, Soulvaria will delete it, securely destroy it or anonymize it, subject to technical limitations and legal retention requirements.

Information may remain temporarily in secure backup systems after deletion from active records.

Soulvaria uses reasonable administrative, physical and technical safeguards appropriate to the sensitivity of the information in its care. Safeguards may include:

Limiting access to staff who require information for their duties
Password and account-security controls
Secure payment providers
Staff privacy and confidentiality practices
Physical protection of records and equipment
Appropriate disposal or deletion procedures
Service-provider security measures

No physical or electronic system can be guaranteed to be completely secure. Customers should protect their passwords, devices and account information and contact Soulvaria if they believe their information has been compromised.

If a privacy or security incident creates a legal obligation to notify affected individuals or a regulator, Soulvaria will provide notification as required by applicable law.

Depending on the circumstances and applicable law, you may ask Soulvaria to:

Confirm whether we hold personal information about you
Provide access to personal information we hold about you
Correct inaccurate or incomplete information
Explain how your information has been used or disclosed
Withdraw consent to optional uses
Stop sending marketing communications
Delete information that is no longer required, subject to legal exceptions
Provide information about relevant service providers or cross-border processing

Soulvaria may need to verify your identity before completing a request.

Access or deletion may be limited when information must be retained for legal, financial, insurance, safety, fraud-prevention or dispute-resolution purposes, or when disclosure would reveal another person's information.

Parents and guardians may make appropriate requests concerning information held about a minor for whom they are legally responsible.

Soulvaria's website may link to third-party websites, gaming publishers, booking services, payment providers, community platforms or social media pages. Soulvaria does not control the independent privacy practices of those services. Customers should review the privacy policy of any third-party service they choose to use. Information posted publicly on social media, community groups or public event pages may be visible to other users. Customers should avoid posting sensitive personal information in public spaces.

If you have a question or concern about how Soulvaria handles personal information, please contact us first so we can review and respond to the matter. If a privacy concern cannot be resolved directly, individuals may have the right to contact the Office of the Privacy Commissioner of Canada or another regulator with jurisdiction.

Office of the Privacy Commissioner of Canada

Soulvaria may update this Privacy Policy to reflect changes to: