Draft — to be reviewed before launch. This notice describes how Ice Agent is intended to work. It has not yet been reviewed by a lawyer or privacy professional and may change.

Privacy notice

What Ice Agent keeps, why, who can see it, and how to ask us about it.

Who we are

Ice Agent is a service that helps minor hockey associations see and manage their ice time. It is operated from British Columbia, Canada.

[Legal entity name to be added]
[Mailing address to be added]
[Privacy contact email to be added]

Ice Agent is independent. It is not part of, or endorsed by, TeamSnap, PCAHA or Spordle.

Our role

Each association that uses Ice Agent decides who is on its list of users and what is in its TeamSnap calendars. We hold that information on the association's behalf to provide the service. If you have a question about information an association entered or controls, the association is usually the best first contact; you can also contact us.

What we collect

Association staff. The name and email address of each coach, manager, ice scheduler, board member or administrator an association adds, their role, which teams they act for, and when they last signed in.
Schedules from TeamSnap. With an association's approval, Ice Agent copies team names and events at the association's rinks (and, for the ice scheduler's overview, other events of the same teams). For each event this includes the date, time, length, location, title and notes.
Names in event titles. Managers type those titles and notes. Sometimes they include the names of players or families (for example a goalie session or a birthday skate). Ice Agent does not look for or need those names, but copies the text as written. Please avoid putting children's names in event titles and notes.
League schedules. Every day, Ice Agent reads the league's public game schedule (for PCAHA associations, from Spordle) for all of the association's teams: game number, date, time, venue, and the home and away team names. It compares each game with the team's TeamSnap games and keeps a list of differences.
What people do in Ice Agent. Which ice was dropped, taken or assigned and by whom; which league games were added to TeamSnap and by whom; and a record of every change Ice Agent makes in TeamSnap (who it was done for, and what it was before and after).
TeamSnap access. When an administrator connects TeamSnap, we keep the access token TeamSnap gives us, stored encrypted. We do not see or keep the administrator's TeamSnap password.
Sign-up requests. What you type into the sign-up form: names, email, phone (optional), role, league, team and rink counts and any message.
Email records. A log of emails sent (type, time, number of recipients, subject) to track delivery and limits.

Why we use it

To show the association's ice calendar, unused ice and the drop and take board.
To check league games against TeamSnap, to find two teams booked on the same ice (after each TeamSnap update, about every 15 minutes), and to email the association's ice scheduler about what it finds.
When a staff member clicks Add to TeamSnap on a missing league game, to create that game in TeamSnap on the right team (opponent, home or away, venue, time, length and league game number) and record that we did.
To alert the people who run Ice Agent if the TeamSnap connection or a league feed stops working.
To let staff sign in (a one-time code is emailed to them) and to email them about ice they dropped, took or were assigned.
To respond to sign-up requests and keep the service working.

We do not sell personal information and do not use it for advertising.

Who can see it

Visitors who are not signed in are meant to see only the team, rink and time of ice sessions. Event titles and notes are for signed-in staff.
Signed-in staff of an association see that association's information only. Staff of one association cannot see another association's.
People who run Ice Agent can access stored information to operate, support and fix the service.
Calendar and schedule files that an association chooses to share by link may be seen by anyone with the link. The association should share them only with people it trusts.

Where it is stored and who helps us

Ice Agent runs on Cloudflare (hosting and database). Emails are sent through Resend. These companies may process information outside Canada, including in the United States. Information is also read from TeamSnap and from the league's public schedule when the service runs.

Keeping it safe

TeamSnap access tokens are stored encrypted.
Each association's information is kept separate from other associations' in how the service is built and tested.
Staff sign in with a short-lived code sent to their email; sessions expire.

No online service is perfectly secure. If we learn of a problem that affects your information we will tell the association concerned.

How long we keep it

We keep an association's information while it uses Ice Agent. Calendar information is refreshed from TeamSnap, so old and changed events are updated or marked cancelled. The record of changes Ice Agent makes in TeamSnap is kept so the association can look back at what happened. When an association stops using Ice Agent, or on request, we will delete its information. Sign-up requests that don't lead to an account are deleted on request.

Your choices and requests

You can ask us to show you the information we hold about you, correct it, or delete it. For staff email addresses and names, the association's administrator can also edit or remove them in Ice Agent. If your child's name appears in an event title, ask the team manager to change the TeamSnap event; it will update here at the next refresh (about every 15 minutes), or contact us and we will help remove it.

Contact: [Privacy contact email to be added].

Changes

We'll update this page when things change and show the date of the latest version. Draft prepared November 2026.