Softball Canada – Platform Infrastructure & Data Residency

Softball Canada is the National Sport Organization (NSO) responsible for governing and developing the sport of softball across Canada. Recognized as the national governing body for softball, it works with provincial and territorial associations while supporting areas such as athlete and player development, coaching, umpiring, national championships, participation programs, and Canada’s national teams.

Softball Canada uses Members Village as its registration and association management software, meeting national requirements for a Canadian-hosted platform that supports sports governing operations while keeping participant data secure. This specification outlines the data hosting, infrastructure security, and administrative access supporting Softball Canada's digital services.

Active Modules & Deployed Workflows

Softball Canada's instance runs on an isolated Software-as-a-Service architecture configured for national sports associations. Active modules include, but are not limited to:

• Rulebooks: Digital rulebooks and official competition manuals, including subscription-gated access controls.
• Payments: Credit card payments routed through a secure PCI-compliant payment gateway, complete with administrative audit trails.
• Secure Portal: Authenticated self-serve portal for players, coaches, and officials to access receipt histories and submitted forms.
• Website: Bilingual management for public and members-only content.
• Forms: Secure general intake and event registration forms.
• Championships: Dedicated event management portal for national championship tournaments and postseason competition tracking.
• Roster: Official Team Canada national team player rosters and athlete bios.

Privacy Frameworks & Administrative Boundaries

Softball Canada maintains exclusive ownership of all member and registrant records. The platform enforces controls aligned with CASL conformance including granular subscriber opt-outs, automated unsubscription propagation, and self-service personal profile editing tools.

Core Infrastructure

Infrastructure operations adhere to the following protocols:

1. Data Residency:
   Primary databases, container clusters, and automated snapshots reside exclusively in Canadian data centers (Toronto, ON).
2. Network & Storage Encryption:
   Enforced HTTPS (TLS 1.3/1.2) in transit; AES-256 data encryption at rest.
3. Access Controls:
   Zero-trust architecture with MFA and SSH key authentication restricted to authorized system engineers.

Third-Party Integrations: Where Softball Canada enables specialized external tools (e.g. embedded video streaming), data processed by those specific tools is subject to their agreements.

Governance & Inquiries

• For Data Records & Policy Requests:
  To update credentials, adjust communication preferences, or submit a formal data access inquiry, contact the Softball Canada Office directly.
• For Infrastructure & Platform Support:
  Operational incident logs and system architecture inquiries are coordinated between Softball Canada administration and the technical team at Members Village.