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Privacy Policy

Effective Date: September 18, 2026

Dirt Groms respects your privacy and is committed to protecting the personal information you provide to us. This Privacy Policy explains how we collect, use, and protect information when you visit our website, register for a Dirt Groms program, complete a waiver, or sign up for communications from us.

Dirt Groms operates in British Columbia and handles personal information in accordance with applicable privacy laws, including British Columbia's Personal Information Protection Act (PIPA).

1. Information We Collect

We collect information that you voluntarily provide to us through our website, registration forms, waiver forms, email communications, and newsletter sign-up.

Depending on the program, this may include:

  • Participant name and contact information

  • Parent or guardian name and contact information

  • Date of birth or age

  • Emergency contact information

  • Relevant medical, allergy, or other health information voluntarily provided for participant safety

  • Mountain biking experience and skill information

  • Program registration and attendance information

  • Waiver and consent information

  • Email address for newsletter subscriptions

  • Other information you voluntarily provide to us

We only collect information that is reasonably necessary for the purposes described in this Privacy Policy.

2. How We Use Registration Information

Information provided through Dirt Groms registration forms is used only for the purposes of operating our programs and keeping participants safe.

This includes:

  • Processing and managing program registrations

  • Maintaining attendance records

  • Communicating with participants and parents or guardians about their registered programs

  • Helping coaches understand participants' riding experience, skills, and relevant needs

  • Supporting appropriate instruction and group management

  • Contacting emergency contacts when necessary

  • Responding to an emergency or safety situation

  • Meeting applicable insurance, legal, and administrative requirements

Dirt Groms does not sell, rent, or share registration information with third parties for marketing purposes.

Personal information provided for registration will not be added to the Dirt Groms newsletter unless the individual separately chooses to subscribe.

3. Medical and Emergency Information

Participants or their parents/guardians may provide medical, allergy, or other health-related information when it is relevant to participant safety.

This information is used only when reasonably necessary to:

  • Help coaches understand relevant safety considerations

  • Respond appropriately to an emergency

  • Contact an emergency contact

  • Support the safe participation of the rider in Dirt Groms programs

Coaches and Dirt Groms personnel will only have access to information reasonably necessary for them to carry out their responsibilities.

4. Waivers and WaiverFile

Dirt Groms uses WaiverFile, a third-party electronic waiver service, to collect and manage participant waivers.

When you complete a Dirt Groms waiver through WaiverFile, information you provide may include your name, contact information, signature, waiver responses, and other information contained in the waiver.

WaiverFile is a separate third-party service and handles information according to its own privacy practices. Information submitted through WaiverFile may be stored or processed outside Canada.

Please review WaiverFile's Privacy Policy for more information about how it handles information submitted through its platform.

5. Website Analytics

The Dirt Groms website uses Google Analytics to understand how visitors use our website and to help us improve the website and its content.

Google Analytics may collect information such as:

  • Pages visited

  • Approximate geographic location

  • Browser and device information

  • Visit duration and session information

  • How visitors arrived at the website

  • General website interaction information

Google Analytics uses cookies and similar technologies to help measure website activity. Google states that its standard Analytics implementation collects information such as users, session statistics, approximate location, and browser/device information.

Dirt Groms does not intentionally send registration information, medical information, or other directly identifying personal information to Google Analytics.

Google Analytics information is used for website analytics and improvement and is separate from the personal information collected through Dirt Groms program registration.

6. Google Search Console

Dirt Groms uses Google Search Console to monitor the performance and visibility of our website in Google Search.

Search Console provides information about how people find and interact with our website through Google Search, such as search queries, pages appearing in search results, and general website performance.

We use this information to improve the website and make our information easier for riders and families to find.

7. Newsletter

Dirt Groms may offer an email newsletter for people who choose to subscribe.

If you sign up for the newsletter, your email address will be used to send you Dirt Groms news, program information, updates, and other communications related to Dirt Groms.

Newsletter information is not obtained automatically from program registration. You must separately choose to subscribe.

You may unsubscribe from the newsletter at any time by using the unsubscribe option included in our emails or by contacting us at dirtgroms@gmail.com.

8. Payments

Dirt Groms does not accept online payments through the website.

Program fees are paid by e-transfer according to the payment instructions provided during registration.

Dirt Groms does not collect or store credit card information through its website.

9. Sharing of Personal Information

Dirt Groms does not sell, rent, or share personal information for marketing purposes.

Registration information is used only for the purposes described in this Privacy Policy, including registration, attendance, coach knowledge of riders, participant safety, and emergencies.

Information may be provided to service providers when reasonably necessary to provide a service on behalf of Dirt Groms, such as electronic waiver management.

Information may also be disclosed where required or permitted by law or where necessary to respond to an emergency or protect the safety of a participant or another person.

10. Children's Information

Dirt Groms offers programs for children and youth. We may collect personal information about young participants from their parent or legal guardian as part of registration.

This information is used for program administration, attendance, coaching, communication, and participant safety.

Parents or legal guardians may contact Dirt Groms with questions about personal information collected about their child.

11. Protecting Personal Information

Dirt Groms takes reasonable measures to protect personal information against unauthorized access, collection, use, disclosure, loss, or destruction.

Access to registration information is limited to people who reasonably need the information to administer Dirt Groms programs, coach participants, communicate with families, or respond to safety and emergency situations.

No method of electronic storage or transmission is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee absolute security.

12. Retention of Information

Dirt Groms retains personal information only for as long as reasonably necessary for the purposes for which it was collected, including program administration, participant safety, insurance, legal, and record-keeping requirements.

When information is no longer required, reasonable steps will be taken to securely delete, destroy, or anonymize it.

Waiver information may be retained through WaiverFile in accordance with applicable legal, insurance, and record-keeping requirements and WaiverFile's policies.

13. Accessing or Correcting Your Information

Under BC's Personal Information Protection Act, individuals have the right to request access to their personal information held by a private organization and to request correction of inaccurate information.

To request access to or correction of your personal information, please contact:

Dirt Groms
Email: dirtgroms@gmail.com

We may need to verify your identity before providing access to personal information or making changes.

14. Questions or Privacy Concerns

If you have questions about this Privacy Policy, would like to request access to your personal information, or have a privacy concern, please contact:

Dirt Groms
Email: dirtgroms@gmail.com

We will make reasonable efforts to respond to privacy requests and concerns in a timely manner.

If you are not satisfied with the response to a privacy concern, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC). PIPA applies to private-sector organizations in BC, including businesses and non-profit organizations.

15. Changes to This Privacy Policy

Dirt Groms may update this Privacy Policy from time to time to reflect changes to our practices, services, or applicable privacy requirements.

The most current version will be posted on the Dirt Groms website with the effective date shown at the top of the policy.

Terms & Conditions

Effective Date: September 18, 2026

Welcome to Dirt Groms. By registering for or participating in a Dirt Groms program, lesson, ride, race, or other activity, you agree to the following Terms & Conditions.

Dirt Groms programs involve mountain biking and other cycling activities that take place on roads, trails, parks, and natural environments. Participation involves inherent risks, and all participants are expected to ride responsibly, follow instructions, and take reasonable steps to protect their own safety and the safety of others.

1. Registration

Registration is required for Dirt Groms programs and activities where registration is requested.

By registering, you confirm that:

  • The information you provide is accurate and complete.

  • You have provided any information reasonably necessary for Dirt Groms to safely administer the program.

  • You understand the nature of the activity and the physical requirements involved.

  • You agree to follow Dirt Groms rules, instructions, and safety requirements.

  • You will notify Dirt Groms of any relevant changes to your information that may affect your participation or safety.

For participants under 19, registration and required consent must be completed by a parent or legal guardian where applicable.

2. Waiver and Release

All participants are required to complete the applicable Dirt Groms waiver and release before participating in programs or activities.

Dirt Groms uses WaiverFile, a third-party electronic waiver service, to administer participant waivers.

The waiver is a separate legal document and forms part of the registration and participation requirements. These Terms & Conditions do not replace or modify the terms of the applicable waiver.

Participants who have not completed the required waiver may not be permitted to participate.

3. Mountain Biking and Inherent Risk

Mountain biking is an outdoor recreational activity that involves inherent risks. These may include, but are not limited to:

  • Falls and collisions

  • Uneven or unpredictable terrain

  • Rocks, roots, mud, loose gravel, and other trail conditions

  • Hills, drops, jumps, obstacles, and other features

  • Mechanical or equipment failure

  • Encounters with other trail users, vehicles, animals, or wildlife

  • Changing weather and environmental conditions

  • Physical exertion, fatigue, and injury

  • Risks associated with riding in natural or remote environments

Participants are responsible for understanding and accepting the inherent risks associated with cycling and mountain biking.

The required Dirt Groms waiver provides additional information regarding risks, responsibilities, and releases associated with participation.

4. Participant Responsibilities

Participants are expected to:

  • Follow instructions provided by Dirt Groms coaches and staff.

  • Ride within their abilities and make responsible decisions on the trail.

  • Follow applicable trail, road, and cycling rules.

  • Treat other riders, coaches, volunteers, trail users, and members of the public with respect.

  • Wear the required safety equipment.

  • Inform a coach if they are feeling unwell, injured, excessively fatigued, or otherwise unable to safely continue.

  • Take responsibility for their own bicycle and equipment.

  • Respect the environment, trails, and surrounding property.

Dirt Groms reserves the right to remove a participant from an activity if their behaviour or riding creates an unreasonable safety risk to themselves or others.

5. Bicycle and Equipment Requirements

Participants are responsible for arriving with a bicycle and equipment that are appropriate for the program and in safe working condition.

Unless otherwise communicated by Dirt Groms, participants should have:

  • A properly functioning bicycle appropriate for the activity

  • A properly fitted, approved bicycle helmet

  • Appropriate clothing and footwear

  • Water or hydration

  • Any other equipment specified for the particular program

Participants are responsible for maintaining their bicycle and ensuring it is safe to ride.

Dirt Groms may determine that a bicycle or piece of equipment is not suitable or safe for participation.

6. Coaches and Instruction

Dirt Groms coaches provide instruction, guidance, and supervision appropriate to the program.

Coaches will make reasonable efforts to provide instruction appropriate to the group's experience and ability. However, participants remain responsible for making their own decisions while riding and for communicating with their coach if they are uncomfortable or unable to perform an activity safely.

Trail and environmental conditions can change during a ride, and planned activities may be modified when necessary for safety.

7. Weather and Program Changes

Dirt Groms activities take place outdoors and may be affected by weather, trail conditions, environmental conditions, closures, or other circumstances beyond our control.

Dirt Groms may modify, postpone, relocate, or cancel a session when conditions are considered unsuitable or unsafe.

Participants will be notified of significant schedule or location changes using the contact information provided during registration.

8. Cancellations and Refunds

Program fees and applicable cancellation or refund terms will be communicated at the time of registration.

Because programs involve advance planning, staffing, scheduling, and limited participant spaces, refunds may be subject to the specific cancellation terms of the program.

If Dirt Groms cancels or is unable to provide a program or session, Dirt Groms will communicate any applicable make-up, credit, or refund arrangements to registered participants.

Specific programs may have different cancellation and refund policies. Where a program-specific policy conflicts with these general Terms & Conditions, the program-specific policy will apply.

9. Program Capacity and Waitlists

Dirt Groms programs may have limited spaces to maintain appropriate group sizes and provide effective instruction.

When a program is full, Dirt Groms may operate a waitlist. Placement on a waitlist does not guarantee a space in the program.

If a space becomes available, Dirt Groms may contact people on the waitlist using the information provided during registration.

10. Payment

Dirt Groms does not accept credit card or other online payments through the website.

Program fees are paid by e-transfer according to the payment instructions provided during registration.

A registration may not be considered complete until payment and all required registration and waiver requirements have been received.

11. Communication

Dirt Groms may contact registered participants or their parents/guardians using the contact information provided during registration.

These communications may include:

  • Registration confirmations

  • Program information

  • Schedule and location details

  • Weather or cancellation updates

  • Safety information

  • Changes to programs or activities

  • Other information directly related to a participant's registration

By registering for a program, you agree to receive communications necessary to administer your participation.

Dirt Groms may also offer an optional newsletter. Newsletter subscriptions are separate from program registration and require a separate choice to subscribe.

12. Participant Conduct

Dirt Groms is committed to providing a welcoming, respectful, and inclusive environment.

Participants are expected to behave respectfully toward coaches, volunteers, other participants, trail users, and members of the public.

Bullying, harassment, discrimination, threatening behaviour, or conduct that creates a significant safety concern may result in removal from a program.

Where a participant is under 19, Dirt Groms may contact their parent or legal guardian regarding significant behavioural or safety concerns.

13. Parents and Guardians

For participants under 19, parents or legal guardians are responsible for providing accurate registration and emergency information and ensuring that their child understands the expectations for participation.

Parents and guardians should ensure that their child arrives with the required equipment and is appropriately prepared for the activity.

Parents or guardians must remain reachable using the contact information provided during registration where required by the particular program.

14. Personal Property

Participants are responsible for their own bicycles, clothing, electronics, and other personal belongings.

Dirt Groms is not responsible for lost, stolen, or damaged personal property except where liability cannot legally be excluded.

15. Photos and Video

Dirt Groms may occasionally take photographs or video during programs and events for general promotional and informational purposes.

I would recommend making this section match whatever photo-consent language is actually on their registration form. If they currently have a separate photo/video consent checkbox, this section can simply refer participants to that consent rather than creating a second permission through the Terms & Conditions.

For example:

Any use of participant photographs or video will be handled in accordance with the photo/video consent provided during registration.

16. Privacy

Dirt Groms collects and uses personal information in accordance with its Privacy Policy.

Registration information is used for program registration, attendance, coach knowledge of riders, communication, participant safety, and emergencies.

Dirt Groms does not sell or share registration information for marketing purposes.

For more information, please see our Privacy Policy or contact dirtgroms@gmail.com.

17. Changes to Programs or Terms

Dirt Groms may make reasonable changes to programs, schedules, locations, activities, or these Terms & Conditions when necessary.

The most current version of these Terms & Conditions will be posted on the Dirt Groms website.

18. Acceptance of Terms

By registering for or participating in a Dirt Groms program or activity, you acknowledge that you have had an opportunity to review these Terms & Conditions and agree to comply with them.

For participants under 19, acceptance must be provided by a parent or legal guardian where required.

If you do not agree to these Terms & Conditions, please do not register for or participate in Dirt Groms programs or activities.

19. Contact

If you have questions about these Terms & Conditions, please contact:

Dirt Groms
Email: dirtgroms@gmail.com

Terms & Conditions

Effective Date: September 18, 2026

Welcome to Dirt Groms. By registering for or participating in a Dirt Groms program, lesson, ride, race, or other activity, you agree to the following Terms & Conditions.

Dirt Groms programs involve mountain biking and other cycling activities that take place on roads, trails, parks, and natural environments. Participation involves inherent risks, and all participants are expected to ride responsibly, follow instructions, and take reasonable steps to protect their own safety and the safety of others.

1. Registration

Registration is required for Dirt Groms programs and activities where registration is requested.

By registering, you confirm that:

  • The information you provide is accurate and complete.

  • You have provided any information reasonably necessary for Dirt Groms to safely administer the program.

  • You understand the nature of the activity and the physical requirements involved.

  • You agree to follow Dirt Groms rules, instructions, and safety requirements.

  • You will notify Dirt Groms of any relevant changes to your information that may affect your participation or safety.

For participants under 19, registration and required consent must be completed by a parent or legal guardian where applicable.

2. Waiver and Release

All participants are required to complete the applicable Dirt Groms waiver and release before participating in programs or activities.

Dirt Groms uses WaiverFile, a third-party electronic waiver service, to administer participant waivers.

The waiver is a separate legal document and forms part of the registration and participation requirements. These Terms & Conditions do not replace or modify the terms of the applicable waiver.

Participants who have not completed the required waiver may not be permitted to participate.

3. Mountain Biking and Inherent Risk

Mountain biking is an outdoor recreational activity that involves inherent risks. These may include, but are not limited to:

  • Falls and collisions

  • Uneven or unpredictable terrain

  • Rocks, roots, mud, loose gravel, and other trail conditions

  • Hills, drops, jumps, obstacles, and other features

  • Mechanical or equipment failure

  • Encounters with other trail users, vehicles, animals, or wildlife

  • Changing weather and environmental conditions

  • Physical exertion, fatigue, and injury

  • Risks associated with riding in natural or remote environments

Participants are responsible for understanding and accepting the inherent risks associated with cycling and mountain biking.

The required Dirt Groms waiver provides additional information regarding risks, responsibilities, and releases associated with participation.

4. Participant Responsibilities

Participants are expected to:

  • Follow instructions provided by Dirt Groms coaches and staff.

  • Ride within their abilities and make responsible decisions on the trail.

  • Follow applicable trail, road, and cycling rules.

  • Treat other riders, coaches, volunteers, trail users, and members of the public with respect.

  • Wear the required safety equipment.

  • Inform a coach if they are feeling unwell, injured, excessively fatigued, or otherwise unable to safely continue.

  • Take responsibility for their own bicycle and equipment.

  • Respect the environment, trails, and surrounding property.

Dirt Groms reserves the right to remove a participant from an activity if their behaviour or riding creates an unreasonable safety risk to themselves or others.

5. Bicycle and Equipment Requirements

Participants are responsible for arriving with a bicycle and equipment that are appropriate for the program and in safe working condition.

Unless otherwise communicated by Dirt Groms, participants should have:

  • A properly functioning bicycle appropriate for the activity

  • A properly fitted, approved bicycle helmet

  • Appropriate clothing and footwear

  • Water or hydration

  • Any other equipment specified for the particular program

Participants are responsible for maintaining their bicycle and ensuring it is safe to ride.

Dirt Groms may determine that a bicycle or piece of equipment is not suitable or safe for participation.

6. Coaches and Instruction

Dirt Groms coaches provide instruction, guidance, and supervision appropriate to the program.

Coaches will make reasonable efforts to provide instruction appropriate to the group's experience and ability. However, participants remain responsible for making their own decisions while riding and for communicating with their coach if they are uncomfortable or unable to perform an activity safely.

Trail and environmental conditions can change during a ride, and planned activities may be modified when necessary for safety.

7. Weather and Program Changes

Dirt Groms activities take place outdoors and may be affected by weather, trail conditions, environmental conditions, closures, or other circumstances beyond our control.

Dirt Groms may modify, postpone, relocate, or cancel a session when conditions are considered unsuitable or unsafe.

Participants will be notified of significant schedule or location changes using the contact information provided during registration.

8. Cancellations and Refunds

Program fees and applicable cancellation or refund terms will be communicated at the time of registration.

Because programs involve advance planning, staffing, scheduling, and limited participant spaces, refunds may be subject to the specific cancellation terms of the program.

If Dirt Groms cancels or is unable to provide a program or session, Dirt Groms will communicate any applicable make-up, credit, or refund arrangements to registered participants.

Specific programs may have different cancellation and refund policies. Where a program-specific policy conflicts with these general Terms & Conditions, the program-specific policy will apply.

9. Program Capacity and Waitlists

Dirt Groms programs may have limited spaces to maintain appropriate group sizes and provide effective instruction.

When a program is full, Dirt Groms may operate a waitlist. Placement on a waitlist does not guarantee a space in the program.

If a space becomes available, Dirt Groms may contact people on the waitlist using the information provided during registration.

10. Payment

Dirt Groms does not accept credit card or other online payments through the website.

Program fees are paid by e-transfer according to the payment instructions provided during registration.

A registration may not be considered complete until payment and all required registration and waiver requirements have been received.

11. Communication

Dirt Groms may contact registered participants or their parents/guardians using the contact information provided during registration.

These communications may include:

  • Registration confirmations

  • Program information

  • Schedule and location details

  • Weather or cancellation updates

  • Safety information

  • Changes to programs or activities

  • Other information directly related to a participant's registration

By registering for a program, you agree to receive communications necessary to administer your participation.

Dirt Groms may also offer an optional newsletter. Newsletter subscriptions are separate from program registration and require a separate choice to subscribe.

12. Participant Conduct

Dirt Groms is committed to providing a welcoming, respectful, and inclusive environment.

Participants are expected to behave respectfully toward coaches, volunteers, other participants, trail users, and members of the public.

Bullying, harassment, discrimination, threatening behaviour, or conduct that creates a significant safety concern may result in removal from a program.

Where a participant is under 19, Dirt Groms may contact their parent or legal guardian regarding significant behavioural or safety concerns.

13. Parents and Guardians

For participants under 19, parents or legal guardians are responsible for providing accurate registration and emergency information and ensuring that their child understands the expectations for participation.

Parents and guardians should ensure that their child arrives with the required equipment and is appropriately prepared for the activity.

Parents or guardians must remain reachable using the contact information provided during registration where required by the particular program.

14. Personal Property

Participants are responsible for their own bicycles, clothing, electronics, and other personal belongings.

Dirt Groms is not responsible for lost, stolen, or damaged personal property except where liability cannot legally be excluded.

15. Photos and Video

Dirt Groms may occasionally take photographs or video during programs and events for general promotional and informational purposes.

I would recommend making this section match whatever photo-consent language is actually on their registration form. If they currently have a separate photo/video consent checkbox, this section can simply refer participants to that consent rather than creating a second permission through the Terms & Conditions.

For example:

Any use of participant photographs or video will be handled in accordance with the photo/video consent provided during registration.

16. Privacy

Dirt Groms collects and uses personal information in accordance with its Privacy Policy.

Registration information is used for program registration, attendance, coach knowledge of riders, communication, participant safety, and emergencies.

Dirt Groms does not sell or share registration information for marketing purposes.

For more information, please see our Privacy Policy or contact dirtgroms@gmail.com.

17. Changes to Programs or Terms

Dirt Groms may make reasonable changes to programs, schedules, locations, activities, or these Terms & Conditions when necessary.

The most current version of these Terms & Conditions will be posted on the Dirt Groms website.

18. Acceptance of Terms

By registering for or participating in a Dirt Groms program or activity, you acknowledge that you have had an opportunity to review these Terms & Conditions and agree to comply with them.

For participants under 19, acceptance must be provided by a parent or legal guardian where required.

If you do not agree to these Terms & Conditions, please do not register for or participate in Dirt Groms programs or activities.

19. Contact

If you have questions about these Terms & Conditions, please contact:

Dirt Groms
Email: dirtgroms@gmail.com

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