Privacy Policy

Last updated June 28 2020


HeadCheck Health Inc. (“HeadCheck”, “we”, “us” or “our”) is committed to protecting the privacy and confidentiality of personal information in our custody and control.  This Privacy Policy explains how we collect, use, disclose and protect personal information in the course of operating our business. Please note that, unless we define a term in this Privacy Policy, all capitalized words used in this Privacy Policy have the same meanings as in our Terms of Service.

You can visit without registering or providing personal information. However, in order to meet your needs as best as we can, some of our forms require you to identify yourself or enter other personal information. We will require personal information when you apply for information or a subscription, make purchases, take part in surveys, or request information on the products and services offered by HeadCheck Health and its partners.

You can choose not to provide HeadCheck Health with some or all of your personal information. However, this choice may prevent HeadCheck Health from providing you with the products, services, or information requested or offered.


Collection and Use of Personal Information

We help our customers enhance organization safety and concussion protocol management by providing tools for documentation, assessment, and reporting. When customers use our Service, they collect personal information relating to current, prospective and former customers and their employees and representatives (“Customer Data”).  In connection with our customer’s use of our tools, they may also collect personal information relating to our customer’s athletes (“Athlete Data”). HeadCheck does not control the content of the Customer Data or Athlete data that our customers may choose to collect or manage using our Service. HeadCheck processes our customer’s information as they direct and in accordance with our agreements with our customers, and we store it on our service providers’ servers.

Our agreements with our customers prohibit us from using that information, except as necessary to provide and improve the Service, as permitted by this Privacy Policy, and as required by law.

We have no direct relationship with individuals who provide Personal Information to our customers. Our customers control and are responsible for correcting, deleting, or updating information they have collected using the Services. We may work with our customers to help them provide notice to their employees or athletes about their data collection, processing and usage.


Collection and Use of Customer Data

The Customer Data collect includes name and contact information, username and password, and information about customer needs, interests and preferences.

We use Customer Data to:

  • understand Customer needs;
  • determine suitability for our products and services;
  • provide products or services as requested, including processing payments;
  • improve our products and services through customer surveys conducted directly by HeadCheck Health or by approved third parties;
  • inform customers and their employees and representatives about products, services, information and events that may be of interest to them;
  • anonymize or aggregate data collected through the Service and use and disclose it for any purpose;
  • comply with the applicable law; and
  • meet contractual or legal requirements.


Collection and Use of Athlete Data

We store and process Athlete Data as a service provider to our customers.  In order to provide services to our customers, our customers may provide us with Athlete Data such as athlete-reported symptoms, postural stability, results from cognitive testing, medical history and next of kin particulars.  We are not responsible for our customer’s handling of Athlete Data.  If you are an athlete and have questions about how your Athlete Data is handled, please contact the applicable customer directly.

The Service is intended to be used by adults, such as league staff, coaches, and parents, and they may submit information about children under 13. Parents may contact us if their child has provided us with personal information without their consent.

The Service is not directed to children under the age of 13. The Service is intended to be used by leagues, coaches, and parents to assess Athletes or Patients, who may be children under the age of 13. We do not permit individuals to create accounts if they submit a birth date that indicates they are under the age of 13. However, we allow registered users to submit information, including personal information (as defined by the Children’s Online Privacy Protection Act), about children under the age of 13.

If you learn that your child has provided us with personal information without your consent, you may alert us at If we learn that we have collected any personal information from children under 13, we will promptly take steps to delete such information and communicate with the registered user to not re-submit your child as a team member.


Information We Collect Automatically

HeadCheck Health automatically collects and receives information from your computer or mobile device when you visit our website or use our mobile application.  This information may include your IP address, browser and device type, access times, the web page from which you came, the regions from which you navigate the webpage, the webpage(s) you access (as applicable), and information obtained from cookies (See “Cookies and Related Technologies” below). We may send you push notifications from time to time in order to update you about events or promotions. If you no longer wish to receive such communications, you may turn them off at the device level.

We automatically collect metrics and information about how Users interact with and use the Service. We use this information to develop and improve the Services, and to inform our sales and marketing strategies. We may share or publish this service data with third parties in an aggregated and anonymized manner, but we will not include any Customer Data or identify Users.

We use Customer Data in an anonymized manner for machine learning that supports certain product features and functionality within the Subscription Service.

When you use the Subscription Service, we automatically collect log files. These log files contain information about a Users’ IT system, a User’s IP address, browser type, domain names, internet service provider (ISP), the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, clickstream data, access times, and referring website addresses. We use this information to ensure the optimal operation of the Subscription Service and for security purposes. We may link log files to Personal Data such as name, email address, address, and phone number for these purposes.


Cookies and Related Technologies

HeadCheck Health uses tracking technology “cookies” on the Website, in the applications, and in the Platforms, including mobile application identifiers and a unique HeadCheck user ID to help us recognize you across different Services. By visiting the Website or using the Services you agree to the use of cookies in your browser and HTML-based emails. Cookies are small text files placed on your device when you visit a website, in order to track use of the site and to improve your user experience.

The Services use “session cookies”, which improve your user experience by storing certain information from your current visit on your device, such as log-in information. These enable us to remember your log-in session so you can move easily within the Website or the other Services. Without these session cookies, we wouldn’t be able to provide the Services to you. These session cookies have limited functionalities and expirations, and you will be required to re-enter your HeadCheck Health log-in information after a certain period of time has elapsed to protect you against others accidentally accessing your account contents and related Personal Information. Other examples of our use of session cookies include to track the number of visits by a particular visitor to a page and to store items in an online shopping cart for the Shop.


Google Analytics

HeadCheck Health uses a specific cookie in order to facilitate the use of Google Universal Analytics for users logged-in to the Applications or the Platforms (“Logged-In User). If you are a Logged-In User, HeadCheck Health may use your HeadCheck user ID in combination with Google Universal Analytics and Google Analytics to track and analyze the pages of the Services you visit.  We do this only to better understand how you use the Website and the other Services, with a view to offering improvements for all HeadCheck Health users; and to tailor our business and marketing activities accordingly, both generally and specifically to you. Google Analytics cookies do not provide HeadCheck Health with any Personal Information.

Learn more about privacy at Google and to opt-out of this feature by installing the Google Analytics Opt-out Browser Add-on.

HeadCheck Health uses other third-party performance and remarketing cookies, and further information on those third-party cookies can be obtained by contacting us.

HeadCheck Health may also use related technologies including web beacons, bugs, pixels, and software tokens in order to facilitate your use of the Services. Most notably, the Services use software tokens (stored securely on HeadCheck Health-controlled servers) in order to facilitate the logging in to and the functioning of both the Supported Platforms and Third-Party Apps.

Most computer and some mobile web browsers automatically accept cookies but, if you prefer, you can change your browser to prevent that or to notify you each time a cookie is set. The Network Advertising Initiative has also developed a tool that may help you understand which third parties have currently enabled cookies for your browser and opt-out of those cookies. Further information can be found at http://www. Please note however that, by blocking or deleting cookies, you may not be able to take full advantage of the Website, Applications, Platforms, and/or Shop. If you do not want to receive tracking pixels, you will need to disable HTML images in your email client, and that may affect your ability to view images in other emails that you receive.


Disclosure of Personal Information

We may transfer personal information to service providers that provide certain services on our behalf, such as data hosting and processing, marketing, analytics, information technology services, call center, payment processing.  Some of these service providers may be located outside of Canada, including in the United States.  While outside of Canada, personal information will be subject to applicable foreign laws, which may permit government and national security agencies to access your information in certain circumstances.

We may disclose personal information to parties in connection with a corporate transaction, such as a sale, financing or other disposition of all or part of our business or assets, for the purposes of evaluating and/or performing the transaction.

We may disclose personal information where permitted or required by law, including to comply with a subpoena or warrant, to law enforcement in connection with an investigation, to protect our rights and the safety and security of our employees, and to enforce our agreements and collect debts owed to us.

We may disclose personal information where necessary to ensure coordination of dispatch for customers needing assistance by the use of external services such as Google Maps Coordinates Software.

Our customers will have access to all Athlete Data that they control.  We are not responsible for our customer’s handling of Athlete Data.  If you are an athlete and have questions about how your Athlete Data is handled, please contact the applicable customer directly.


Data Location

By using the Service, you will transfer data to Canada.

If you are visiting from the European Union or other regions with laws governing data collection and use, you agree to the transfer of your information to Canada. By providing your information you consent to any transfer and processing in accordance with this Privacy Policy.


De-Identified Data

We use the information we collect, including Customer Data, Athlete Data and data collected automatically through tools such as cookies, to create de-identified data that cannot be associated with, or used to identify, a customer, user or athlete.  We may use and share de-identified data with third parties in order to improve products or services, create new products or services and for research purposes.


Retention of Personal Information

Personal information is maintained on our servers or those of our service providers and is retained as long as necessary for the fulfilment of the purposes for which it was collected, in accordance with prudent business practices on general document retention, or as otherwise required by law.



We protect personal information using safeguards that are appropriate to the sensitivity of the information.  These safeguards may include measures to protect against unauthorized access, alteration, disclosure or destruction of personal information. Each of our employees is responsible for maintaining the confidentiality of all personal information to which they have access. We keep our employees informed about our policies and procedures for protecting personal information.  Despite these measures, since no system or security measure is completely secure, it is possible that personal information may be lost, stolen or accessed without authorization.


Your Choices

By providing us with personal information or otherwise using our services, you consent to the collection, use and disclosure of your personal information as described in this privacy policy.  If you provide us with personal information relating to a third party (for example, if you are a customer and you provide us with Athlete Data) we will assume that you have obtained consent from the third party to provide their personal information to us for the purposes described in this privacy policy.

You may unsubscribe from our promotional email communications at any time by using the unsubscribe feature included in those messages.  Please note that if you unsubscribe from our promotional email communications you may still receive transactional or business-related communications from us.

You may withdraw your consent to our collection, use or disclosure of your personal information, or request access to or correction of your personal information in our custody or control, by writing to us as described below.  We may take appropriate steps to verify your identity before providing access or making corrections.  Please note that our customers control Athlete Data.  Accordingly, if you are an athlete and would like to make a request relating to your Athlete Data, you will need to make your request to the customer.


Contact Us

HeadCheck Health is responsible for the personal information under its control. We have appointed a Privacy Officer who is accountable for HeadCheck Health’s compliance with this Privacy Policy. The Privacy Officer can be contacted:

By email at:

By mail at:
HeadCheck Health
#800-1455 West Georgia Street
Vancouver, BC V6G 2T3
Attention: Privacy Officer
By telephone at: 1-604-737-0053