Privacy Policy

We're not out here selling your data or anything sketchy. Here's what we actually do with it:

• Run your membership: Processing payments, managing your account, giving you facility access
• Keep you safe: Using health info to customize workouts and avoid injuries
• Communication: Sending class schedules, gym updates, maintenance notices - stuff you actually need to know
• Improve our services: Analyzing what classes are popular, what equipment needs replacing, that kind of thing
• Marketing: Sending you promotions or new program info (but you can opt out anytime - no hard feelings)
• Legal compliance: Meeting Canadian regulations and keeping required records
• Personal training: Your trainer uses your data to build programs that actually work for YOU

Everything we collect has a purpose. We're not just hoarding info for fun.

We don't sell your info to random companies. Period. But we do share it with:

• Payment processors: To handle your membership fees securely
• Our staff: Trainers and front desk team need access to help you properly
• Service providers: Like our booking system software or email platform (they're all bound by confidentiality agreements)
• Legal authorities: If required by law or to protect someone's safety
• Insurance companies: Only if there's an incident and it's necessary

That's it. We keep your circle tight. And everyone who has access signs agreements to keep your info secure.

Yeah, we use cookies - not the edible kind, unfortunately. Here's the breakdown:

Essential Cookies:

These keep the site working - like remembering you're logged in. Can't really turn these off without breaking stuff.

Analytics Cookies:

Help us understand which pages people visit, how long they stay, what's working and what's not. We use this to make the site better.

Marketing Cookies:

Track if you came from an ad or social media. Helps us know what's worth our marketing budget.

You can adjust your browser settings to block cookies, but some features might not work as smoothly. Your call.

We take security seriously - like, really seriously. Here's how we protect your stuff:

• Encryption: All payment and sensitive data is encrypted (fancy speak for "scrambled so hackers can't read it")
• Secure servers: Our data lives on protected servers with firewalls and regular security updates
• Limited access: Only staff who need your info to do their job can see it
• Regular backups: So we don't lose your training records if something goes wrong
• Staff training: Everyone on our team knows how to handle personal info properly
• Physical security: Paper records are locked up tight in our office

No system is 100% hack-proof, but we're doing everything industry-standard and then some to keep your data safe.

Under Canadian law, you've got rights when it comes to your personal info. Here's what you can do:

• Access: Ask to see what data we have on you (we'll send you a copy)
• Correction: If something's wrong or outdated, tell us and we'll fix it
• Deletion: Request we delete your info (with some exceptions - like if we legally need to keep it)
• Opt-out: Unsubscribe from marketing emails anytime - there's a link at the bottom of every email
• Withdraw consent: Change your mind about us using your data for certain things
• Portability: Get your data in a format you can take to another gym
• Lodge a complaint: If you think we've mishandled your info, you can file a complaint with the Privacy Commissioner of Canada

To exercise any of these rights, just shoot us an email at info@frosthavenverse.info or swing by the front desk.

We don't keep your info forever. Here's the timeline:

• Active membership: We keep everything current while you're training with us
• After cancellation: Most data gets deleted within 12 months
• Financial records: Kept for 7 years (Canadian tax law requires this)
• Injury reports: Kept for 10 years for liability purposes
• Marketing lists: Removed immediately if you unsubscribe

Once the retention period's up, we securely delete or anonymize your data. It's gone for good.

Our programs are designed for adults 18 and over. If you're under 18 and wanna train with us, we need parental consent.

Parents or guardians will need to:

• Sign the membership agreement on your behalf
• Provide consent for us to collect and use your info
• Review and approve any personal training programs

We take extra care with info from anyone under 18. If you're a parent with questions about this, give us a shout.

Things change - laws get updated, we add new services, technology evolves. When we update this policy, we'll:

• Post the new version on our website
• Update the "Last Updated" date at the top
• Send you an email if there are major changes that affect how we use your data
• Post a notice in the gym for a few weeks

We recommend checking this page occasionally. Or don't - we'll let you know if anything big changes.

Got questions? Concerns? Just wanna chat about how we handle your data? We're here for it.

We'll respond to privacy requests within 30 days max, but usually way faster than that.