Look, we get it - nobody really reads these things. But here's the deal: at Emberwyrm Legacy Fitness, we're not into playing games with your personal info. This isn't some corporate copy-paste job. We're a real gym with real people, and we treat your data like we'd want ours treated.
This policy breaks down what info we collect when you train with us, why we need it, and what we do (and don't do) with it. We've kept the legal jargon to a minimum 'cause honestly, ain't nobody got time for that.
By using our services, website, or stepping foot in our facility, you're agreeing to what's laid out here. If something doesn't sit right with you, hit us up at info@emberwyrmlegacy.info and let's talk about it.
When you sign up or book a session, we'll ask for the basics - name, email, phone number, address. Standard stuff you'd give any gym. We also need your birthday (gotta make sure you're old enough for the warrior training), and emergency contact info just in case things get intense.
Here's where it gets more specific. We collect health history, fitness goals, injury info, and any medical conditions we should know about. This isn't us being nosy - it's how we keep you safe and design programs that actually work for YOUR body. We also track your workout progress, attendance, and performance metrics if you're cool with that.
Credit card details, billing addresses, payment history - the usual financial stuff. We use secure payment processors, so we're not sitting on your full card numbers.
When you're on our website, we collect IP addresses, browser types, device info, and how you navigate around. It helps us figure out what's working and what's busted.
Emails, texts, messages through our booking system - we keep records of our conversations. Helps us remember what we talked about and follow through on stuff.
Straight up, here's what we do with your info:
We're not out here selling your data to random companies or spamming you with garbage. If we send you something, it's because it's relevant to your training or required by law.
We're pretty selective about who gets access to your info. Here's the shortlist:
Obviously, our trainers and front desk staff need access to your profile to do their jobs. They're all trained on privacy and sign confidentiality agreements.
Payment processors, email platforms, scheduling software, cloud storage - the tech that keeps us running. They only get what they need to provide the service, and we vet them carefully.
If we're legally required to hand over info (court orders, government requests, that kind of thing), we have to comply. We'll push back if something seems sketchy, but we're not above the law.
If there's a medical emergency, we'll share relevant health info with first responders. Your safety trumps privacy in life-or-death situations.
What we DON'T do: We don't sell your data to advertisers, marketers, or data brokers. We don't rent out our member list. We don't share your personal training details on social media without explicit permission. Period.
Yeah, we use cookies - but not the delicious kind (though we should probably stock those in the recovery lounge).
Little text files that sit on your device and remember stuff about your visit. They're how the website remembers you're logged in, what's in your booking cart, your preferences, etc.
You can disable cookies in your browser settings, but heads up - some parts of the site might not work right. Most browsers let you block third-party cookies while keeping the essential ones.
We're not using sneaky tracking pixels to follow you around the internet. What happens on our site stays on our site (and our analytics dashboard, but that's about it).
Under Canadian privacy laws (PIPEDA for the legal eagles out there), you've got rights. Here's what you can do:
You can ask to see what info we have on you. We'll send you a copy within a reasonable timeframe (usually a couple weeks).
If something's wrong or outdated, let us know and we'll fix it. You can update most stuff yourself through your member portal.
Want us to erase your info? We can do that, with some exceptions (like records we're legally required to keep for accounting or liability purposes).
Don't wanna hear about new programs or special offers? Cool, just click unsubscribe on any email or tell us directly. We'll still send essential stuff like billing notices and class cancellations.
If you gave permission for something specific (like sharing your progress pics), you can take it back anytime.
If you think we've mishandled your data, you can complain to us directly or go straight to the Office of the Privacy Commissioner of Canada. We'd rather you talk to us first so we can make it right, but that's your call.
We take security seriously. Your trust means everything, and we're not about to let some hacker mess with your personal info.
Paper records (yeah, we still have some) are locked up. Our computers have screen locks and password requirements. Access to sensitive areas is restricted to authorized staff only.
Everyone on the team gets privacy training. They know what's confidential, how to handle data properly, and what to do if something goes wrong.
Real talk though - no system is 100% bulletproof. We do our best, but if there's ever a breach, we'll let you know ASAP and tell you what happened and what we're doing about it. Transparency matters.
We don't hold onto your info forever. Here's the breakdown:
As long as you're training with us, we keep your full profile current and accessible.
When you cancel your membership, we'll keep basic records for 7 years (Canadian tax law requirement). Health and training details get archived after 2 years unless you request deletion sooner.
If you're on our mailing list but never became a member, we'll remove you after 3 years of inactivity. You can opt out anytime before that.
Waivers, incident reports, injury documentation - we keep these for 10 years because of liability insurance requirements.
Once the retention period is up, we securely delete or destroy the data. No point keeping old info around collecting digital dust.
Sometimes we'll link to other websites - maybe supplement companies we trust, fitness resources, or partner services. Here's the thing: once you click away from our site, their privacy policies take over.
We try to only link to reputable places, but we can't control what they do with your data. If you're signing up for something on another site, check out their privacy policy first. Better safe than sorry.
We're on Instagram, Facebook, maybe TikTok if we can figure it out. If you interact with our social pages, those platforms have their own data collection practices. We don't get access to your private social media info unless you specifically share it with us.
When we post workout videos or success stories, we always get permission first. If you're in a background shot and want it taken down, just holler - no questions asked.
Our programs are designed for adults (18+). The warrior training is pretty intense and not suitable for kids.
If someone under 18 somehow ends up in our system, we need parental consent before collecting any personal info. Parents or guardians have full access to their kid's data and can request deletion at any time.
We don't knowingly market to minors or collect data from anyone under 13. If we discover we've accidentally collected info from a young kid, we'll delete it immediately. If you're a parent and think your child's info ended up in our system, contact us right away and we'll sort it out.
Things change - new laws, new technology, new services we offer. When we update this policy, we'll bump the "last updated" date at the top and let you know about any major changes.
For small tweaks (like updating a contact email), we'll just post the new version. For bigger changes that affect how we handle your data, we'll send an email or post a notice on the website.
It's worth checking back here once in a while, especially if you're the type who actually reads this stuff. We try to keep it current and honest.
If you keep using our services after we make changes, that means you're cool with the updated policy. If you're NOT cool with it, you can cancel your membership and we'll delete your data according to our retention schedule.
Got questions about your privacy? Want to exercise your rights? Just confused about something in this policy? We're here to help.
1847 Granville Street
Vancouver, BC V6Z 1N3
Canada