Hey, Let's Talk Privacy
Look, we get it - nobody actually reads these things. But here's the deal: we're not some faceless corporation trying to sell your data to the highest bidder. We're a gym in Vancouver that just wants to help you get stronger, faster, and tougher. That said, we do collect some info to make everything run smoothly, and you deserve to know what we're doing with it.
This policy covers what data we collect, why we need it, how we use it, and what rights you've got. If something doesn't make sense or you've got questions, just shoot us an email at info@ignisflarecitadel.info and we'll break it down for you.
What Info We're Collecting
Personal Details
When you sign up for a membership or book a session, we're gonna need the basics: your name, email, phone number, and address. We also collect your date of birth (gotta make sure you're old enough to throw punches legally) and emergency contact info - because safety first when you're pushing limits.
Health & Fitness Data
If you're working with one of our trainers or doing nutrition coaching, we'll collect info about your fitness goals, any injuries or medical conditions we need to know about, and your progress over time. This stuff stays between you, your trainer, and our secure systems - we're not broadcasting your PRs without permission (though you should totally brag about 'em yourself).
Payment Info
We process membership fees and session payments, so we'll need your payment details. But here's the thing - we don't actually store your full credit card numbers on our servers. That's handled by our payment processor who's way better at securing that stuff than we'd ever be. We just keep transaction records and the last four digits for reference.
Website & Tech Stuff
Like pretty much every website out there, we collect some technical data - your IP address, browser type, pages you visit, how long you hang around. It's standard stuff that helps us keep the site running smooth and figure out what content people actually care about.
Why We Need Your Info
We're not collecting data for fun. Here's what we're actually doing with it:
- Processing your membership and managing your account
- Booking your classes and training sessions
- Sending you updates about schedule changes, new programs, or important facility info
- Creating personalized training and nutrition plans that actually work for you
- Processing payments and keeping financial records (because the tax people make us)
- Reaching out in emergencies if something goes wrong during training
- Improving our services based on what members actually want
- Meeting legal requirements and keeping everyone safe
We're not selling your email to spam lists or sharing your workout data with random third parties. Your info stays with us unless there's a legitimate reason to share it (and we'll tell you about those below).
Who Gets to See Your Data
Your personal info doesn't leave our circle unless absolutely necessary. Here's the short list of who might see it:
Our Team
Obviously our coaches, trainers, and front desk staff need access to member info to do their jobs. They're all trained on privacy protocols and know not to gossip about your deadlift numbers.
Service Providers
We work with a few trusted companies that help us run things - payment processors, email service providers, scheduling software, that kind of thing. They only get the data they need to do their specific job, and they're contractually required to keep it secure.
Legal Situations
If we're legally required to hand over information - like if there's a court order or a legitimate health emergency - we'll comply with the law. But we're not gonna volunteer your data to anyone who comes asking nicely.
How We're Protecting Your Stuff
We take security seriously because we'd be pretty ticked if someone leaked our personal info too. Here's what we're doing:
- All data transmission is encrypted (that's the little lock icon in your browser)
- Our servers are secured and regularly updated with the latest security patches
- Access to member data is restricted to staff who actually need it
- We use secure, industry-standard payment processing
- Regular backups so your data doesn't disappear if something crashes
- Physical security at our facility to protect hard copies
No system's perfect, but we're doing everything reasonable to keep your information locked down.
Your Rights (Yeah, You've Got 'Em)
Under Canadian privacy laws (including PIPEDA) and international regulations like GDPR (if you're visiting from Europe), you've got some solid rights:
Access Your Data
You can ask to see what information we've got on you. We'll send you a copy within 30 days.
Fix What's Wrong
If something in your profile's outdated or incorrect, let us know and we'll update it.
Delete Your Account
Want out? You can request that we delete your personal data. We'll do it unless we're legally required to keep certain records (like financial stuff for tax purposes).
Stop Marketing Emails
Not interested in our newsletters or promotions? There's an unsubscribe link in every email we send, or just tell us and we'll take you off the list.
Object to Processing
In some cases, you can object to how we're using your data. We'll review your request and respond accordingly.
Data Portability
You can ask for your data in a format that lets you transfer it to another service if you're switching gyms (though we'd hate to see you go).
To exercise any of these rights, just email us at info@ignisflarecitadel.info or call (604) 555-8247. We'll verify it's actually you (for security) and then handle your request.
Cookies & Tracking
Our website uses cookies - not the edible kind, unfortunately. These are small files that help the site remember you and work properly. We use them for:
- Keeping you logged into your account
- Remembering your preferences
- Understanding which pages people visit most
- Improving website performance
You can disable cookies in your browser settings, but some features of the site might not work as well. We don't use tracking cookies to follow you around the internet or serve you creepy targeted ads.
How Long We Keep Your Data
We don't keep your information forever. Here's the general breakdown:
- Active member data: as long as you're a member, plus one year after you leave (in case you come back)
- Financial records: seven years (thanks, Canada Revenue Agency)
- Training and health data: three years after your last session
- Email marketing data: until you unsubscribe or two years of inactivity
- Website analytics: typically 26 months
After that, we securely delete or anonymize your data so it can't be traced back to you.
Kids & Privacy
Our programs are designed for adults 18 and over. If you're under 18, we'll need parental consent before collecting any personal information. Parents can contact us anytime to review, update, or delete their kid's data.
Changes to This Policy
We might update this privacy policy from time to time - usually when laws change or we add new services. When we make significant changes, we'll let you know via email or a notice on our website. The "Last Updated" date at the top will always reflect the most recent version.
If you keep using our services after we post changes, that means you're cool with the updated policy. If you're not cool with it, you've got the right to close your account.
GDPR Compliance (For Our EU Friends)
If you're accessing our services from the European Union, you've got extra protections under GDPR. Here's what that means:
Legal Basis for Processing
We process your data based on: contractual necessity (we need your info to provide services), legal obligations (taxes, safety), legitimate interests (improving our gym), and consent (for marketing).
Data Controller
Ignis Flare Citadel is the data controller responsible for your personal information.
International Transfers
Your data is stored in Canada. If we transfer data internationally, we'll use appropriate safeguards like standard contractual clauses.
Right to Lodge a Complaint
If you think we're not handling your data properly, you can file a complaint with your local data protection authority.
Questions? Hit Us Up
Seriously, if anything in here's confusing or you've got concerns about your privacy, don't hesitate to reach out. We'd rather answer your questions than have you worrying about it.
Contact Our Privacy Team
Email: info@ignisflarecitadel.info
Phone: (604) 555-8247
Address: 1425 Burrard Street, Vancouver, BC V6Z 1Y9
Office Hours: Monday - Friday, 9am - 6pm PST