Introduction
Look, we get it - nobody actually enjoys reading privacy policies. But here's the deal: at Obsidrix Bastion Fitness, we're straight shooters. Your trust means everything to us, and we're not gonna mess around with your personal info.
This policy breaks down exactly what data we collect when you train with us, why we need it, and how we keep it locked down tighter than our vault during a max-effort deadlift session. We operate under Canadian privacy laws (PIPEDA for those who care about acronyms), and we take this stuff seriously.
Whether you're crushing HIIT sessions, sparring in our combat zone, or just browsing our site, this applies to you. We've tried to keep the legal jargon to a minimum - think of this as a straight talk between training partners.
Information We Collect
We're not collecting data just for kicks. Everything we gather serves a real purpose in making your training experience better and keeping the gym running smooth.
Personal Details
When you sign up or book sessions, we'll need basics like your name, email, phone number, and address. Pretty standard stuff - can't send you class updates if we don't know who you are, right?
Health & Fitness Data
Before you step into our combat training or start throwing weights around, we need to know about any medical conditions, injuries, or physical limitations. This isn't us being nosy - it's about keeping you safe and making sure our trainers can program workouts that won't wreck you. We'll also track your fitness progress, workout history, and any goals you've set with us.
Payment Information
Memberships and training sessions aren't free (wish they were). We collect payment details through secure processors - credit card info, billing addresses, transaction history. We don't actually store your full card numbers on our systems though, that's all handled by our payment partners.
Digital Footprint
When you're browsing our website or using our member portal, we automatically pick up some tech stuff - IP address, browser type, device info, pages you visit, time spent on site. It's how we figure out what's working and what's not on our digital platforms.
Facility Access Data
We track when you check into the gym using your member card or app. Helps us manage capacity, understand peak hours, and honestly, it's also for security - we need to know who's in the building.
How We Use Your Information
We're not hoarders - every piece of data we collect gets put to work. Here's what we're doing with it:
- Running Your Membership: Processing payments, managing your account, scheduling classes, sending you reminders about upcoming sessions. Basic operational stuff that keeps things moving.
- Personalizing Your Training: Our coaches use your fitness data and health info to design programs that actually work for YOUR body and goals. Cookie-cutter programs are for average gyms - we're not that.
- Safety First: Your medical info helps us prevent injuries and respond properly if something goes sideways during training. We've got your back, literally.
- Communication: Sending class schedules, program updates, facility changes, special events. We won't spam you with garbage, but you'll get what you need to know.
- Improvement: Analyzing usage patterns, member feedback, and training outcomes to make our programs better. If something's not working, we want to fix it.
- Legal Compliance: Sometimes we're required by law to maintain records. It's not exciting, but it's necessary.
- Marketing (with permission): If you've opted in, we might send you info about new programs, special offers, or events. Don't worry - unsubscribing is always one click away.
Who We Share Data With
We're not selling your info to random companies. Period. But we do work with some partners who need access to certain data to help us serve you better:
Service Providers
Payment processors (for handling transactions), email services (for sending communications), scheduling platforms (for booking classes), cloud storage (for secure data backup). These folks are contractually bound to protect your data and can only use it for the specific services they provide us.
Professional Partners
Sometimes we work with nutritionists, physiotherapists, or sports medicine professionals. If your training program involves their expertise, we might share relevant fitness and health data - but only with your explicit consent.
Legal Requirements
If the law requires it (court orders, government requests, that kind of thing), we'll comply. We're not trying to be difficult, but we also won't hand over your data without proper legal backing.
Emergency Situations
If there's a medical emergency and you can't communicate, we'll share necessary health information with emergency responders. Your safety trumps everything.
What we DON'T do: We don't sell, rent, or trade your personal information to third parties for their marketing purposes. That's not our game.
Security Measures
We protect your data like we protect our members during sparring sessions - with multiple layers of defense. Here's how we keep things locked down:
- Encryption: All data transmission is encrypted using industry-standard SSL/TLS protocols. Your info's scrambled during transfer so nobody can intercept it.
- Secure Storage: Data at rest is stored on secure servers with encryption. We use reputable Canadian hosting services that comply with privacy regulations.
- Access Controls: Only authorized staff can access your data, and only when they need it for their job. We track who accesses what and when.
- Regular Audits: We periodically review our security practices and update them to stay ahead of potential threats.
- Staff Training: Our team's trained on privacy and security protocols. They know what's at stake.
- Physical Security: Paper records (yeah, we still have some) are kept in locked areas with restricted access.
Real talk though - no system is 100% bulletproof. We do everything reasonable to protect your data, but if there's ever a breach, we'll notify you and the relevant authorities as required by Canadian law.
Cookies & Tracking Technologies
Our website uses cookies - not the protein kind, unfortunately. These are small text files that help our site function properly and remember your preferences.
What We Use:
- Essential Cookies: Keep you logged in, remember your cart, maintain site security. Can't really operate without these.
- Analytics Cookies: Help us understand how people use our site - which pages are popular, where folks get stuck, how long they stay. We use this to make the site better.
- Preference Cookies: Remember your settings like language choices or display preferences.
Most browsers let you control cookies through their settings. You can block them if you want, but heads up - some parts of our site might not work properly without them.
We also use tools like Google Analytics to track site usage. These services have their own privacy policies - we'd recommend checking those out too if you're curious.
Your Privacy Rights
Under Canadian privacy law, you've got some solid rights when it comes to your personal data. Here's what you can do:
Access Your Data
You can request a copy of all personal information we hold about you. We'll provide it in a readable format within 30 days (usually faster, but that's the legal deadline).
Correct Inaccuracies
If something's wrong in your records - outdated address, misspelled name, incorrect health info - let us know and we'll fix it ASAP. Accurate data benefits everyone.
Delete Your Data
Want us to delete your information? We can do that, with some exceptions. We might need to keep certain records for legal or safety reasons (like injury reports or financial transactions), but we'll delete what we legally can.
Withdraw Consent
If you've agreed to certain data uses (like marketing emails), you can change your mind anytime. Just know that withdrawing consent might affect some services - like, we can't send you class schedules if you don't let us email you.
Opt Out of Marketing
Every marketing email has an unsubscribe link. Click it, and you're done. You'll still get important operational emails (payment confirmations, class changes, etc.), but no promotional stuff.
File a Complaint
If you think we've mishandled your data, talk to us first - we want to make it right. If you're still not satisfied, you can file a complaint with the Privacy Commissioner of Canada. We'll cooperate fully with any investigation.
To exercise any of these rights, shoot us an email at info@obsidrixbastion.info or call (604) 287-9453. We'll verify your identity (gotta make sure we're talking to the right person) and handle your request promptly.
How Long We Keep Your Data
We don't keep your data forever - that'd be excessive and honestly kind of creepy. Here's our retention approach:
- Active Membership Data: As long as you're a member plus 1 year after cancellation. We need some buffer time to handle any post-cancellation issues.
- Financial Records: 7 years from the transaction date. Canadian tax law requires this - it's not our choice.
- Health & Safety Records: 7 years minimum, sometimes longer if there were incidents or injuries. Legal protection for both you and us.
- Marketing Consent: Until you withdraw it or your membership ends, whichever comes first (plus a reasonable grace period).
- Website Analytics: Typically 26 months, then it's aggregated and anonymized.
When data reaches the end of its retention period, we securely delete or anonymize it. By anonymize, we mean stripping out anything that could identify you personally, so it's just statistical data.
Privacy for Young Athletes
We train athletes of various ages, including youth programs for combat sports and functional training. For members under 18, here's how we handle things:
We require parental or guardian consent before collecting any personal information from minors. Parents can access, review, and request deletion of their child's data at any time.
Youth members' health and safety data is treated with extra care. We share this information only with parents/guardians and authorized coaching staff who work directly with the young athlete.
For our online platforms, we don't knowingly collect data from anyone under 13 without verifiable parental consent. If we discover we've accidentally collected such data, we'll delete it immediately.
Parents - if you've got questions about how we handle your kid's information or want to review what we have, just reach out. We're here to help.
Changes to This Policy
Things change - technology evolves, laws get updated, our services expand. When we need to modify this privacy policy, here's how we'll handle it:
We'll post the updated policy on our website with a new "Last Updated" date at the top. For significant changes that materially affect how we use your data, we'll notify you directly via email or through a prominent notice when you log into your member account.
We'll give you reasonable time to review changes before they take effect. If you're not cool with the new terms, you can cancel your membership before they kick in.
We recommend checking this page occasionally, especially if privacy stuff matters to you. The date at the top tells you when we last made changes.
Frequently Asked Questions
Here are some common questions we get about privacy. If yours isn't covered here, just reach out.
Absolutely. Your data belongs to you. Members can view most of their info through our member portal - workout history, measurements, program notes. For complete records or specific data not in the portal, just submit a request and we'll get you everything within a couple weeks (usually much faster). No charge for reasonable requests.
We keep your data for one year after cancellation to handle any account issues, billing disputes, or if you decide to rejoin (saves you from filling everything out again). After that year, we delete most of it, except for financial records and any incident reports which we're required to keep longer. If you want immediate deletion upon cancellation, let us know - we'll delete what we legally can right away.
Not unless you explicitly authorize us to do so. Sometimes members need us to provide documentation for insurance claims (like if their plan covers personal training), but we won't send anything without your written permission. Your health data stays between you, your trainers, and anyone you specifically approve.
Yes. We use PCI-DSS compliant payment processors, which means your card details are encrypted and handled according to strict security standards. We don't store full credit card numbers on our systems - just enough info to identify transactions (like last 4 digits). All payment data is processed through secure, certified platforms.
Definitely. We sometimes take photos or videos for marketing or social media, but we always get consent first. If you don't want to be featured, just tell us - we'll make sure you're not included. We also respect requests to remove content if you change your mind after something's been posted. Security cameras are different (those are for facility safety), but they're positioned to capture general areas, not focused on individuals working out.
We can work with that. By default, only trainers directly working with you have access to your health data. If you've got specific concerns or preferences about who sees what, talk to our management team. We can set up restricted access - just keep in mind that some limitations might affect service quality (like, if your regular trainer's out and a substitute needs context to safely coach you).