Privacy Policy

Privacy Policy for EmberFlux Quarion Fitness

At EmberFlux Quarion Fitness ("we," "us," or "our"), we respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you visit our facility located at 1245 Queen Street West, Toronto, ON M6K 1L3, or use our services.

1. Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address
• Account Information: Username, password, membership details
• Payment Information: Credit card details, billing address
• Health Information: Medical history, fitness goals, physical limitations, injuries (with your consent)
• Demographic Information: Age, gender, date of birth
• Usage Data: Class attendance, personal training sessions, facility access records

Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and browser information
• Device identifiers
• Cookies and similar tracking technologies
• Pages visited and time spent on our website
• Referring website addresses

2. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To provide personal training, group fitness classes, strength & conditioning, nutritional coaching, athletic performance training, and recovery & mobility sessions
• Account Management: To create and manage your membership account
• Payment Processing: To process membership fees and service charges
• Communication: To send you class schedules, training updates, promotional materials, and important notices
• Safety and Health: To ensure your safety during workouts and provide appropriate fitness programming
• Improvement: To analyze usage patterns and improve our services
• Legal Compliance: To comply with applicable laws and regulations in Canada
• Emergency Contact: To reach your designated emergency contacts if necessary

3. Legal Basis for Processing (Canadian Privacy Laws)

Under Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), we process your personal information based on:

• Consent: You provide explicit consent when signing up for membership or services
• Contractual Necessity: Processing is necessary to fulfill our membership agreement with you
• Legitimate Interests: To operate and improve our business while respecting your rights
• Legal Obligations: To comply with Canadian federal and provincial laws

4. Information Sharing and Disclosure

We may share your information with:

• Service Providers: Payment processors, software providers, email marketing services (all bound by confidentiality agreements)
• Trainers and Staff: Our certified trainers and staff members who need access to provide services
• Emergency Services: In case of medical emergencies
• Legal Authorities: When required by law or to protect our legal rights
• Business Transfers: In connection with a merger, sale, or acquisition of our business

We do NOT:

• Sell your personal information to third parties
• Share your health information without your explicit consent
• Use your data for purposes beyond what we've disclosed

5. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Remember your preferences and login information
• Analyze website traffic and usage patterns
• Deliver personalized content and advertisements
• Improve user experience

Types of Cookies We Use:

• Essential Cookies: Required for website functionality
• Performance Cookies: Help us understand how visitors use our site
• Functionality Cookies: Remember your preferences
• Marketing Cookies: Track your online activity to deliver relevant advertisements

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of sensitive data (SSL/TLS)
• Secure payment processing systems
• Regular security audits and assessments
• Access controls and authentication procedures
• Staff training on data protection
• Regular backup and disaster recovery procedures

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as:

• You maintain an active membership with us
• Required to provide services you have requested
• Necessary to comply with legal obligations (typically 7 years for financial records)
• Needed to resolve disputes or enforce our agreements

After the retention period expires, we will securely delete or anonymize your personal information.

8. Your Privacy Rights

Under Canadian privacy laws, you have the right to:

• Access: Request copies of your personal information we hold
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Withdrawal of Consent: Withdraw your consent for certain data processing activities
• Restriction: Request restriction of processing in certain circumstances
• Data Portability: Receive your personal information in a structured format
• Object: Object to processing based on legitimate interests
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, please contact us using the information provided below.

9. Marketing Communications

We may send you marketing communications about:

• New classes and training programs
• Special promotions and membership offers
• Health and fitness tips
• Facility updates and events

You can opt-out of marketing communications at any time by:

• Clicking the "unsubscribe" link in our emails
• Contacting us directly
• Updating your preferences in your account settings

Note: Even if you opt-out of marketing, we may still send you essential service-related communications.

10. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16 without parental consent. If you are a parent or guardian and believe we have collected information about your child, please contact us immediately.

For members aged 16-18, we require parental or guardian consent before collecting personal information.

11. Third-Party Links

Our website may contain links to third-party websites, including social media platforms and partner organizations. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

12. Video Surveillance

For security and safety purposes, our facility uses video surveillance cameras in common areas (excluding changing rooms and washrooms). Recorded footage is:

• Stored securely for a limited period (typically 30 days)
• Accessed only by authorized personnel
• Used for security, safety, and incident investigation
• May be shared with law enforcement when necessary

13. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending you an email notification
• Displaying a notice at our facility

The "Last Updated" date at the top of this policy indicates when it was last revised. Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.

14. International Data Transfers

Your personal information is primarily stored and processed in Canada. If we transfer data outside of Canada, we ensure appropriate safeguards are in place to protect your information in accordance with Canadian privacy laws.

15. Contact Information

16. Consent

By using our services, visiting our facility, or accessing our website, you acknowledge that you have read, understood, and agree to the terms outlined in this privacy policy. If you do not agree with our practices, please do not use our services.