Privacy Policy

Introduction

Look, we get it - nobody actually enjoys reading privacy policies. But here at Glaivorn Nexus, we're straight shooters, and we want you to know exactly what happens with your personal info when you train with us or visit our website.

This privacy policy applies to all members, visitors, and anyone who interacts with our facility at 2847 Granville Street in Vancouver or checks out our online presence. We're committed to protecting your privacy because trust matters, especially when you're letting us guide your fitness journey.

By using our services, signing up for membership, or just browsing around, you're agreeing to the terms outlined here. If something doesn't sit right with you, we'd love to chat about it - just reach out.

Information We Collect

Personal Information You Give Us

When you join Glaivorn Nexus or book sessions with us, we'll ask for stuff like:

• Your name, email, phone number, and home address
• Date of birth (gotta make sure our insurance is covered)
• Emergency contact details - seriously important when you're hitting heavy lifts
• Payment and billing information for membership fees
• Health history and fitness goals through our intake forms
• Any injuries, medical conditions, or limitations we need to know about

Stuff We Collect Automatically

When you visit our website or use our facility, we automatically pick up some technical info:

• Your IP address and browser type
• Which pages you check out and how long you hang around
• Device information and operating system
• Gym check-in times and class attendance records
• Performance metrics if you opt into our athletic testing programs

Health & Fitness Data

This is sensitive stuff, and we treat it that way. During personal training sessions, nutrition coaching, or performance testing, we might track things like body composition, strength benchmarks, workout preferences, and dietary habits. You're always in control of how much you share.

How We Use Your Information

We're not selling your data to random companies or spamming you with junk. Here's what we actually do with your info:

Running Our Gym

• Processing your membership and handling payments
• Scheduling your training sessions and classes
• Creating personalized workout and nutrition plans
• Tracking your progress so we can adjust programming
• Managing facility access and check-ins

Staying in Touch

• Sending class schedules, program updates, and facility announcements
• Responding to your questions or concerns
• Following up on your fitness goals and checking in on progress
• Sharing tips, workout ideas, and nutrition guidance (only if you want it)

Making Things Better

• Improving our programs based on what's working for members
• Understanding which classes and services are most popular
• Keeping our website running smoothly
• Maintaining safety and security at our facility

Legal Stuff

Sometimes we need to use your info to comply with Canadian laws, respond to legal requests, or protect our rights and the safety of our members.

When We Share Your Information

We're pretty protective of your data, but there are a few situations where we might share it:

Service Providers

We work with trusted third parties who help us run the gym - payment processors, scheduling software, email platforms, and our website host. These companies only get the info they need to do their job, and they're contractually obligated to keep it secure.

Emergency Situations

If there's a medical emergency, we'll share your emergency contact info and relevant health details with first responders. Your safety comes first.

Legal Requirements

If the law requires it - like a court order or government request - we'll provide necessary information. We'll notify you when possible unless legally prohibited.

Business Transfers

In the unlikely event that Glaivorn Nexus is sold or merged with another company, your information would be part of that transfer. We'd make sure the new owners honor this privacy policy.

Keeping Your Data Safe

We take security seriously around here - just like we take proper squat form seriously. Here's how we protect your information:

• Encrypted connections (SSL/TLS) for all online transactions and data transfers
• Secure servers with regular security updates and monitoring
• Restricted access - only authorized staff can view sensitive information
• Secure physical storage for paper records in locked cabinets
• Regular backups to prevent data loss
• Staff training on privacy and data protection best practices

That said, no system is 100% foolproof. We do everything reasonable to protect your data, but we can't guarantee absolute security. If we detect a data breach that affects your information, we'll notify you promptly and let you know what steps to take.

Your Privacy Rights

Under Canadian privacy law (PIPEDA and BC's privacy regulations), you've got some solid rights when it comes to your personal information:

Access Your Info

You can request a copy of all the personal data we have on you. Just shoot us an email and we'll get that to you within 30 days.

Make Corrections

If something's wrong or outdated, let us know and we'll fix it. This is especially important for medical info or emergency contacts.

Delete Your Data

Want us to wipe your information? We'll do it, unless we're legally required to keep it (like for tax records or legal compliance). Keep in mind that deleting your data means we can't provide services to you anymore.

Opt Out of Marketing

Don't want promotional emails? No problem - there's an unsubscribe link in every message we send. You'll still get important stuff like billing notifications and class cancellations.

Withdraw Consent

You can withdraw consent for us to use your data at any time. Depending on what you're withdrawing consent for, this might affect our ability to provide certain services.

File a Complaint

If you think we've mishandled your personal information, you can file a complaint with the Office of the Privacy Commissioner of Canada. But we'd really appreciate the chance to make things right first - just reach out to us directly.

Cookies & Tracking Technologies

Our website uses cookies - those little files that help websites remember you. Here's the breakdown:

Essential Cookies

These keep the site functioning properly - stuff like remembering you're logged in or keeping items in your cart. Can't really turn these off without breaking things.

Analytics Cookies

We use Google Analytics to see how people use our site - which pages are popular, where folks are coming from, that kind of thing. This helps us make the site better. These are anonymized and don't identify you personally.

Marketing Cookies

Sometimes we use cookies to show relevant ads or track campaign effectiveness. You can opt out of these through your browser settings or use tools like Privacy Badger.

Managing Cookies: Most browsers let you control cookies through settings. You can block or delete them, but this might affect how the site works. Check your browser's help section for specifics.

Third-Party Services

We partner with some external services to run things smoothly:

• Payment Processing: We use secure payment processors for membership fees and session bookings. They've got their own privacy policies and security measures.
• Email Marketing: Our newsletters and updates go through email service providers who comply with Canadian anti-spam legislation.
• Scheduling Software: Class bookings and appointment scheduling run through third-party platforms that protect your data.
• Social Media: If you interact with us on Instagram, Facebook, or other platforms, those companies' privacy policies apply too.

We vet these partners carefully, but once you click through to their sites or services, their policies take over. We recommend checking out their privacy statements if you're curious.

How Long We Keep Your Data

We don't hang onto your information forever. Here's our general approach:

• Active Members: We keep your data current while you're training with us and for a reasonable period after in case you come back.
• Former Members: After membership ends, we retain essential records for 7 years (Canadian tax and legal requirements), then securely delete non-essential info.
• Medical & Health Records: Kept according to BC healthcare regulations and professional liability requirements.
• Financial Records: Maintained for 7 years per Canadian tax law.
• Marketing Data: If you're on our email list but not a member, we'll keep your info until you unsubscribe or after 2 years of inactivity.

When we delete data, we do it securely - digital files are permanently erased and paper records are shredded.

Children's Privacy

Our programs are primarily designed for adults. We welcome younger athletes (typically 16+) for specific training programs, but only with parental or guardian consent.

For members under 18, we require a parent or legal guardian to provide consent and complete all registration forms. The parent/guardian is responsible for the minor's account and has full access to their information.

We don't knowingly collect personal information from children under 13 through our website. If we discover we've inadvertently collected such data, we'll delete it immediately.

Changes to This Policy

Look, things change - laws get updated, we might add new services, or technology evolves. When we need to update this privacy policy, we'll post the new version here with an updated "Last Modified" date at the top.

For minor changes, we'll just update the policy. For major changes that significantly affect how we handle your data, we'll notify you directly via email or through a prominent notice at the gym.

We encourage you to check back occasionally to stay informed. Continuing to use our services after changes means you're cool with the updated terms.

Questions or Concerns?

If you've got questions about this privacy policy, want to exercise your rights, or have concerns about how we're handling your information, don't hesitate to reach out. We're here to help and we take this stuff seriously.