Privacy Policy
1. INTRODUCTION
Welcome to Newform Fitness (“we,” “us,” “our,” or the “Company”). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our services, or interact with us in any way. By accessing or using our services, you consent to the practices described in this Privacy Policy.
2. SCOPE AND APPLICABILITY
2.1. This Privacy Policy applies to all personal information collected through:
- Our website (newformfitness.ca)
- Online forms and questionnaires
- Email communications
- Payment processing systems
- Analytics and tracking technologies
- Any other means of interaction with our services
2.2. This Privacy Policy is applicable worldwide and has been drafted to comply with various data protection regulations, including but not limited to the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable privacy laws.
3. INFORMATION WE COLLECT
3.1. Personal Information
We collect the following categories of personal information:
a. Identity and Contact Information:
- Full name
- Email address
- Gender
- Age or date of birth
b. Health and Fitness Information:
- Fitness goals
- Current fitness level
- Health and medical history
- Nutrition preferences
- Dietary restrictions
- Training preferences
- Progress tracking data
c. Technical and Usage Information:
- IP address
- Browser type and version
- Operating system
- Device information
- Time zone setting
- Location data
- Website usage patterns
- Cookie data
d. Financial Information:
- Payment card details (processed securely through Stripe)
- Transaction history
- Billing information
4. HOW WE COLLECT INFORMATION
4.1. Direct Collection
We collect information directly from you when you:
- Complete registration forms
- Submit questionnaires
- Communicate with us via email
- Make payments
- Provide feedback
- Update your profile or preferences
4.2. Automated Collection
We automatically collect certain information through:
- Cookies and similar technologies
- Google Analytics
- Server logs
- Website usage tracking
5. USE OF PERSONAL INFORMATION
5.1. Primary Purposes
We use your personal information for the following primary purposes:
- Providing our fitness and training services
- Processing payments
- Communicating about your account
- Responding to your inquiries
- Personalizing your experience
- Tracking your progress
- Ensuring the security of our services
5.2. Secondary Purposes
We may also use your information for:
- Service improvement
- Analytics and research
- Legal compliance
- Fraud prevention
- Marketing (with your consent)
6. DATA RETENTION AND DELETION
6.1. Retention Period
We retain your personal information for:
- The duration of your active account
- An additional two (2) years following account deletion
- Longer periods as required by law or legitimate business purposes
6.2. Data Deletion
Upon account deletion:
- Core personal information is securely archived
- Non-essential data is permanently deleted
- Backup copies are removed within 90 days
- Certain information may be retained for legal compliance
7. SHARING OF PERSONAL INFORMATION
7.1. Service Providers
We share information with the following third-party service providers:
- Stripe (payment processing)
- Google (email services and analytics)
- Other necessary service providers for business operations
7.2. Limited Sharing
We do not:
- Sell your personal information
- Share your information for marketing purposes
- Disclose information to unauthorized third parties
7.3. Legal Requirements
We may disclose information:
- In response to legal requests
- To protect our rights and property
- To prevent fraud or illegal activities
- To comply with regulatory obligations
8. SECURITY MEASURES
8.1. Technical Safeguards
We implement the following security measures:
- Industry-standard encryption protocols
- Secure socket layer (SSL) technology
- Password protection and access controls
- Regular security assessments
- Weekly data backups
- Firewall protection
- Intrusion detection systems
8.2. Administrative Controls
We maintain:
- Regular staff training on data protection
- Access limitation policies
- Security incident response procedures
- Data handling guidelines
- Regular security audits
9. DATA BREACH PROCEDURES
9.1. Notification Protocol
In the event of a data breach:
- We will investigate and contain the incident
- Notify affected individuals as required by law
- Report to relevant authorities within mandatory timeframes
- Implement necessary remedial measures
9.2. Reporting Security Concerns
To report security concerns:
- Email: info@newformfitness.ca
- Include detailed information about the concern
- We will respond within 48 hours
- Maintain confidentiality of reports
9. DATA BREACH PROCEDURES
10.1. GDPR Rights
You have the right to:
- Access your personal information
- Correct inaccurate data
- Request erasure of your data
- Restrict processing
- Data portability
- Object to processing
- Withdraw consent
10.2. Exercise of Rights
To exercise your rights:
- Email: info@newformfitness.ca
- We will respond within 30 days
- Verification may be required
- No fee except for excessive requests
11. COOKIES AND TRACKING
11.1. Cookie Usage
We use cookies for:
- Essential website functionality
- Performance monitoring
- User experience improvement
- Analytics and statistics
11.2. Cookie Controls
You may manage cookies through:
- Our cookie preference center
- Browser settings
- Third-party opt-out mechanisms
11.3. Types of Cookies
We employ the following cookie categories:
- Strictly necessary cookies
- Performance cookies
- Functional cookies
- Analytics cookies (Google Analytics)
12. CHILDREN’S PRIVACY
12.1. Age Restrictions
- Minimum age requirement: 18 years
- We do not knowingly collect data from individuals under 13
- Parents/guardians should supervise children’s online activities
12.2. Verification and Removal
If we discover we have collected information from a minor:
- The data will be immediately deleted
- Parent/guardian notification will be attempted
- Preventive measures will be implemented
13. INTERNATIONAL DATA TRANSFERS
13.1. Data Location
- Primary data storage in Canada
- Limited transfers to service providers
- Appropriate safeguards implemented
13.2. Transfer Safeguards
For international transfers, we ensure:
- Adequate level of protection
- Appropriate contractual measures
- Compliance with local regulations
- Regular monitoring of transfer mechanisms
14. POLICY UPDATES
14.1. Modification Rights
We reserve the right to modify this Privacy Policy:
- At any time without prior notice
- Updates will be posted on our website
- Continued use constitutes acceptance
14.2. Material Changes
For significant changes:
- Notice may be provided
- Updated version will be dated
- Previous versions may be archived
15. CONTACT INFORMATION
15.1. Privacy Inquiries
For privacy-related matters:
- Email: info@newformfitness.ca
- Response time: Within 30 days
- Include your full name and nature of inquiry
15.2. Complaints
If you are dissatisfied with our response:
- Contact your local data protection authority
- Provide written notice of your complaint
- Allow us reasonable time to respond
16. SEVERABILITY
If any provision of this Privacy Policy is found to be invalid, illegal, void, or unenforceable by any court or tribunal of competent jurisdiction, such provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect. The invalid or unenforceable provision shall be replaced with a valid, enforceable provision that most closely matches the intent of the original provision.
17. GOVERNING LAW
This Privacy Policy shall be governed by and construed in accordance with the laws of Canada, without regard to its conflict of law provisions. Any disputes relating to this Privacy Policy shall be subject to the exclusive jurisdiction of the courts of Canada.
