Your trust matters - here's how we handle your info
Look, we get it - nobody actually likes reading privacy policies. But here's the thing: at Nexorian Spire Fitness, we're serious about protecting your personal info just like we're serious about helping you hit new PRs.
This policy breaks down what data we collect when you train with us, sign up for programs, or just browse our site. We're not gonna hide behind legal jargon - we'll tell it to you straight.
By using our facility, website, or any of our services, you're agreeing to this privacy policy. If something doesn't sit right with you, let's talk about it - shoot us a message at info@nexorianspire.info.
When you join our gym or book a session, we'll need the basics - your name, email, phone number, address, date of birth, and emergency contact info. Pretty standard stuff, but it's crucial for keeping you safe during training.
This is where it gets more specific to what we do. We collect your medical history, current fitness level, injury records, body measurements, workout performance metrics, and nutritional preferences. We need this to create programs that'll actually work for your body and goals - not some cookie-cutter approach.
Credit card details, billing address, and transaction history. Don't worry - we use secure payment processors, so your financial data isn't just sitting around on our servers.
When you're on our website or using our facility, we track stuff like IP addresses, browser type, pages you visit, time spent, check-in times at the gym, and which classes you attend. Helps us figure out what's working and what needs improvement.
Sometimes we take progress photos for your training records or capture footage during group classes. We'll always ask first if we're planning to use anything for marketing purposes.
We're not collecting your data just for fun. Here's exactly what we do with it:
We're not in the business of selling your data to random companies. But there are a few situations where we might share your info:
Payment processors, email platforms, cloud storage services - basically the tech companies that help us run our operations. They're all under strict contracts to keep your data secure.
If we're working with external nutritionists, physiotherapists, or sports medicine docs on your behalf, we might share relevant health data. Only what they need to know, and only with your permission.
If the law says we gotta hand over information (like a court order or government investigation), we don't really have a choice. But we'll always verify it's legit before sharing anything.
If Nexorian Spire gets sold or merges with another company (not planning on it, but you never know), your data would be part of that transfer. You'd be notified if this happens.
What we DON'T do: We don't sell your data to marketers, data brokers, or anyone else looking to make a quick buck. That's not how we roll.
We take security seriously - probably more seriously than most gyms, honestly. Here's what we've got in place:
Real talk though - no system is 100% hack-proof. We do our absolute best, but if there's ever a data breach, we'll let you know ASAP and tell you what steps to take.
Yeah, we use cookies - and no, not the chocolate chip kind (though those are in our recovery lounge sometimes).
Cookies are tiny files that get stored on your device when you visit our website. They help us remember your preferences, keep you logged in, and understand how people use our site.
Most browsers let you block or delete cookies. Just know that some features might not work as smoothly if you do. Check your browser settings for options.
We also use tools like Google Analytics to see how people interact with our site. These services have their own privacy policies if you wanna dig deeper.
It's your data, so you've got rights. Here's what you can do:
Wanna know what info we have on you? Just ask. We'll send you a copy of everything we've got (might take a few days to compile).
If something's wrong in our records - like an old address or incorrect medical info - let us know and we'll fix it ASAP.
Want us to erase your data? We can do that, with a couple exceptions (like if we legally have to keep financial records for tax purposes). Once you're not a client anymore and legal requirements are met, we'll wipe it.
Every marketing email has an unsubscribe link. Click it and you're off the list. You'll still get essential stuff like appointment reminders and billing notifications.
Need your data in a format you can take somewhere else? We can export it for you - workout logs, progress photos, nutrition plans, whatever you need.
If you gave permission for something specific (like using your photos for marketing), you can take that back anytime. No hard feelings.
To exercise any of these rights, shoot us an email at info@nexorianspire.info or call (604) 782-5940. We'll need to verify your identity first, but then we'll get it sorted.
We don't hang onto your data forever - that'd be weird and unnecessary. Here's our approach:
While you're training with us, we keep all your data current and accessible. Makes sense, right?
After your membership ends, we'll keep basic contact and training records for about 7 years. That's mainly for legal reasons - stuff like liability protection and tax requirements. Your detailed workout logs and progress photos? Those get archived or deleted sooner unless you specifically ask us to keep them (some people like having that history if they come back).
Canadian tax law requires us to keep financial records for 7 years. After that, they're shredded or permanently deleted.
If you're just on our email list and never became a member, we'll typically remove inactive contacts after about 2 years of no engagement.
Bottom line: we keep what we need for as long as we need it, then it's gone. If you want something deleted sooner (and it's legally allowed), just ask.
Our programs are designed for adults, but we do work with athletes under 18 in some of our sports-specific training.
If you're under 18, we need parental or guardian consent before you can sign up. Parents or guardians have full access to view, modify, or delete their child's information at any time.
For minors, we're extra careful about data collection - we only gather what's absolutely necessary for safe and effective training. And we definitely don't use minors' data for marketing purposes.
If you're a parent and have questions about what data we collect from young athletes, give us a call. We're happy to walk you through everything.
Privacy laws change, technology evolves, and sometimes we add new services. When that happens, we might need to update this policy.
If we make any major changes (like collecting new types of data or sharing info with new parties), we'll give you a heads up via email or a notice on our website. For minor updates (like fixing typos or clarifying wording), we'll just post the new version here with an updated date at the top.
It's worth checking back here once in a while. We know it's not exactly thrilling reading, but it's good to stay informed about how your data's being handled.
Continuing to use our services after we post changes means you're cool with the updated policy. If you're not cool with it, let's talk - or you can always request that we delete your data and cancel your membership.
Look, privacy policies can be confusing. If something's not clear, or if you've got concerns about how we're handling your data, just reach out. We're here to help.