Privacy Policy

Last updated: October 27, 2025

Look, we get it - nobody actually wants to read through pages of legal jargon. But here's the deal: your privacy matters to us at Ember Veil Frontier. We're not some faceless corporation collecting data for fun. We're a local gym in Vancouver that just wants to help you crush your fitness goals without being sketchy about your info. This page breaks down what we collect, why we need it, and how we keep it safe. Pretty straightforward stuff.

What Info We Actually Collect

When you sign up with us or book a session, we're gonna need some basics:

  • Personal Details: Name, email, phone number - standard stuff so we can actually reach you about your sessions
  • Health Information: Any injuries, medical conditions, or fitness history that'll keep you safe during training
  • Payment Data: Credit card or payment info for memberships and sessions (processed securely, we don't store full card numbers)
  • Emergency Contacts: Because safety first, especially during those intense outdoor boot camps
  • Website Activity: Basic analytics like pages visited and how you found us - helps us improve the experience

How We Use Your Information

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

Service Delivery

Schedule your classes, process payments, and make sure you're getting the training you signed up for.

Communication

Send you class reminders, schedule changes, or updates about new programs that might interest you.

Safety & Health

Keep track of health considerations so our trainers can modify workouts and keep you injury-free.

Improvements

Understand what's working and what's not so we can make our programs even better.

How We Protect Your Data

Security isn't just a checkbox for us. We've got multiple layers protecting your information:

  • Encrypted data transmission (SSL/TLS) for all online interactions
  • Secure, password-protected servers with regular security updates
  • Limited staff access - only people who actually need your info can see it
  • Regular backups stored securely offsite
  • Payment processing through certified PCI-compliant providers

Real talk though: no system is 100% hack-proof. We do everything we can to protect your data, but if something ever happens, we'll let you know ASAP.

Who We Share Data With

We're not in the business of selling your info. But there are a few situations where we might need to share it:

Service Providers

Payment processors, email services, scheduling software - basically the tools that help us run the gym. They're all under strict agreements to keep your data private.

Legal Requirements

If the law requires it or there's a valid legal request, we might have to hand over information. We'll only share what's absolutely necessary.

Emergency Situations

If there's a medical emergency, we'll share relevant info with first responders or medical personnel to keep you safe.

Your Rights & Choices

It's your data, and you've got rights. Here's what you can do:

  • Access Your Info: Wanna see what we've got? Just ask, and we'll send you a copy.
  • Update or Correct: Details changed? Let us know and we'll update your records.
  • Delete Your Data: Done with us? Request deletion and we'll wipe your info (except what we legally have to keep).
  • Opt-Out of Marketing: Don't want promotional emails? There's an unsubscribe link in every message, or just tell us.
  • Restrict Processing: You can limit how we use your data in certain situations.

To exercise any of these rights, shoot us an email at info@emberveilfrontier.info or call (604) 782-5491.

Frequently Asked Questions

Absolutely. We're a Canadian business operating in BC, so we follow PIPEDA (Personal Information Protection and Electronic Documents Act) guidelines. This means we're transparent about data collection, get your consent, limit what we collect to what's necessary, and protect your information with reasonable security measures. You've got rights under PIPEDA, and we respect them.

We keep your active member data as long as you're training with us, plus a reasonable period after (usually around 7 years for financial records - tax laws and all that). Health and safety info sticks around longer in case there's ever a liability question. If you want us to delete everything sooner, just ask - though we might need to keep some basics for legal reasons.

Yeah, we use cookies - but nothing creepy. Mainly for keeping you logged in, remembering your preferences, and understanding how people use the site (through analytics). You can disable cookies in your browser settings, though some features might not work as smoothly. We don't use third-party advertising cookies that track you across the web.

While we're based in Canada and primarily serve local clients, we respect GDPR principles for any EU visitors or members. You've got the same rights - access, correction, deletion, data portability, and the right to lodge a complaint with a supervisory authority. Our practices align with both PIPEDA and GDPR standards because, honestly, treating data respectfully shouldn't depend on geography.

Technically yes, but we really don't recommend it. Knowing about injuries, conditions, or limitations helps our trainers keep you safe and design programs that actually work for YOUR body. We're not doctors, but we need to know if you've got a bum knee or heart condition before we send you up a climbing wall. Your health info stays confidential and is only shared with trainers working directly with you.

First off, we do everything possible to prevent this. But if something did happen, we'd notify affected members immediately, report to the Privacy Commissioner as required by PIPEDA, and take steps to fix the issue and prevent it from happening again. We'd be transparent about what was compromised and what you should do to protect yourself. No hiding or downplaying - you'd hear it straight from us.

Updates to This Policy

Things change - new laws, new tech, new services. When we update this policy, we'll post the new version here with an updated date at the top. For major changes, we'll send you an email or post a notice on the site. We recommend checking back occasionally, especially if you're concerned about privacy stuff. But honestly, we're not planning any dramatic shifts - we're just gonna keep doing what we've been doing: treating your data with respect.

Questions or Concerns?

If you've got questions, concerns, or just wanna chat about how we handle your data, don't hesitate to reach out. We're real people, not bots, and we actually respond to messages.

(604) 782-5491

info@emberveilfrontier.info

2847 Granville Street
Vancouver, BC V6H 3J4

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