Privacy Policy

Introduction

Aether Forge Quimar ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our facility, use our services, or interact with our website.

This policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Canada.

Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address
• Membership Information: Account credentials, membership type, payment information, billing address
• Health and Fitness Information: Medical history, fitness assessments, injury history, physical limitations, training goals
• Emergency Contact Information: Name and contact details of emergency contacts
• Identification Information: Government-issued ID for membership verification
• Usage Information: Facility access records, class attendance, training session logs

Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and device information
• Browser type and version
• Pages visited and time spent on pages
• Referring website addresses
• Operating system information

How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To provide gym services, training programs, and athletic conditioning
• Safety and Health: To ensure your safety during training and provide appropriate programming
• Membership Management: To process memberships, payments, and facility access
• Communication: To send service updates, class schedules, promotional offers, and newsletters
• Improvement: To analyze usage patterns and improve our services
• Legal Compliance: To comply with legal obligations and protect our legal rights
• Emergency Response: To contact emergency contacts if necessary

Disclosure of Information

We may share your personal information with:

• Service Providers: Payment processors, scheduling software providers, and technology service providers
• Professional Advisors: Lawyers, accountants, and consultants as needed
• Emergency Services: Medical professionals or emergency responders when necessary
• Legal Authorities: When required by law or to protect rights and safety
• Business Transfers: In connection with a merger, sale, or acquisition of our business

We do not sell your personal information to third parties.

Data Security

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

• Secure storage of physical and electronic records
• Encryption of sensitive data during transmission
• Access controls limiting employee access to personal information
• Regular security assessments and updates
• Secure payment processing through PCI-DSS compliant providers

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

Your Privacy Rights

Under Canadian privacy law, you have the following rights:

• Access: Request access to your personal information we hold
• Correction: Request correction of inaccurate or incomplete information
• Withdrawal of Consent: Withdraw consent for certain uses of your information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Request a copy of your information in a portable format
• Objection: Object to certain processing of your information
• Complaint: File a complaint with the Privacy Commissioner of Canada

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

Retention of Information

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Retention periods vary depending on:

• The nature of the information
• Legal and regulatory requirements
• Business and operational needs
• Contractual obligations

When information is no longer needed, we securely destroy or anonymize it.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance user experience. Cookies are small data files stored on your device.

Types of Cookies We Use:

• Essential Cookies: Required for website functionality
• Performance Cookies: Analyze how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Track visits across websites for advertising purposes

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Children's Privacy

Our services are not directed to individuals under the age of 16. For minors aged 16-18, we require parental or guardian consent before collecting personal information. If we become aware that we have collected personal information from a child without proper consent, we will take steps to delete that information.

International Data Transfers

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending an email notification to registered members (for significant changes)

Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Filing a Complaint

If you believe your privacy rights have been violated, you may file a complaint with:

You also have the right to file a complaint with the provincial privacy commissioner in your jurisdiction.

Consent

By using our services, visiting our facility, or accessing our website, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

You may withdraw your consent at any time by contacting us, subject to legal and contractual restrictions. Withdrawal of consent may affect our ability to provide certain services to you.