Privacy Policy

Privacy Policy‍Roundhouse Martial Arts and Fitness Studio Ltd.‍Effective Date: [Insert Date]At Roundhouse Martial Arts and Fitness Studio Ltd. (“Roundhouse”), we are committed to providing our members and guests with exceptional service.  As providing this service involves the collection, use and disclosure of some personal information about our members, employees and other guests that may access our services (collectively referred to as a “guest” or “guests”), protecting their personal information is one of our highest priorities.While we have always respected the privacy of our guests and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA).  PIPA, sets out the ground rules for how B.C. businesses and not-for-profit organizations may collect, use and disclose personal information.We will inform our guests of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.This Privacy Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting guests’ personal information.  Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our guests’ personal information and allowing our guests to request access to, and correction of, their personal information.Definitions‍“Personal Information” means information about an identifiable individual.  Some examples of personal information include, but are not limited to, name, age, home address and phone number, marital status, and medical information.  Personal information does not include contact information (described below).“Contact information” – means information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number.  Contact information is not covered by this policy or PIPA.

“Privacy Officer” – means the individual designated responsibility for ensuring that Roundhouse complies with this policy and PIPA. 1 – Collecting Personal Information1.1  Unless the purposes for collecting personal information are obvious and the guest voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection. 1.2  We will collect guest information that is necessary to fulfill the following purposes: To manage guest membership, process payments, and schedule classes.To identify guest preferences;To understand the fitness needs of our members and guests; To improve our software or applications and provide a better user experience;To open and manage guest accounts;To deliver requested products and services;To provide ancillary services;To enrol a guest in a program;To send out association membership information;To communicate with our guests for fundraising including sending notifications about membership, classes, and promotions; To ensure a high standard of service to our guests; To meet regulatory requirements and to comply with legal obligations, including those under PIPA, and protect our rights; For employees, to collect the Employee's personal information for any reasonable purpose related to their employment. 2 – Consent2.1  We will obtain guest consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent). 2.2  Consent can be provided orally, in writing, electronically, through an authorized representative or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the guest voluntarily provides personal information for that purpose. 2.3  Consent may also be implied where a guest is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, fundraising and the guest does not opt-out. 2.4  Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), guests can withhold or withdraw their consent for Roundhouse to use their personal information in certain ways.  A guest’s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product.  If so, we will explain the situation to assist the guest in making the decision. 2.5  We may collect, use or disclose personal information without the guest’s knowledge or consent in the limited circumstances permitted by PIPA. Some examples of these circumstances include:When the collection, use or disclosure of personal information is permitted or required by law;In an emergency that threatens an individual's life, health, or personal security;When the personal information is available from a public source (e.g., a telephone directory);When we require legal advice from a lawyer;For the purposes of collecting a debt;To protect ourselves from fraud;To investigate an anticipated breach of an agreement or a contravention of law.  3 – Using and Disclosing Personal Information3.1  We will only use or disclose guest personal information where necessary to fulfill the purposes identified at the time of collection or for a purpose reasonably related to those purposes such as: To conduct guest surveys in order to enhance the provision of our services;To contact our guests directly about products and services that may be of interest;To third-party service providers who assist us in operating our business, such as payment processors and IT support, all of whom are subject to confidentiality agreements;When required by law, including compliance with PIPA or other applicable Canadian laws, or to protect the safety, rights, or property of our members, staff, or others.3.2  We will not use or disclose guest personal information for any additional purpose unless we obtain consent to do so. 3.3  We will not sell guest lists or personal information to other parties.  4 – Retaining Personal Information4.1  If we use guest personal information to make a decision that directly affects the guest, we will retain that personal information for at least one year so that the guest has a reasonable opportunity to request access to it. 4.2  Subject to  4.1, we will retain guest personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.  5 – Ensuring Accuracy of Personal Information5.1  We will make reasonable efforts to ensure that guest personal information is accurate and complete where it may be used to make a decision about the guest or disclosed to another organization. 5.2  Guests may request correction to their personal information in order to ensure its accuracy and completeness.  A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought. A request to correct personal information should be forwarded to the Privacy Officer.5.3  If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year.  If the correction is not made, we will note the guests’ correction request in the file.  6 – Securing Personal Information6.1  We are committed to ensuring the security of guest personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks. 6.2  The following security measures will be followed to ensure that guest personal information is appropriately protected including the use of locked filing cabinets when personal information is physically held, physically securing offices where personal information is held; the use of user IDs, passwords, encryption, firewalls, restricting employee access to personal information as appropriate, requiring any service providers to provide comparable security measures.6.3  We will use appropriate security measures when destroying guest’s personal information such as shredding physical documents and deleting electronically stored information. 6.4  We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.  7 – Providing Guests Access to Personal Information 7.1  Guests have a right to access their personal information, subject to the exceptions to access in section 23 of PIPA.  Some examples of these exceptions include:  solicitor-client privilege, disclosure would reveal personal information about another individual, or other health and safety concerns.7.2  A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.  A request to access personal information should be forwarded to the Privacy Officer.7.3  Upon request, we will also tell guests how we use their personal information and to whom it has been disclosed if applicable. 7.4  We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request. 7.5  A minimal fee may be charged for providing access to personal information.  Where a fee may apply, we will inform the guest of the cost and request further direction from the guest on whether or not we should proceed with the request. 7.6  If a request is refused in full or in part, we will notify the guest in writing, providing the reasons for refusal and the recourse available to the guest.  8 – Questions and Complaints:  The Role of the Privacy Officer 8.1  The Privacy Officer is responsible for ensuring Roundhouse’s compliance with this policy and the PIPA. 8.2  Guests should direct any complaints, concerns or questions regarding Roundhouse’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the guest may also write to the Information and Privacy Commissioner of British Columbia. Contact information for Roundhouse’s Privacy Officer:[name]
38147 Cleveland Avenue, Squamish BC V8B0C4
roundhousesquamish@gmail.com
778-863-26599 – ChangesWe may update this Privacy Policy from time to time. Any changes will be communicated through our app or website. A guest’s continued use of our services constitutes that guest’s acceptance of any changes.