Privacy & Legal Stuff

When you train with us at Zephyraen Stronghold, we collect a few different types of info to help you hit your goals and keep our facility running smoothly:

Basic Contact Details: Your name, email, phone number, and address. Pretty standard stuff we need to keep in touch and process your membership.

Health & Fitness Data: We'll ask about any injuries, medical conditions, current fitness level, and your training goals. This isn't us being nosy - our coaches genuinely need this to program safely and effectively for you. If you're working with one of our strength coaches, we'll also track your lifts, body measurements, and progress over time.

Payment Info: Credit card details, billing address, membership tier - the usual stuff for processing payments. We use secure third-party processors, so we're not actually storing your full card numbers on our end.

Facility Usage: We track when you check in, which classes you attend, and how often you're showing up. Helps us manage capacity and honestly, sometimes we use it to check in on members who've gone MIA.

We're not in the business of selling your data to random companies. Here's what we actually do with it:

Running Your Membership: Processing payments, managing your account, sending you receipts and renewal reminders. Basic administrative stuff that keeps the lights on.

Coaching & Programming: Your health info and training data helps our coaches design programs that actually work for YOU specifically. We're not gonna program heavy squats if you've got a knee issue, y'know?

Communication: We'll email or text you about class schedules, facility updates, upcoming events, or if we need to close for maintenance. We might also send occasional tips or promotions, but you can opt out of the marketing stuff anytime.

Improving Our Services: We look at aggregate data (not your individual stuff) to figure out which programs are popular, when peak hours are, that kind of thing. Helps us make better decisions about what to offer.

Legal Requirements: Sometimes we gotta share info if required by law, like if there's a subpoena or legal investigation. Hope it never comes to that, but we're required to mention it.

We keep your info pretty close to the chest, but there are a few situations where we share it:

Payment Processors: Companies like Stripe or Square that handle credit card transactions. They've got their own security protocols and privacy policies.

Email & Communication Services: We use email platforms to send newsletters and updates. They need your email address, obviously, but they can't use it for their own purposes.

Our Staff & Coaches: Your assigned coaches and relevant staff members can access your fitness data and health info. They need it to do their jobs properly and keep you safe.

Emergency Contacts: If something goes wrong during training (knock on wood), we might need to share your health info with emergency services or the contacts you've listed.

We don't sell or rent your personal information to third parties. Period. That's not how we operate.

We take security seriously because your trust matters. Here's how we protect your information:

Encryption: All data transmitted to and from our systems is encrypted using industry-standard SSL/TLS protocols. Your payment info especially is locked down tight.

Access Controls: Only authorized staff members can access your personal data, and only when they need it for legitimate business purposes. We don't let the whole team browse through member files for fun.

Regular Updates: We keep our systems updated and patched against known security vulnerabilities. Boring but necessary.

Data Retention: We keep your information as long as you're an active member and for a reasonable period after (usually 7 years for financial records, as required by Canadian tax law). After that, we securely delete it.

That said, no system is 100% bulletproof. We do everything we reasonably can, but we can't guarantee absolute security. If there's ever a breach affecting your data, we'll let you know ASAP and tell you what happened and what we're doing about it.

Under Canadian privacy law (PIPEDA), you've got some solid rights when it comes to your personal data:

Access: You can ask us what information we have about you. We'll provide it within a reasonable timeframe, usually 30 days.

Correction: If something's wrong or outdated, let us know and we'll fix it. Just shoot us an email or stop by the front desk.

Deletion: You can request that we delete your data, though we might need to keep some stuff for legal or accounting purposes. Once you're no longer a member and our legal obligations are met, we're happy to wipe the slate clean.

Marketing Opt-Out: Don't want promotional emails? No hard feelings - just click unsubscribe on any marketing email or let us know. You'll still get important account-related messages though.

Complaints: If you think we've mishandled your data, you can file a complaint with the Office of the Privacy Commissioner of Canada. We'd prefer if you talked to us first so we can try to make things right.

To exercise any of these rights, email us at info@zephyraenstronghold.info or call (604) 789-4523.

Our website uses cookies - not the protein kind, unfortunately. These are small files that help the site function properly and remember your preferences.

Essential Cookies: These keep you logged into your member portal and remember basic settings. Can't really turn these off without breaking the site.

Analytics Cookies: We use these to see how people use our website - which pages are popular, where visitors are coming from, etc. It's anonymous data that helps us improve the site.

Most browsers let you control cookies through their settings. Just know that blocking certain cookies might make parts of the site not work as well.

Alright, here's the stuff you're agreeing to when you join Zephyraen Stronghold:

Membership Commitments: Most of our memberships run on a monthly basis. If you wanna cancel, just give us 30 days notice. We're not gonna trap you in some impossible-to-escape contract, but we do ask for that notice period so we can plan accordingly.

Payment Terms: Memberships are billed monthly on the date you signed up. If your payment fails, we'll try again a couple times and send you a heads up. After that, your membership might be suspended until we get things sorted.

Facility Usage: You're welcome to use all equipment and attend classes included in your membership tier. Please respect other members, put your weights back (seriously, please), and follow basic gym etiquette. If you're new to certain movements, ask a coach for guidance - that's what we're here for.

Safety First: You're responsible for knowing your own limits and training safely. Our coaches will provide guidance, but ultimately you know your body best. If something doesn't feel right, don't push it.

Liability Waiver: Strength training involves some inherent risk. You're acknowledging that risk and agreeing not to hold us liable for injuries that might occur during normal training activities. We carry insurance and maintain our equipment, but accidents can happen.

Photography & Media: We sometimes take photos or videos in the gym for social media or promotional materials. If you don't want to be included, just let us know and we'll make sure you're not in any shots.

Guest Policy: Most memberships include a couple guest passes per month. Guests need to sign a waiver and follow all facility rules. They're your responsibility while they're here.

Changes to Terms: We might update these terms occasionally. If we make significant changes, we'll send you a notification. Continuing to use the facility after changes means you're cool with the updated terms.

Got questions about how we handle your data? Want to exercise your privacy rights? Just have concerns you want to talk through?

Reach out to us:

Email: info@zephyraenstronghold.info
Phone: (604) 789-4523
Address: 1247 Industrial Way, Vancouver, BC V6A 2T8

We'll get back to you within a couple business days. If it's about accessing or deleting your data, we'll handle it within 30 days as required by law.

We genuinely care about your privacy and your experience at the Stronghold. If we've screwed something up or you're not happy with how we've handled your information, please give us a chance to make it right before escalating things. Most issues can be resolved with a straightforward conversation.