Privacy Policy

We're not selling your info to sketchy marketers or spamming you with junk. Here's what we actually do with your data:

• Running Your Membership: Processing payments, scheduling classes, tracking attendance - basically keeping your membership active and functional.
• Personalizing Training: Your trainers use your health info and goals to create programs that won't wreck you but will definitely challenge you.
• Safety First: If you've listed an emergency contact or medical condition, we've got it on file in case something goes sideways during training.
• Communication: Sending class reminders, schedule changes, gym announcements. We might also hit you up with special offers or new program launches - but only relevant stuff.
• Improving Services: Analyzing trends to see what's working, what's not, and how we can make Grimwarden better.
• Legal Compliance: Sometimes we gotta keep records for tax purposes or liability coverage. It's boring but necessary.

We're focused on using your info to make your training experience better, not to bombard you with noise.

We take security seriously 'cause we wouldn't want our data floating around either. Here's how we keep things locked down:

• Encryption: Your payment info and sensitive data gets encrypted both in transit and at rest. Think of it like putting your info in a locked safe.
• Secure Servers: We work with reputable hosting providers that have proper security measures - firewalls, monitoring, the works.
• Limited Access: Only staff who actually need your info to do their jobs can access it. Front desk can see your membership status, but they can't pull up your medical history unless there's a reason.
• Regular Updates: We keep our systems patched and updated to protect against new security threats.
• Staff Training: Our team knows how to handle personal info properly and what not to do with it.
• Physical Security: Paper records are kept in locked cabinets, and our facility has proper access controls.

No system's 100% bulletproof, but we're doing everything reasonable to keep your data safe. If there's ever a breach, we'll let you know ASAP - no cover-ups.

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

• Service Providers: Payment processors, email platforms, scheduling software - basically the tools we use to run the gym. These companies are contractually required to protect your data.
• Emergency Contacts: If something happens during training and we need to reach your emergency contact, we'll obviously use that info.
• Legal Requirements: If we get a valid court order or subpoena, or if there's a genuine safety concern, we might have to share info with authorities.
• Business Transfers: If Grimwarden gets sold or merged with another gym (unlikely, but possible), your membership info would transfer to the new owners.
• With Your Permission: If you agree to be featured in marketing materials or testimonials, we'll use your name, photo, or story - but only with your explicit okay.

That's it. We're not selling your email to supplement companies or giving your phone number to random fitness apps.

Our website uses cookies - not the chocolate chip kind, unfortunately. These are tiny files that help our site work better:

• Essential Cookies: These keep the site functioning - remembering your login, maintaining your session, that sort of thing. Can't really turn these off without breaking stuff.
• Analytics Cookies: We use these to see how people navigate our site, which pages are popular, where folks are getting stuck. Helps us improve the user experience.
• Marketing Cookies: Sometimes we run ads on social media or Google. These cookies help us track if those ads are actually working and not just burning money.

Most browsers let you control cookies through settings. You can block them, but it might make parts of our site wonky. We're also not tracking you across the entire internet like some creepy stalker - just what happens on our domain.

We might use tools like Google Analytics or Facebook Pixel. These follow their own privacy policies, which you can check out on their sites.

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

• Access: You can ask to see what info we've got on you. We'll provide a copy within a reasonable timeframe.
• Correction: If something's wrong or outdated, let us know and we'll fix it. Changed your phone number? Just tell us.
• Deletion: Want us to delete your data? We can do that, though we might need to keep some records for legal or accounting purposes.
• Opt-Out: Don't want marketing emails? Click unsubscribe or tell us directly. We'll take you off the list - no hard feelings.
• Withdraw Consent: If you gave us permission for something (like using your photo), you can take it back anytime.
• File a Complaint: If you think we've mishandled your data, you can complain to the Privacy Commissioner of Canada. We'd prefer you talk to us first though so we can make it right.

To exercise any of these rights, just email info@grimwardenverse.info or stop by the front desk. We'll verify your identity (to make sure someone's not pretending to be you) and handle your request.

We're not gonna keep your info forever just for kicks. Here's our general retention approach:

• Active Members: While your membership's active, we keep all your relevant data on hand so we can serve you properly.
• Former Members: After you leave, we'll keep basic records (name, membership history, payment records) for about 7 years. That's what our accountants and lawyers say we need for tax and liability purposes.
• Marketing Data: If you're just on our email list and never joined, we'll keep that until you unsubscribe or we clean out inactive contacts (usually after a couple years of no engagement).
• Health Information: Medical history and injury records might be kept longer due to liability insurance requirements - typically 7-10 years after your last visit.
• Video Footage: Security camera footage gets overwritten after about 30 days unless there's an incident we need to investigate.

Once we don't need your data anymore, we delete it properly - not just tossing papers in the regular trash or leaving files on old hard drives.

Our programs are designed for adults, but we do offer some youth training sessions. If you're under 18, we need a parent or guardian's consent before collecting any personal info or letting you participate.

For minors, we'll collect the same basic info - name, emergency contact, health concerns - but we're extra careful with it. Parents can request to see, correct, or delete their kid's information anytime.

We don't knowingly market to kids or collect their data without proper parental consent. If we find out we've accidentally collected info from someone under 18 without permission, we'll delete it immediately.

Sometimes our website or emails might link to other sites - supplement companies we recommend, fitness resources, partner businesses, whatever. Once you click through to their sites, our privacy policy doesn't apply anymore.

We try to only link to legit, trustworthy sites, but we can't control how they handle your data. If you're concerned about privacy, check out their policies before handing over personal info.

Same goes for social media - if you follow us on Instagram or Facebook, those platforms have their own privacy rules that govern what happens on their turf.

We might update this privacy policy from time to time - new laws, new services, new technologies, whatever. When we make significant changes, we'll let you know through email or a notice on our website.

The "Last Updated" date at the top of this page shows when we last revised things. We recommend checking back occasionally if you're curious about how we're handling data.

If changes are major and affect how we use your existing data, we'll get your consent again before implementing them. We're not gonna pull a fast one and suddenly start using your info in ways you never agreed to.

Got questions, concerns, or requests about your privacy? We're here to help. Seriously - we'd rather you ask than worry about it.

Reach out to us:

• Email: info@grimwardenverse.info
• Phone: (604) 555-0147
• In Person: 1425 Battle Street, Suite 200, Vancouver, BC V6B 3K9

We'll respond to privacy inquiries within a reasonable timeframe - usually within a week. If your request is complex, it might take a bit longer, but we'll keep you updated.