Privacy Policy

Here's where your info actually goes and why:

• Membership Management: Processing your payments, sending reminders, managing your account access. Basic operational stuff.
• Training & Safety: Our coaches use your health info to design safe, effective programs. If you've got a bum knee, we're not gonna have you doing stupid amounts of box jumps.
• Communication: Class schedules, program updates, occasional promotions. We won't spam you - we're too busy actually training people.
• Improvement: Analyzing what's working, what's not. If nobody's showing up to 5am sessions, maybe we'll rethink that time slot.
• Legal Compliance: Sometimes we gotta keep records for tax purposes or if there's ever a legal issue. It's boring but necessary.

Bottom line: we use your data to run the gym better and keep you safe. That's it.

Yeah, we use cookies. Not the edible kind (though we do have a nutrition program if you're interested). Here's what's going on:

What They Actually Do:

• Session Cookies: Remember you're logged in while you browse. These disappear when you close your browser.
• Preference Cookies: Keep track of your settings so you don't have to keep selecting them every visit.
• Analytics Cookies: Tell us things like "most people visit the membership page on mobile" so we can optimize it.
• Marketing Cookies: If you've been looking at our HIIT programs, you might see ads about it later. You can turn these off above.

Most browsers let you block cookies entirely, but heads up - some features might not work right if you do.

We're not selling your info to random companies. That said, some third parties need access to do their jobs:

• Payment Processors: Companies like Stripe or Square that handle transactions. They're PCI-compliant which means they're legit with security.
• Email Services: We use email platforms to send you updates. They see your email address and name, obviously.
• Cloud Storage: Your data's backed up on secure servers. Think AWS or similar - big names with serious security.
• Legal Authorities: If we're legally required to hand over info (like a court order), we will. But only what's absolutely necessary.
• Insurance Partners: If you're using health insurance for our programs, we might need to share relevant details with them.

Anyone we work with signs agreements to protect your data. If they mess up, they're liable. We vet our partners carefully.

We will NEVER: Sell your personal info to data brokers, share your health details with marketers, or give away your contact info to spammers. Period.

Security isn't just some checkbox for us. Here's what we've got in place:

• SSL Encryption: All data transmitted to and from our site is encrypted. That little padlock in your browser? That's the sign.
• Secure Servers: Our data lives on professionally managed servers with firewalls, intrusion detection, the whole nine yards.
• Access Controls: Only staff who absolutely need access to your info get it. Everyone's on unique login credentials with regular audits.
• Regular Backups: Your data's backed up daily to secure locations. If something crashes, we won't lose your training history.
• Staff Training: Our team knows how to handle sensitive info properly. We're not leaving client files on the bench press.
• Password Protection: We require strong passwords and encourage two-factor authentication for your account.

No system's 100% bulletproof, but we're doing everything industry-standard and then some. If there's ever a breach (knock on wood), we'll notify affected members immediately and take responsibility.

This is YOUR data. You've got rights, and we're gonna respect 'em:

• Access Your Data: Want to see what we've got on file? Just ask. We'll send you everything within a week.
• Correct Mistakes: If something's wrong in your profile, you can update it yourself or contact us to fix it.
• Delete Your Account: Leaving us? We're sad to see you go, but you can request full deletion of your account and data.
• Opt Out of Marketing: Don't want promotional emails? There's an unsubscribe link in every message, or adjust your preferences in your account.
• Export Your Data: You can download your training logs, progress reports, and other info in a portable format.
• Restrict Processing: In some cases, you can limit how we use certain data while keeping your account active.

How to Exercise These Rights:

Email us at info@shadowthornempire.info or call (604) 555-7423. Tell us what you need, and we'll handle it within 30 days. No runaround, no excuses.

Note: Some data we're legally required to keep for a certain period (like financial records for tax purposes). We'll explain if that applies to your request.

We don't hoard your data forever. Here's how long we keep stuff:

• Active Membership Data: As long as you're a member plus 1 year after cancellation. Gives you time to come back without losing your history.
• Financial Records: 7 years for accounting and tax purposes. Canadian law requires this.
• Health & Safety Documents: 7 years after your last session. Protects both of us if there's ever a liability question.
• Marketing Contacts: Until you unsubscribe or request removal. Then it's gone within 30 days.
• Website Analytics: Aggregated and anonymized data we might keep longer for trend analysis, but it's not personally identifiable.

When data's no longer needed, we securely delete it. No "oops we forgot about that backup from 2015" situations.

Our programs are intense - we're talking combat training and heavy lifting here. We don't actively market to kids under 13, and we don't knowingly collect their personal info without parental consent.

For members aged 13-18, we require a parent or legal guardian to:

• Sign the membership agreement
• Provide consent for data collection
• Review and approve this privacy policy
• Sign medical waivers and emergency contact forms

Parents have full rights to access, modify, or delete their child's information at any time.

If we discover we've accidentally collected data from a child under 13 without proper consent, we'll delete it immediately. Contact us if you have concerns.

We're based in Vancouver, Canada, but the internet doesn't respect borders. Some of our service providers might process data outside Canada, including in the US or EU.

What This Means:

• Data might be subject to different privacy laws depending on where it's processed
• We only work with countries that have adequate data protection standards
• All transfers comply with Canadian privacy laws and international frameworks
• Service agreements include data protection clauses regardless of location

If you're training with us from outside Canada, your data's protected by this policy no matter where you are. Same standards apply.

Privacy laws change. Our business evolves. Sometimes we gotta update this policy to keep up.

If We Make Changes:

• We'll update the "Last Modified" date at the top of this page
• For minor tweaks (like fixing typos or clarifying existing practices), we'll just post the update
• For major changes that affect your rights, we'll send you an email notification
• You'll have 30 days to review changes before they take effect
• If you don't agree with the new terms, you can cancel your membership without penalty during that period

We recommend checking this page occasionally, especially if it's been a while since you've trained with us.

Continued use of our services after policy updates means you accept the changes. But again, we'll make sure you know about anything significant.