PRIVACY POLICY – KANEHSATAKE COMMUNITY FITNESS (KCF)
INTRODUCTION
This Privacy Policy explains how Kanehsatake Community Fitness (“KCF”, “we”, “us”, “our”) collects, uses, discloses, and protects personal information when you use our website https://kcfitness.ca/ and any online forms, newsletters, or digital tools connected to it.
We operate on the Kanehsatake Mohawk Territory in Quebec, Canada. We follow applicable Quebec privacy laws (including Law 25) and Canadian federal privacy law (PIPEDA), as applicable.
By using our website or submitting personal information through our online channels, you agree to the practices described in this Privacy Policy.
WHO WE ARE
Kanehsatake Community Fitness is a gym and fitness center offering memberships, programs, classes, and related services.
Our website is one of the ways we communicate with members and the community, promote our services, and allow people to contact us, request information, and sign up for programs or newsletters.
WHAT PERSONAL INFORMATION WE COLLECT
The types of personal information we may collect through our website and connected tools include:
- Identity and contact details
– Name
– Email address
– Phone number
– Mailing address
– Member ID or similar internal identifier (if applicable) - Account information (if the site supports accounts)
– Login username or email
– Password or credential details (stored in a protected format)
– Profile information and preferences - Membership and service information
– Membership type or status
– Class or program registrations
– Attendance and participation information for activities you sign up for online - Payment-related information
– Billing name and basic billing details
– General payment status or records (for example, that a payment was made, date and amount)
Note: We do not process full payment card details on our website. Full card data is handled by third-party payment processors or point-of-sale systems used in person. - Technical and usage data
– IP address
– Browser type and version
– Device type and operating system
– Approximate location based on IP
– Pages visited, time spent on pages, clicks, and other usage information - Marketing and communication data
– Newsletter sign-ups
– Communication preferences
– Information about whether you open or click our emails, where supported by our tools
HOW WE COLLECT PERSONAL INFORMATION
We collect personal information in several ways:
- Information you provide directly
– When you fill out website forms (contact form, trial or membership interest forms, newsletter sign-up, program registration, event registration).
– When you create or update an online account (if this feature is available).
– When you respond to our emails or SMS messages. - Information collected by our staff and entered into our systems
– When you visit the gym or contact us in person or by phone, our staff may enter your details into the same systems that are connected to the website (for example, a CRM or email list). - Information collected automatically
– Through cookies and similar technologies when you visit the website.
– Through analytics tools such as Google Analytics or similar platforms that track how visitors use the site.
– Through email and SMS engagement tools that report opens, clicks, or delivery status where supported. - Information from third-party tools
– If we connect the website with third-party services (for example, newsletter services or scheduling tools), we may receive information from those services based on your interactions with them.
HOW WE USE PERSONAL INFORMATION
We use personal information for the following purposes:
- To respond to you
– Answering questions and responding to contact requests.
– Providing information about our services, memberships, and programs. - To manage memberships, bookings, and programs
– Processing registrations for classes, programs, or events.
– Managing your membership or participation in our services.
– Sending confirmations, reminders, and updates related to your registrations. - To provide service-related communications
– Notifying you about schedule changes, closures, policy updates, or other important operational information.
– Sending information needed to use your membership or participate in programs. - For marketing and community communication
– Sending newsletters and optional marketing messages about classes, programs, events, and promotions.
– Sharing updates about KCF and the local fitness community.
– Respecting your consent and preferences for receiving marketing communications. - To improve our website and services
– Understanding how visitors use our site.
– Fixing issues, improving navigation, and planning new features.
– Analyzing interest in our programs to improve planning and scheduling. - For security, fraud prevention, and legal compliance
– Protecting our systems and accounts from unauthorized access.
– Investigating and addressing misuse or violations of our terms.
– Complying with legal obligations and responding to lawful requests from authorities. - For internal reporting and planning
– Reviewing participation and demand for programs.
– Planning future services and resource allocation.
– Using aggregated or de-identified data where possible for analysis.
LEGAL BASES / REASONS FOR PROCESSING
Under Canadian and Quebec privacy law, we rely on several legal bases to collect and use personal information:
- Your consent
– When you fill out forms, sign up for newsletters, or otherwise provide your information, you generally consent to us using it for the purposes described at the time of collection and in this Policy.
– For marketing emails and SMS, we rely on your express or implied consent, as allowed by applicable laws. - Contractual or pre-contractual necessity
– When we need your information to provide services you requested, such as processing a membership, confirming a booking, or registering you for a program. - Legitimate interests
– When we use information to improve our services, secure our systems, or perform reasonable internal reporting, as long as these interests are balanced with your rights and expectations. - Legal obligations
– When we retain or disclose information to comply with laws, respond to lawful requests from authorities, or manage potential disputes.
Where we rely on consent, you can withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, it may limit our ability to provide certain services.
COOKIES AND SIMILAR TECHNOLOGIES
Our website may use cookies and similar technologies.
- What cookies are
– Cookies are small text files stored on your device by your browser when you visit a website.
– They help the site remember your actions and preferences over time. - Types of cookies we may use
– Necessary cookies that are required for the website to function (for example, to remember certain settings or to keep you logged in if accounts exist).
– Analytics cookies used by tools such as Google Analytics to understand how visitors use our website and to help improve it.
– In the future, we may also use preference or marketing cookies, in which case we will update this Policy or provide additional information in a cookie banner or notice. - How you can control cookies
– You can adjust your browser settings to block or delete cookies.
– Blocking certain cookies may affect how the website works.
– Where we use a cookie banner or preference center, you can manage optional cookies using those settings.
EMAIL, SMS, AND OTHER COMMUNICATIONS
We may communicate with you in several ways:
- Service and transactional messages
– Emails or SMS messages related to your membership, bookings, or program participation.
– Important notices about schedule changes, closures, safety information, or policy updates.
– These messages are part of the services you request and are not primarily for marketing. - Marketing and newsletter messages
– Newsletters about KCF, fitness content, new programs, events, and promotions.
– Occasional updates about offers or special activities at KCF. - Your choices
– You can unsubscribe from marketing emails using the “unsubscribe” link in the message or by contacting us at kcf1401@gmail.com.
– For SMS marketing, you can usually reply with a keyword like “STOP” or follow the instructions in the message to opt out.
– Even if you opt out of marketing, we may still send you essential service or transactional messages when needed.
We follow applicable anti-spam and consent rules for commercial electronic messages.
SHARING AND DISCLOSURE OF PERSONAL INFORMATION
We do not sell your personal information.
We may share personal information with the following types of third parties, only as needed:
- Service providers and vendors
– Website hosting provider (for example, a Canadian or North American hosting company or platform that stores and serves our website).
– Email and newsletter services (for example, an email marketing platform used to send newsletters and manage mailing lists).
– Customer management or scheduling tools that help us manage registrations and communications.
– Analytics providers such as Google Analytics.
These service providers are only permitted to use personal information to provide services to us and must protect it appropriately.
- Business and legal disclosures
– When required to comply with laws, regulations, court orders, or lawful requests from authorities.
– When necessary to protect our rights, property, safety, or the safety of others.
– In the context of a potential or actual business transaction (such as a reorganization) where allowed by law, subject to appropriate safeguards.
HOW WE STORE AND PROTECT PERSONAL INFORMATION
We use reasonable technical, physical, and administrative measures to protect personal information against loss, theft, misuse, and unauthorized access, disclosure, alteration, or destruction.
Examples include:
– Using secure systems and passwords to restrict access to staff who need the information for their work.
– Using reputable hosting providers and tools that apply security controls.
– Training staff to handle personal information appropriately.
No system is completely secure, and we cannot guarantee absolute security. However, we take the protection of your personal information seriously and make reasonable efforts to safeguard it.
RETENTION OF PERSONAL INFORMATION
We keep personal information only for as long as needed to:
– Provide the services you requested.
– Meet our operational needs (for example, maintaining membership and program records).
– Comply with legal, tax, accounting, and regulatory requirements.
– Resolve potential disputes or enforce our rights.
When personal information is no longer required, we will delete it, anonymize it, or securely store it until deletion is possible, in accordance with applicable laws and our internal policies.
YOUR RIGHTS AND CHOICES
Under Quebec and Canadian privacy laws, you may have the following rights regarding your personal information held by us:
- Access
– You can request access to the personal information we hold about you, subject to certain legal limits. - Correction
– You can ask us to correct or update personal information that is inaccurate or incomplete. - Withdrawal of consent
– Where we rely on your consent (for example, for marketing emails), you can withdraw that consent at any time. This will not affect prior processing, but it may affect future services that depend on consent. - Deletion and other rights
– In some cases, you can request deletion of your personal information, subject to legal and contractual limitations.
– You may also have rights to restrict or object to certain types of processing, where allowed by law.
To exercise your rights or ask questions about them, contact us at:
Email: kcf1401@gmail.com
Mailing address: 1401 Rang Ste Philomène, Oka, QC J0N 1E0
You also have the right to make a complaint to the Quebec privacy regulator, the Commission d’accès à l’information du Québec. You can find contact information and more details on their official website.
THIRD-PARTY SERVICES AND LINKS
Our website may contain links to third-party websites or services, such as social media platforms or external booking, payment, or content tools.
These third parties have their own privacy policies and practices, which we do not control. We are not responsible for how those third parties collect, use, or disclose your personal information.
We encourage you to review the privacy policies of any third-party websites or services you use.
CHILDREN AND MINORS
KCF offers fitness services that may be used by adults and, in some cases, minors who participate with the consent of a parent or guardian.
Our website is not intended to collect personal information from children below the age required by applicable law without appropriate parental or guardian consent.
If you are a parent or guardian and believe that a child has provided personal information to us through the website without your consent, please contact us at kcf1401@gmail.com. We will review the situation and, if appropriate, delete the information or take other measures as required by law.
INTERNATIONAL TRANSFERS
Our primary operations are in Quebec, Canada. However, some of our service providers (for example, hosting, email marketing platforms, or analytics providers such as Google Analytics) may store or process personal information on servers located outside Quebec or outside Canada.
This means your personal information may be subject to the laws of other jurisdictions, including access requests from foreign governments, courts, or law enforcement. Where this occurs, we take reasonable steps to ensure that appropriate protections are in place, consistent with applicable laws.
UPDATES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable laws.
When we make changes, we will update the “Last updated” date at the top of this page. In some cases, we may also provide a more prominent notice (for example, on the website home page or by email) if the changes are significant.
We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal information.
HOW TO CONTACT US
If you have any questions, requests, or concerns about this Privacy Policy or our handling of personal information, you can contact us at:
Kanehsatake Community Fitness (KCF)
Email: kcf1401@gmail.com
Mailing address: 1401 Rang Ste Philomène, Oka, QC J0N 1E0
Phone number: [insert best contact number when available]
We will do our best to respond to your questions and address your concerns in a timely manner.