Privacy & Legal Stuff

Hey there. This privacy policy isn't gonna be filled with a bunch of legal jargon that makes your eyes glaze over. We're Quantalis Void Fitness, and we're located at 1247 Robson Street, Vancouver, BC V6E 1C3. When you train with us, we collect some info - it's just how modern gyms work. But we're not gonna sell your details to sketchy companies or spam you with nonsense.

This document covers what we collect, why we need it, and what we do with it. Pretty straightforward, really. If something here doesn't sit right with you, shoot us an email at info@quantalisvoid.info and let's chat about it.

Personal Details

When you sign up, we'll ask for your name, email, phone number, and address. Basic stuff so we can actually contact you about your membership, classes, and any updates. We also need your emergency contact info - can't run a legit fitness facility without that.

Health & Fitness Data

Yeah, we gotta ask about your medical history and any injuries. It's not because we're nosy - our trainers need to know if you've got a dodgy knee or heart condition before pushing you through a brutal HIIT session. This includes physical assessments, body composition measurements, and fitness goals you share with us during consultations.

Payment Information

We process your credit card or bank details through secure third-party payment processors. We don't actually store your full payment info on our servers - that's handled by PCI-compliant systems because we're not idiots.

Usage & Activity

We track when you check in, which classes you attend, and how often you're showing up. This helps us improve scheduling and figure out which programs are actually working. Plus, it's kinda motivating to see your own progress over time, right?

Alright, here's what we actually do with your data:

• Running your membership - Processing payments, managing your account, booking you into classes. You know, the essential stuff.
• Keeping you safe - Your health info helps our trainers modify exercises and prevent injuries. We're not trying to hurt you, promise.
• Communication - Sending class schedules, membership updates, and occasionally letting you know about new programs or workshops. We won't blow up your inbox daily though.
• Improving our services - Analyzing attendance patterns and feedback to make the gym better. If nobody's showing up to 6am classes, maybe we'll shift things around.
• Legal compliance - Sometimes we gotta keep records for tax purposes or liability coverage. Fun times.
• Marketing - With your consent, we might send you promotions or special offers. You can opt out anytime - just hit unsubscribe or tell us to knock it off.

We're not selling your email to spam companies or sharing your fitness goals on social media without asking. That'd be pretty messed up.

We're pretty protective of your info, but there are a few situations where we share it:

• Payment processors - Companies like Stripe or Square that handle transactions securely.
• Email service providers - So we can actually send you those class reminders and newsletters.
• Software vendors - Our gym management system and scheduling platform need access to keep things running smoothly.
• Legal requirements - If a court order shows up or there's a legitimate health emergency, we might have to share info. Rare, but it happens.
• Business transfers - If we ever sell the gym (not planning on it), your membership would transfer to the new owners.

That's it. We're not sharing your squat PR with random marketing firms or anything sketchy like that.

We take security seriously because data breaches suck for everyone. Here's what we do:

• Encrypted connections (SSL/TLS) for all online transactions and data transfers
• Secure servers with regular security updates and monitoring
• Limited access - only staff who actually need your info can see it
• Regular backups so we don't lose everything if something crashes
• Physical security at our facility - locked cabinets for paper records, that sort of thing

Look, nothing's 100% hack-proof in 2025, but we're doing everything reasonable to keep your data locked down. If there ever was a breach, we'd notify you ASAP and let you know what happened and what we're doing about it.

Pro tip: use a strong password for your member portal. "password123" isn't gonna cut it.

Under Canadian privacy laws (PIPEDA and all that), you've got some rights:

• Access - You can request a copy of what info we have on you. Just email us at info@quantalisvoid.info.
• Correction - If something's wrong (like we spelled your name incorrectly), let us know and we'll fix it.
• Deletion - Want us to delete your data? We can do that after your membership ends, though we might need to keep some stuff for legal/tax reasons for a bit.
• Opt-out - Don't want marketing emails? Unsubscribe anytime. You'll still get essential membership communications though.
• Portability - Need your data transferred somewhere? We can provide it in a usable format.
• Withdraw consent - Changed your mind about something you agreed to? Let us know.

To exercise any of these rights, just reach out to us. We'll respond within a reasonable timeframe (usually within 30 days). No hassle, no runaround.

Our website uses cookies - those little files that remember you when you visit. Nothing sinister, just practical stuff:

• Essential cookies - Keep you logged into your member portal, remember your class bookings
• Analytics cookies - Help us see which pages people actually visit and where they're getting confused
• Preference cookies - Remember your settings and preferences

You can disable cookies in your browser settings if you want, but it might make the site less functional. We also use Google Analytics to understand traffic patterns - it's anonymized though, so we're not stalking individual users.

No creepy retargeting ads following you around the internet. We're a gym, not a surveillance operation.

We don't keep your info forever. Here's the breakdown:

• Active memberships - We keep everything current while you're training with us
• After cancellation - Most personal data gets deleted within 60 days of your membership ending
• Financial records - Tax law requires us to keep transaction records for 7 years. Annoying, but that's the CRA for you.
• Legal holds - If there's an ongoing dispute or claim, we'll keep relevant records until it's resolved
• Anonymous data - We might keep anonymized stats for business analysis, but it won't identify you personally

Bottom line: we're not hoarding your data indefinitely. Once we don't need it anymore, it gets wiped.

If you're under 19 (legal age in BC), we need parental consent before you can sign up. Parents or guardians control the account and we'll need their authorization for any data collection or processing related to minors.

For youth training programs, we require extra medical clearance and parental involvement. Safety first, especially with younger athletes who are still developing.

We take extra care with data involving minors and will never use it for marketing purposes without explicit parental consent.

Membership Terms

When you join Quantalis Void Fitness, you're agreeing to pay your membership fees on time, follow our facility rules, and basically not be a jerk to other members or staff. Pretty standard stuff.

Cancellation Policy

Want to cancel? Give us 30 days written notice. We'll process it without drama. No sneaky auto-renewals or making you jump through hoops. If you've prepaid for personal training sessions, we'll work out a fair refund based on what you haven't used yet.

Facility Rules

Wipe down equipment after use. Wear appropriate workout gear (shirts and proper shoes required). Don't drop weights unnecessarily or hog equipment during busy hours. No harassment, discrimination, or intimidation - we'll kick you out permanently for that stuff. Respect other members and trainers.

Liability Waiver

HIIT and functional fitness can be intense. You're acknowledging that there's inherent risk in physical activity. While we do everything to keep you safe, injuries can happen. You're responsible for knowing your own limits and speaking up if something doesn't feel right.

Class Policies

Book your spot in advance. If you can't make it, cancel at least 4 hours before class starts so someone else can take your spot. Repeated no-shows might result in booking restrictions because it's not fair to people on waitlists.

Payment Terms

Memberships are charged monthly on your sign-up date. If your payment fails, we'll try again and notify you. After 15 days of non-payment, your account gets suspended. Sort it out within 30 days or we'll cancel your membership and you'll need to rejoin (possibly losing any promotional rates).

Changes to Terms

We might update these terms occasionally. If we make major changes, we'll email you about it at least 30 days before they take effect. Keep using the gym after that means you're cool with the new terms.

Privacy laws change, our services evolve, and we might need to update this policy from time to time. When we do, we'll post the updated version here and change the "Last Updated" date at the top.

If the changes are significant (like we start collecting totally new types of data), we'll send you an email heads-up. Otherwise, checking this page periodically is a good idea if you're the thorough type.

Continued use of our services after changes means you're accepting the updated policy. If you don't like the changes, you're free to cancel your membership - no hard feelings.

Got questions about your privacy or how we handle data? Don't stress about it - just get in touch:

We'll get back to you within a few business days. If you have concerns about how we've handled your privacy, you can also contact the Office of the Privacy Commissioner of Canada - though we'd prefer to sort things out directly first.