Privacy & Legal Stuff

Look, we're not here to sell your data or spam you with nonsense. Here's the deal with what info we collect and why we need it.

What We Collect

• Your name, email, and phone number when you sign up or book sessions
• Emergency contact info - 'cause safety matters when you're throwing punches
• Payment details for memberships and sessions (processed securely, not stored on our end)
• Health info you share during consultations - injuries, conditions, that kinda thing
• Attendance records so we can track your progress and book classes properly
• Occasionally some photos/videos if you sign a waiver for promo stuff

Why We Need It

• To actually run the gym and keep track of memberships
• Schedule your training sessions and send you reminders
• Make sure our coaches know about any injuries or health concerns
• Send important updates about schedule changes or facility closures
• Occasionally share news about special events or new programs (you can opt out anytime)
• Meet legal requirements for operating a fitness facility in BC

Who Sees Your Data

We don't sell or share your personal info with third parties for marketing. Period. The only folks who might see your data are:

• Our coaching staff (they need to know relevant health info to train you safely)
• Payment processors when you make transactions
• Legal authorities if required by law (which basically never happens)
• Service providers we use for email and scheduling (they're bound by contracts to protect your data)

Your Rights

Under Canadian privacy laws (PIPEDA specifically), you've got rights:

• Access what info we've got on you anytime
• Request corrections if something's wrong
• Ask us to delete your data (though we gotta keep some stuff for legal/financial reasons)
• Opt out of marketing emails - there's an unsubscribe link in every message
• File a complaint with the Privacy Commissioner of Canada if you think we screwed up

Questions about your data? Just email us at info@xenovexdominion.info and we'll sort it out.

Alright, let's talk about how this works. By training at Xenovex Dominion, you're agreeing to these terms. Nothing crazy, just common sense stuff to keep everyone safe and the gym running smooth.

Membership & Payments

• Memberships are billed monthly unless you pick a different plan
• If your payment bounces, we'll reach out - but repeated issues might pause your membership
• Wanna cancel? Give us 30 days notice. No hard feelings
• We don't do refunds for unused sessions - life happens but we can't run a business that way
• Prices can change with 60 days notice (hasn't happened yet, but gotta cover ourselves)
• Freeze your membership for medical reasons or travel - just talk to us first

Facility Rules

• Show up on time for classes - late entries mess with everyone's flow
• Respect the equipment and other members. We're all here to train hard
• No shoes on the mats. That's non-negotiable
• Clean up after yourself - wipe down equipment, put weights back
• Listen to your coaches. They've been doing this longer than most of us
• Aggressive behavior outside of controlled sparring? You're out. Zero tolerance
• If you're sick, stay home. Nobody wants your germs mid-workout

Liability & Injury

Combat training and heavy lifting come with risks. That's just reality. Here's what you need to know:

• You signed a waiver when you joined - it's there for a reason
• Train within your limits. Ego lifting and overtraining help nobody
• Tell coaches about injuries immediately - pushing through damage makes it worse
• We've got insurance, but you're responsible for your own medical costs if something happens
• Follow proper technique and safety protocols. That's what they're there for
• Don't train under the influence. Seriously, don't even think about it

Intellectual Property

Our training programs, techniques, and materials are proprietary. Don't record sessions to post online or steal our programming to start your own thing. Not cool.

Changes to Terms

We might update these terms occasionally. We'll let you know if anything major changes. Continuing to use the facility means you're good with the updates.

We take protecting your info seriously. Here's what we do to keep your data safe and how long we hang onto it.

Security Measures

• All payment processing goes through encrypted, PCI-compliant systems
• Our internal systems use password protection and limited access
• Staff members only see the info they need to do their jobs
• Physical documents with personal info are stored in locked cabinets
• We regularly update our security protocols as tech evolves
• Data backups are encrypted and stored securely offsite

Data Retention

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

• Active member data: kept while you're training with us
• Financial records: 7 years (Canadian tax law requirement)
• Injury reports and waivers: 7 years (legal protection)
• Email communications: 2 years unless needed for legal reasons
• Marketing data: until you unsubscribe or request deletion
• After you leave, we keep basic contact info for 2 years in case you wanna come back

Cookies & Website Tracking

Our website uses basic cookies to make things work properly:

• Essential cookies for the booking system and login functionality
• Analytics to see how people use the site (anonymized data)
• No third-party advertising cookies - we're not tracking you around the internet
• You can disable cookies in your browser, but some features might not work right

Data Breaches

If something goes wrong and there's a data breach, here's what we'll do:

• Notify affected members within 72 hours
• Report to the Privacy Commissioner of Canada as required
• Take immediate steps to secure systems and prevent further breaches
• Provide guidance on protecting yourself (changing passwords, monitoring accounts, etc.)
• Be completely transparent about what happened and what data was affected

Third-Party Services

We work with a few trusted services that might handle your data:

• Email service provider for newsletters and booking confirmations
• Payment processor for credit card transactions
• Scheduling software for class bookings
• Cloud storage for backups (encrypted and secure)

All these providers are vetted and contractually obligated to protect your data according to Canadian privacy laws.

Your Data Rights in Action

Wanna exercise your privacy rights? Here's how:

• Email info@xenovexdominion.info with your request
• We'll verify your identity (gotta make sure it's really you)
• Most requests get handled within 30 days
• There's no fee for reasonable requests
• We'll explain if we can't fulfill a request and why

Got questions, concerns, or think we messed something up? We wanna hear about it.

Reach Out to Us

Xenovex Dominion
1847 Granville Street
Vancouver, BC V6Z 1N3
Canada

Phone: (604) 722-8934
Email: info@xenovexdominion.info

Best bet is to email us first. We check it regularly and can usually sort things out pretty quick. If you need to talk it through, give us a call during business hours.

Filing a Formal Complaint

If you're not satisfied with how we handled your privacy concern, you've got options:

• Contact the Office of the Privacy Commissioner of Canada
• Website: priv.gc.ca
• Phone: 1-800-282-1376
• They handle complaints about privacy violations under PIPEDA

Look, we hope it never comes to that. We're real people running a gym we care about, and we'll do everything we can to make things right. But if we can't resolve something, the Privacy Commissioner is there to help.

Updates to This Policy

We'll update this page if Canadian privacy laws change or if we adjust how we handle data. When we do:

• We'll update the "Last updated" date at the top
• Major changes get announced via email
• You can always check back here for the current version

Thanks for taking the time to read through all this. We know legal stuff is boring, but transparency matters. Now let's get back to training.