Privacy Charter

We're not collecting data just to have a fancy database. Here's what we actually use it for:

• Running Classes & Programs: Can't exactly send you class updates or book you into sessions without your contact info, right?
• Safety First: Your health info helps our trainers keep you safe. If you've got a bum knee, we'll modify your training so you don't make it worse.
• Billing & Admin: Processing payments, managing memberships, sending receipts - all that fun accounting stuff.
• Improving Our Programs: Looking at what's working and what isn't. If nobody's showing up to 6am Fortress Bootcamp, maybe we should rethink the time slot.
• Keeping You Posted: Updates about schedule changes, new programs, special events, or if we're closing early 'cause of a snowstorm.
• Legal Stuff: Sometimes we've gotta keep records for insurance or legal requirements. It's boring, but necessary.

Short answer? Not many people. We're pretty protective of your info. Here's the honest breakdown:

• Our Staff: Trainers, front desk folks, management - people who actually need it to do their jobs. They're all trained on keeping things confidential.
• Payment Processors: When you pay for membership, that info goes through secure payment companies. They've got their own strict privacy rules.
• Service Providers: Sometimes we use third-party services for email, booking systems, or website hosting. They only get what they need to provide the service.
• Legal Requirements: If the law says we've gotta share something (like a court order or health authority request), we have to comply. But that's super rare.

What we DON'T do: Sell your info to marketers, spam you with junk, or share your data with random companies. That's not our style.

We take security seriously - probably more seriously than teaching proper sword stance (just kidding, that's pretty serious too). Here's what we do:

• Encrypted Storage: Your data's stored with proper encryption. Think of it like a digital fortress.
• Secure Access: Only authorized staff can access member info, and they need proper credentials to do it.
• Regular Updates: We keep our systems updated and secure against the latest threats.
• Physical Security: Paper records (yeah, we still have some) are locked up when not in use.
• Staff Training: Everyone on our team knows the importance of data privacy and how to handle info properly.

No system's 100% perfect, but we're doing everything reasonable to keep your data locked down tight.

It's your data, so you've got some say in what happens with it. Under Canadian privacy laws, here's what you can do:

• Access Your Info: Want to see what data we've got on you? Just ask. We'll show you what we have.
• Correct Mistakes: If something's wrong (like we spelled your name wrong or have an old phone number), let us know and we'll fix it.
• Withdraw Consent: You can tell us to stop using your info for certain things, like marketing emails. Training records and billing info we've gotta keep for legal reasons, but promotional stuff? You're in control.
• Delete Your Data: If you leave the Citadel, you can request we delete your info. We'll need to keep some stuff for legal/accounting purposes, but we'll get rid of what we can.
• Opt Out of Communications: Don't want our emails about new classes? Hit unsubscribe or let us know. We'll still need to send essential stuff (like billing notices), but the promotional emails will stop.

To exercise any of these rights, just contact us using the info at the bottom of this page. We'll handle it within 30 days.

Our website uses cookies - not the edible kind, unfortunately. These are small files that help the site work better:

• Essential Cookies: These make the website actually function. Things like remembering you're logged in or what's in your cart.
• Analytics Cookies: Help us understand how people use the site - what pages get visited, where folks are clicking, that kind of thing. It's anonymous data.
• Preference Cookies: Remember your settings and choices so you don't have to keep entering them.

You can turn off cookies in your browser settings, but heads up - some parts of the site might not work as well. Most browsers accept cookies by default, but you're in control.

We don't keep your info forever - that'd be weird and unnecessary. Here's the general approach:

• Active Members: While you're training with us, we keep all relevant info to run your membership and provide services.
• Former Members: After you leave, we'll keep basic records for 7 years (that's the legal requirement for financial stuff in Canada). After that, we delete what we can.
• Health & Safety Records: These we keep a bit longer due to liability and insurance requirements - usually 7-10 years.
• Marketing Lists: If you've opted into emails but aren't a member, we'll keep you on the list until you unsubscribe or if you haven't engaged in 2+ years.

Basically, we keep what we need for as long as we need it, then it's gone.

We've got some youth warrior programs, so here's how we handle info for younger members:

• Parental Consent: Anyone under 18 needs a parent or guardian to sign them up and handle all the paperwork.
• Limited Collection: For kids, we only collect what's absolutely necessary - name, emergency contacts, health info relevant to training.
• Extra Protection: Youth member data gets the same (if not more) protection as adult data. We're especially careful with it.
• No Marketing to Minors: We don't send promotional stuff directly to kids. All communication goes through parents/guardians.

If you've got questions about how we handle your kid's info, reach out anytime. We're parents too - we get it.

Sometimes we've gotta update this policy - new laws come out, we change how we do things, or we add new services. When that happens:

• We'll update the "Last Updated" date at the top of this page
• For major changes, we'll send out an email letting everyone know
• The updated policy will be posted here on the website
• If you keep using our services after changes go into effect, that means you're cool with the updates

We're not gonna sneak in sketchy changes or anything. If something big shifts, you'll know about it.

Look, if you've read this far, you're either really thorough or you've actually got a question. Either way, we respect that.

If something's unclear, you're worried about your privacy, or you just wanna chat about how we handle data, hit us up:

We'll get back to you within a couple business days. And if you're not satisfied with our response, you've got the right to file a complaint with the Office of the Privacy Commissioner of Canada. We hope it doesn't come to that, but the option's there.