Privacy Policy

SportZen ("we," "our," "us") operates the website sportzenus.com and associated services (collectively, the "Platform"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our Platform. Please read this policy carefully. By accessing or using our Platform, you consent to the collection and use of your data as described herein. If you do not agree with the terms of this Privacy Policy, please do not access the Platform.

This Privacy Policy is designed to comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including Quebec's Law 25 (Bill 64), Alberta's PIPA, and British Columbia's PIPA.

1. Information We Collect

1.1 Information You Provide Directly

When you create an account, book a session, submit a trainer application, or contact us, we may collect: your full name and date of birth; email address and phone number; postal/billing address; professional certifications, insurance documentation, and credentials (for trainer applicants); payment information (processed securely through our payment processor; we do not store full card numbers); profile photograph and biography; training preferences, fitness goals, health history relevant to training; and session notes and progress records you choose to share on the Platform.

1.2 Information Collected Automatically

When you visit our Platform, we automatically collect: IP address and approximate geographic location; browser type, version, and operating system; pages visited, time spent, and interactions on our Platform; referring URLs and search queries that led you to our Platform; device identifiers and session identifiers; and cookie data (see our Cookie Policy for full details).

1.3 Information from Third Parties

We may receive information about you from third parties, including social media platforms if you connect your account, our payment processors, identity verification services used to verify trainer credentials, and analytics providers.

2. How We Use Your Information

We use your personal information for the following purposes, each grounded in a legitimate legal basis under Canadian privacy law:

• Service Delivery: To create and manage your account, process bookings, facilitate sessions, and provide customer support. (Contractual necessity)
• Trainer Verification: To verify the credentials, insurance, and identity of trainer applicants. (Legitimate interest / Legal obligation)
• Safety and Security: To detect fraud, prevent abuse, and protect the security of our Platform and users. (Legitimate interest)
• Improvement and Personalisation: To analyse usage patterns and improve our matching algorithm, user interface, and service quality. (Legitimate interest)
• Communications: To send you service-related notifications, booking confirmations, and (with your consent) promotional messages about SportZen. (Consent / Contractual necessity)
• Legal Compliance: To meet our obligations under applicable law, including tax and financial reporting requirements. (Legal obligation)
• Dispute Resolution: To investigate and resolve disputes between trainers and clients. (Legitimate interest)

3. Information Sharing and Disclosure

We do not sell your personal data. We share your information only in the following circumstances:

• With Trainers and Clients: When you book a session, relevant information (name, contact details, health goals) is shared with the trainer or client you are engaging with, solely for the purpose of facilitating the session.
• With Service Providers: We share information with trusted third-party vendors who assist us in operating the Platform (payment processors, email service providers, cloud hosting, analytics). These parties are bound by data processing agreements and may not use your data for their own purposes.
• For Legal Reasons: We may disclose information if required by law, court order, or government authority, or to protect the rights, property, or safety of SportZen, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity, subject to the same privacy protections described in this policy.

4. Data Retention

We retain personal information only as long as necessary for the purposes for which it was collected, or as required by law. Account information is retained for the duration of your active account and for 7 years following account closure to comply with tax and legal obligations. Booking records are retained for 7 years. Marketing consent records are retained for 3 years following the last communication.

5. Your Rights Under PIPEDA and Provincial Law

Depending on your province of residence, you have some or all of the following rights regarding your personal information:

• Right of Access: The right to know what personal information we hold about you and how it is being used.
• Right to Correction: The right to have inaccurate personal information corrected.
• Right to Withdraw Consent: The right to withdraw consent for non-essential data processing (e.g. marketing) at any time.
• Right to Erasure: Subject to certain legal exceptions, the right to request deletion of your personal information.
• Right to Data Portability: The right to receive your data in a portable, machine-readable format (available in Quebec under Law 25 as of September 2023).
• Right to Object: The right to object to processing based on legitimate interests.

To exercise any of these rights, please contact our Privacy Officer at SportZen@protonmail.com with the subject line "Privacy Request." We will respond within 30 days.

6. International Data Transfers

Our servers are primarily located in Canada and the United States. If your information is transferred outside of Canada, we ensure equivalent protections are in place through contractual clauses or other approved mechanisms under Canadian law.

7. Children's Privacy

Our Platform is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you believe a child under 16 has provided us with personal information, please contact us immediately and we will delete it.

8. Security

We implement industry-standard technical and organizational measures to protect your personal information, including TLS/SSL encryption for data in transit, AES-256 encryption for data at rest, multi-factor authentication for administrative access, regular security audits, and strict access controls. No method of transmission over the internet or electronic storage is 100% secure, however, and we cannot guarantee absolute security.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email (if you have an account) and by posting the updated policy on this page with a new effective date. Your continued use of the Platform after the effective date constitutes acceptance of the updated policy.

10. Contact Our Privacy Officer

For all privacy-related inquiries, requests, or complaints, please contact:

• Privacy Officer: Lora Bennet
• Email: SportZen@protonmail.com
• Phone: +1 512 764 9388
• Address: 2501 W William Cannon Dr, Austin, TX 78745

If you are unsatisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca.