Effective Date: December 15, 2024
Last Updated: December 15, 2024
Our Commitment to Your Privacy
Ottawa Fitnest is committed to protecting the privacy and personal information of our community members, volunteers, and website visitors. This Privacy Policy explains how we collect, use, protect, and share your information when you participate in our programs or use our services.
1. Information We Collect
Personal Information
When you register for our programs or contact us, we may collect:
- Name and contact information (email, phone number, address)
- Emergency contact details
- Health and fitness information relevant to safe program participation
- Immigration status and country of origin (for program eligibility)
- Demographic information for program evaluation and funding reports
Usage Information
We automatically collect certain information when you visit our website:
- IP address and browser information
- Pages visited and time spent on our website
- Referring website and search terms used
- Device type and operating system
2. How We Use Your Information
Program Administration
- • Register you for fitness programs
- • Ensure safe program participation
- • Communicate program updates
- • Provide emergency assistance if needed
Community Building
- • Connect you with other participants
- • Send newsletters and event invitations
- • Share success stories (with permission)
- • Improve our programs based on feedback
3. Information Sharing and Disclosure
We Do NOT Sell Your Information
Ottawa Fitnest will never sell, rent, or trade your personal information to third parties for commercial purposes.
We may share your information only in these limited circumstances:
- With your consent: When you explicitly agree to share information
- For safety: Emergency contacts in case of medical emergencies during programs
- Legal requirements: When required by law or to protect our rights
- Service providers: Trusted partners who help us operate (email services, website hosting)
- Funding reports: Anonymized demographic data for grant reporting (no personal identifiers)
4. Data Security and Protection
Secure Storage
Encrypted databases and secure servers protect your data
Limited Access
Only authorized staff can access your personal information
Regular Updates
We regularly update our security measures and practices
5. Your Rights and Choices
You have the right to:
- Access: Request a copy of the personal information we have about you
- Correct: Update or correct inaccurate information
- Delete: Request deletion of your personal information (subject to legal requirements)
- Opt-out: Unsubscribe from newsletters and marketing communications
- Restrict: Limit how we use your information
- Portability: Receive your data in a portable format
How to Exercise Your Rights
6. Cookies and Website Technology
Our website uses cookies and similar technologies to improve your experience:
- Essential cookies: Required for website functionality
- Analytics cookies: Help us understand how visitors use our site
- Preference cookies: Remember your settings and preferences
You can control cookies through your browser settings, but some website features may not work properly if you disable them.
7. Children's Privacy
Our programs welcome families, but we do not knowingly collect personal information from children under 13 without parental consent. If you believe we have collected information from a child under 13, please contact us immediately so we can delete it.
8. International Participants
While our programs primarily serve newcomers to Canada, our website may be accessed from other countries. By using our services, you consent to the collection and processing of your information in Canada in accordance with Canadian privacy laws.
9. Data Retention
We retain your personal information only as long as necessary to:
- Provide you with our services
- Comply with legal requirements
- Fulfill our legitimate business purposes
- Resolve disputes and enforce agreements
Program participation records are typically kept for 7 years for insurance and legal purposes, then securely destroyed.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:
- Post the updated policy on our website
- Update the "Last Updated" date at the top
- Notify you of significant changes via email
- Provide reasonable notice before changes take effect
Contact Our Privacy Team
If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:
Mailing Address
Ottawa Fitnest
Attention: Privacy Officer
Strathcona Park
411 Laurier Ave E
Ottawa, ON K1N 6R4