Our Policy Respecting Your Privacy and the Protection of Personal Information
OUR PRIVACY PHILOSOPHY
This Policy explains how we collect, use, disclose and safeguard the personal information that you or a third party provide. Providing personal information or authorizing a third party to disclose personal information to us signifies your consent to Tri Fit’s collection, use and disclosure of your personal information in accordance with this Policy.
For the purposes of this Policy, “personal information” means information that can identify an individual directly or through other reasonably available means, but does not include basic business contact information and shall otherwise be interpreted in a manner that conforms to the minimum requirements of applicable provincial and federal privacy legislation.
OUR PRIVACY PRACTICES
1. IDENTIFYING PURPOSES AND OBTAINING YOUR CONSENT
We identify the purposes for collecting your personal information at or before the time it is collected. We will not collect, use or disclose your personal information in a manner or for a purpose not contemplated in this Policy without your informed consent, unless required or permitted to do so by law.
At Tri Fit, we collect, use and disclose personal information about you so we can:
- ensure participant safety;
- respond to your questions and inquiries;
- compile fitness assessments and other health related assessments;
- recommend fitness programs, exercises;
- track your visits and follow up with you if you seems to have stopped attending or reduced attending to see if there is a problem or concern that we should be aware of, or determine if there’s something we can do to you encourage you to continue to attend at the fitness and health training sessions;
- when your participation is through an employer sponsored program, communicate with your employer to ensure that your participation in the program is accurately recorded;
- determine eligibility for incentives based on your participation; and
- we may also use your personal information to communicate with you.
Should we require your information to fulfill a purpose that is not addressed in this Policy, we will let you know.
2. LIMITING THE COLLECTION, USE AND DISCLOSURE OF YOUR PERSONAL INFORMATION
a. The information we collect
We collect personal information by fair and lawful means and limit collection to that information which is reasonably necessary for the purposes identified in this Policy.
Personal information about participants in our fitness centres and programs is collected during the fitness centre registration process on the membership application form, PAR-Q (Physical Activity Readiness Questionnaire), fitness assessment data collection form and medical release form. Members and participants provide this information voluntarily as a condition of gaining access to the fitness facility or to participate in any of our fitness programs. The type of personal information that we may ask for includes:
- Information required to complete the registration forms and preliminary questionnaire (such as name, contact information, birth date, certain health related information, health goals, concerns and other related information);
- Upon your consent and direction, information obtained from a participant’s physician or other health care provider, if secondary information is reasonably necessary to allow Tri Fit to prepare a fitness assessment and/or program and, of course, to ensure your safety;
- frequency of visits to the fitness centre; and
- other information reasonably necessary to achieve the purposes of participating in your fitness programs and/or assessments or to otherwise provide you with the services and/or products you’ve requested.
The choice to provide us with your personal information, either directly or through a third party, is always yours. However, your decision to withhold particular information may limit our ability to provide you with an assessment, or to enable you to participate in certain of our programs or to have access to some of our products or services.
b. How your information is collected
Personal information may be collected in a number of ways, including: in person, by completion of a registration form, health questionnaire, over the phone, by mail, by fax, via email, Tri Fit websites and from third parties who you have authorized to disclose personal information to us (such as employers and/or health care providers).
We make every reasonable effort to ensure that those third parties that disclose your personal information to us have first obtained your consent. If you believe that a third party has inappropriately disclosed your personal information to us, please contact that third party directly. If the third party does not sufficiently respond to your inquiries, please let us know immediately.
Your personal information will only be used or disclosed in accordance with the purposes for which it was collected, unless you have otherwise consented or except where required or permitted by law.
Disclosure to third parties
If you are participating through an employer sponsored program, we will try to limit any personal information we share with employers, however, we may communicate certain information, reasonably required by your employer to confirm your compliance with the program and for other purposes reasonably related to fulfilling our obligations to your employer who are sponsoring the program. In addition, where we use computer systems owned or controlled by your employer as part of our agreement with your employer relating to employer sponsored programs, your personal information may be retained by your employer on such computer systems after we complete our jobs. Your personal information may be disclosed in situations where we are legally permitted to do so, such as in the course of employing reasonable and legal methods to enforce our rights or to investigate suspicion of unlawful activities. We may release certain personal information when we believe that such release is reasonably necessary to protect the rights, property and safety of ourselves and others.
The type of information we are legally required to disclose may relate to criminal investigations or government tax reporting requirements. In some instances, such as a legal proceeding or court order, we may also be required to disclose your personal information to authorities. Only the information specifically requested is disclosed and we take precautions to satisfy ourselves that the authorities that are making the disclosure request have legitimate grounds to do so.
You also understand and agree that we may use your personal information and disclose your personal information to third parties in connection with the proposed or actual financing, insuring, sale, securitization, assignment or other disposal of all or part of our business or assets (including accounts) for the purposes of evaluating and/or performing the proposed transaction. These purposes may include, as examples, permitting such parties to determine whether to proceed or continue with the transaction, fulfilling any reporting or audit requirements to such parties, and/or disclosing personal information as part of concluding a sale or transfer of assets. Our successors and assigns may collect, use and disclose your personal information for substantially the same purposes as those set out in this Policy. In the event the transaction does not go through, we will require, by contract, the other party or parties to the transaction not to use or disclose your personal information in any manner whatsoever for any purpose, and to return or destroy such personal information.
Electronic information transferred to a third party will be exchanged using an approved process. For instance, such transfer may take place using 256 bit AES encryption enabled technologies. In these instances, the decryption password will be communicated to the recipient party through either a separate email or other communication channel.
d. Keeping your information accurate
We make every reasonable effort to keep your personal information as accurate, complete and up-to-date as necessary. If desired, you may verify the accuracy and completeness of your personal information in our records. Annually Tri Fit will request that each fitness centre member completes a PAR-Q form.
Despite our best efforts, errors sometimes do occur. Should you identify any incorrect or out-of-date information in your file, we will remedy any such errors on a timely basis. In the event that inaccurate information is mistakenly sent to a third party, we will communicate relevant changes to the third party where appropriate.
3. PROTECTING YOUR PERSONAL INFORMATION
a. Access to your information within Tri Fit
Please do not hesitate to contact us (at the contact information provided below) if you want to know what information we have on file about you.
b. Disposal and Retention
Except as otherwise permitted or required by law, your personal information will be retained for so long as is reasonably necessary to fulfil the purposes for which it was collected.
c. Safeguarding your information
To ensure that your personal information is protected, we utilitze security safeguards that are on par with the industry standard. We use modern technologies in an effort to ensure that your confidential information is not compromised. Our server environment and firewall infrastructure are well-maintained and our security practices are reviewed on a regular basis.
PAR-Qs, membership application forms and medical release forms are stored in the members’ files in a locked filing cabinet. Information collected during fitness assessments is stored on the fitness consultant’s computer in the Tri Fit fitness appraisal software database program.
Tri Fit also collects personal information including name, email address, work and home phone numbers to identify you as an individual and to ensure efficient follow-up in the case of an emergency. This information, which is included on the membership application form, is stored in a locked filing cabinet in each member’s personal file.
We keep electronic customer files in a highly-secured environment with restricted access.
We use Secure Socket Layer (“SSL”) and 128-bit encryption technologies to enhance security for the secured areas of our website. SSL protects and maintains the security of messages transmitted over the Internet. SSL scrambles your data into an unreadable format, preventing unauthorized access by others.
Using Employer Computer Systems:
Where we use computer systems owned or controlled by your employer as part of our agreement with your employer relating to employer sponsored programs, your personal information may be retained by your employer on such computer systems after we complete our jobs. This information and its security shall be governed by your employers privacy and security policies.
4. ADDRESSING YOUR INQUIRIES AND CONCERNS
We are happy to provide you with a copy of this Policy and to discuss any of its content with you. Upon request, we will also inform you of: the type of personal information we have collected; how your personal information has been used; and any third parties to whom your personal information has been disclosed.
Please direct all questions or enquiries about this Policy to:
1307 Devon Road
Oakville, Ontario L6J 2L7
Any changes to our privacy standards and information handling practices will be reflected in this Policy in a timely manner. Tri Fit reserves the right to change, modify, add, or remove portions of this Policy at any time. Please check this page periodically for any modifications. To determine when this Policy was last updated, please refer to the modification date at the bottom of this Policy.
Our websites (www.trifit.com, www.trifitathome.com, www.winningatlosing.ca, www.trektober.com) are governed by the provisions and practices stated in this Policy. Our websites may contain links to third party sites that are not governed by this Policy. Although we endeavour to only link to sites that share our commitment to your privacy, please be aware that this Policy will no longer apply once you leave our websites and that we are not responsible for the privacy practices of third party sites. We therefore suggest that you closely examine the respective privacy policies of third party websites to learn how they collect, use and disclose your personal information.
This Policy and all related matters are governed solely by the laws of Ontario and the applicable federal laws of Canada. Tri Fit may perform activities outside of Canada through third parties. You acknowledge and agree that, as a result, your personal information may be processed, used, stored or accessed in other countries and may be subject to the laws of those countries. For example, information may be disclosed in response to valid demands or requests from government authorities, courts, or law enforcement in other countries.
Last revised Saturday, January 17, 2015