DanceKickFit (“DKF”, “we”, “us”) respects your privacy. This notice explains how we collect, use, safeguard, and disclose the personal information you provide through the client intake form on this website. It is written in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), which governs personal information collected by private-sector organizations in Ontario.
Who we are
DanceKickFit is a personal training service operating in Ontario, Canada. Our Privacy Officer is responsible for privacy matters under this notice and can be reached at privacy@dancekickfit.com.
What we collect
Through the intake form we collect:
- Identification and contact details (name, age, date of birth, phone, email, address);
- Emergency contact information you choose to provide;
- Health and fitness information you choose to share (injuries, conditions, prior exercise history, goals);
- Your acknowledgement of the participant waiver and your photo/video consent choice;
- Your typed signature (printed name) and the date of submission.
Sensitive health information
Some of the information you provide — such as injuries, medical conditions, and health history — is sensitive personal information. We recognize that this information warrants a higher standard of care, and we collect, use, and protect it accordingly. We rely on your express, opt-in consent to collect this information, given through your submission of the intake form, and we use it only for the purposes described below.
Consent for minors
Our services and this form are intended for adults. If a participant is under the age of majority in Ontario (18), the intake form must be completed and signed by the participant’s parent or legal guardian, who provides consent on the minor’s behalf. We do not knowingly collect personal information directly from a minor without verified parental or guardian consent. If you believe a minor has provided information without such consent, please contact us at privacy@dancekickfit.com and we will address it.
Why we collect it
- To assess your suitability for personal training and tailor your program;
- To contact you to schedule and manage sessions;
- To reach your emergency contact if needed during a session;
- To document your acknowledgement of the participant waiver.
We will not use your information for marketing, advertising, or any unrelated purpose without your separate, explicit consent.
How your information is handled
When you submit the form, your responses are transmitted over HTTPS and emailed directly to DanceKickFit. The form does not store your responses in a database on this website; instead, your information is delivered to, and held within, DanceKickFit’s email account.
Please be aware that information sent and stored by email is generally not encrypted at rest and may remain in the email account and on associated devices until it is deleted. We limit access to this account, delete intake submissions once they are no longer needed (see Retention below), and apply reasonable safeguards to the devices used to access it. We use a third-party email service provider to transmit and deliver your submission; that provider acts on our behalf and processes the information only to provide email delivery.
Where your information is processed (data location)
Our email and related service providers may store or process your information on servers located outside Canada, including in the United States. When information is held in another country, it is subject to the laws of that country and may be accessible to that country’s courts, law-enforcement, and government authorities under applicable law. By submitting the form, you acknowledge that your information may be processed outside Canada. If you have questions about this, contact us before submitting.
Service providers
We remain accountable for personal information that is handled by service providers on our behalf. Where we use a third party (such as our email provider), we use contractual or comparable measures intended to provide a level of protection comparable to that described in this notice.
Retention
We keep your information only for as long as necessary for the purposes described above and to meet our legal and insurance recordkeeping obligations. In practice:
- Routine scheduling and contact details are deleted when you are no longer an active client, typically within 12 months of your last session;
- Waiver acknowledgements and related liability records are retained for the applicable limitation period. In Ontario the basic limitation period is generally two years, but for a participant who was a minor, the period may extend beyond their 18th birthday;
- When information is no longer required, we securely delete or destroy it.
Sharing
We do not sell, rent, or trade your personal information. We do not share it with third parties except: where required or permitted by law; where reasonably necessary to respond to a medical emergency; or with service providers acting on our behalf as described above.
Your rights
Under PIPEDA, you have the right to:
- Access the personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Withdraw your consent, subject to legal or contractual restrictions. Please note that because health information is essential to delivering training safely, withdrawing consent to its collection or use may mean we can no longer provide services to you;
- File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.
To exercise any of these rights, email privacy@dancekickfit.com. We will respond to access requests within 30 days as required by PIPEDA, or let you know if we need additional time as permitted by law.
If there is a privacy breach
If we experience a breach of security safeguards involving your personal information that creates a real risk of significant harm to you, we will notify you and report the breach to the Office of the Privacy Commissioner of Canada as required by PIPEDA. We keep records of all breaches of security safeguards.
Cookies and tracking
This website does not use analytics or advertising cookies. We do not track your browsing activity.
Security
Submissions are transmitted over HTTPS, and basic abuse protections (rate limiting and bot deterrents) are in place. No system is perfectly secure; please do not include sensitive information beyond what the form asks for.
Changes to this notice
We may update this notice from time to time.