Privacy Policy

Personal Details

When you sign up, we'll need your name, email, phone number, address, emergency contact info, and date of birth. Standard stuff for any gym membership.

Health & Performance Data

Here's where it gets specific to what we do. We collect medical history, injury records, fitness assessments, body composition measurements, performance metrics from our high-altitude simulations, cryotherapy session data, weightlifting stats, and nutrition logs. We need this to train you properly and keep you safe during intense sessions.

Payment Information

Credit card details, billing addresses, and payment history. We use secure processors - we don't store full card numbers on our systems.

Facility Usage

Check-in times, class attendance, equipment usage logs, and security footage from our facility. This helps us manage capacity and maintain security.

Digital Footprint

If you're using our website or app, we'll see your IP address, browser type, device info, and which pages you're checking out. Pretty standard web stuff.

Everything we collect has a purpose:

• Training Programs: We use your performance data and health info to create personalized training plans. Can't optimize what we don't measure.
• Safety First: Your medical history and injury records help our coaches keep you safe during high-intensity sessions, cold exposure, and heavy lifting.
• Facility Management: Check-in data helps us manage peak times and maintain equipment. Security footage keeps everyone safe.
• Communication: We'll send you class schedules, appointment reminders, performance updates, and occasional tips. No spam, just useful stuff.
• Billing: Obviously, we need payment info to process memberships and services.
• Analytics: We look at aggregate data to improve our programs - like which training methods are working best or when our cryo chambers are most in demand.
• Legal Requirements: Sometimes we're required to keep records for liability or regulatory purposes.

We're not messing around when it comes to security. Here's what we've got in place:

• Encrypted Storage: All digital data is encrypted both in transit and at rest. That means it's scrambled if anyone tries to intercept it.
• Limited Access: Only staff who need your info to do their job can access it. Our front desk doesn't see your medical records, and your trainer doesn't see your credit card details.
• Secure Facility: Physical records are locked up. Our servers are in secure data centers, not some closet in the back.
• Regular Audits: We review our security practices regularly and update them as needed.
• Staff Training: Everyone on our team knows how to handle personal information properly.

That said, no system is 100% foolproof. We do our best, but if there's ever a breach, we'll let you know immediately and tell you what we're doing about it.

We don't sell your data. Period. But there are some situations where we'll share it:

• Service Providers: Payment processors, appointment scheduling software, email services - the tools we need to run the business. They're all under strict confidentiality agreements.
• Medical Professionals: If you've authorized it or there's an emergency, we might share health info with doctors or paramedics.
• Legal Obligations: If the law requires it - like a court order or health authority request - we'll comply.
• Business Transfers: If we ever sell or merge the business, your info would transfer to the new owners. We'd let you know beforehand.
• With Your Consent: If you want us to share your progress with a personal coach or sports team, we'll do that with your explicit okay.

That's it. We're not sending your data to advertisers or random third parties.

Our website uses cookies - small files that remember your preferences and help us understand how people use the site. Nothing sinister.

Essential Cookies: These keep you logged in and make the site work properly. Can't really function without them.

Analytics Cookies: We use these to see which pages are popular and how people navigate the site. Helps us improve things. This is aggregate data - we're not tracking individuals.

Preference Cookies: Remember your settings like language or location.

You can disable cookies in your browser, but some features might not work as well. Most browsers let you control cookie settings pretty easily.

Under Canadian law, you've got several rights when it comes to your personal info:

• Access: You can request a copy of all the data we have on you. We'll provide it within 30 days.
• Correction: If something's wrong or outdated, let us know and we'll fix it.
• Deletion: Want us to delete your data? We'll do it, except for stuff we're legally required to keep (like financial records for tax purposes).
• Opt-Out: Don't want marketing emails? Unsubscribe anytime. You'll still get important account-related messages though.
• Data Portability: You can request your data in a format that's easy to transfer elsewhere.
• Withdraw Consent: If we're processing data based on your consent, you can withdraw it. Might affect our ability to provide certain services though.

To exercise any of these rights, just email us at info@frostbanechronos.info or give us a call. We'll respond quickly.

We don't keep your data forever. Here's our approach:

• Active Memberships: We keep everything current while you're training with us.
• After Cancellation: Most data is deleted within 90 days of membership ending. Performance records might be kept longer if you've consented, for research or comparison purposes.
• Financial Records: Kept for 7 years as required by Canadian tax law.
• Legal Requirements: Anything we're legally obligated to retain stays until we're allowed to delete it.
• Marketing Lists: If you've opted out, we'll remove you immediately but keep a record that you've opted out so we don't accidentally add you back.

Once retention periods are up, data is securely deleted or anonymized so it can't be traced back to you.

Our programs are intense and designed for adults. We don't knowingly collect information from anyone under 16 without parental consent.

If you're under 19 (the age of majority in BC), we'll need a parent or guardian to sign off on your membership and consent to data collection. They can access and manage your information on your behalf.

For youth athletes (16-18), we take extra care with performance data and always involve parents in decisions about training intensity and health monitoring.

We're based in Canada, and we try to keep data here. However, some of our service providers (like cloud hosting or email platforms) might store data on servers in other countries, including the United States.

When data leaves Canada, it's subject to the laws of that country. We only work with providers who maintain strong privacy protections, but you should know that foreign governments could potentially access data under their own legal processes.

If you're concerned about this, reach out and we can discuss what options are available.

We'll update this policy from time to time as our practices evolve or laws change. When we make significant changes, we'll notify you by email or through a prominent notice on our website.

Minor updates (like fixing typos or clarifying existing practices) might not get a notification, but we'll always update the "Last Updated" date at the top of this page.

If you keep using our services after changes are posted, that means you're cool with the updated policy. If not, you can cancel your membership - we'll be sad to see you go, but we respect your choice.

Got questions, concerns, or want to exercise your privacy rights? We're here to help.

We'll respond to privacy requests within 30 days. 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.

Privacy Commissioner of Canada:
Phone: 1-800-282-1376
Website: www.priv.gc.ca