Legal
Privacy Policy
This policy applies to both Fittopia Fitness Center and Fittopia Wellness Studio. We are committed to protecting your personal information and being transparent about how we use it.
Contents
1. Introduction
This Privacy Policy describes how Fittopia Group, operating as Fittopia Fitness Center (located at 7951 Alderbridge Way, Unit 155, Richmond, BC V6X 2A4) and Fittopia Wellness Studio (located at 4940 No. 3 Rd, Unit 122, Richmond, BC V6X 3A5), collects, uses, discloses, and safeguards your personal information.
We are committed to protecting your privacy and complying with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the British Columbia Personal Information Protection Act (PIPA). By using our facilities, services, website, or mobile applications, you consent to the practices described in this policy.
References to "Fittopia," "we," "us," or "our" in this policy refer to Fittopia Group and both of its locations. Where a section is specific to one location, we will note it clearly.
2. Information We Collect
We collect personal information that is necessary to provide our services. This includes:
Information You Provide Directly - Full name, date of birth, gender, and contact details (email address, phone number, home address) - Emergency contact name and phone number - Health information, medical history, injury history, and fitness goals, collected when you register for membership, personal training, physiotherapy, or Pilates services - Payment information including credit card details (processed securely through third-party payment processors; we do not store full card numbers) - Photographs and videos taken in our facilities for promotional purposes, with your consent - Communications you send to us through our website contact forms, email, or in person
Information Collected Automatically - Website usage data including pages visited, time spent, and referring URLs - Device information such as IP address, browser type, and operating system - Cookies and similar tracking technologies (see Section 8 for details)
Information From Third Parties - Booking and scheduling information from Jane App (used by Fittopia Wellness Studio) and Vagaro (used by Fittopia Fitness Center) - Fitness and class booking data from Marianatek (used by Fittopia Wellness Studio) - Payment processing data from Clover (used by Fittopia Fitness Center) - Insurance billing information when you choose to use direct billing through your extended health benefits provider
Health Information: Studio-Specific Fittopia Wellness Studio collects additional health-related information for Pilates instruction and physiotherapy services, including physical condition, injury history, movement limitations, and rehabilitation goals. This information is treated with heightened protection and used only to deliver safe, effective services.
3. How We Use Your Information
We use your personal information only for the purposes for which it was collected or for purposes consistent with those, including:
Service Delivery - Processing and managing your membership, class bookings, personal training sessions, Pilates appointments, and physiotherapy bookings - Delivering personalized fitness programs, coaching, and wellness services - Communicating appointment confirmations, schedule changes, and service updates - Processing payments and managing billing, including direct insurance billing
Safety and Operations - Managing liability waivers and ensuring facility safety compliance - Emergency contact use in the event of an incident or medical emergency - Access control through key fob membership systems - Monitoring facility usage to improve our services
Communications and Marketing - Sending service-related notices, policy updates, and membership reminders - Sending promotional communications about our services, events, and offers, only with your express consent or where permitted by law - Responding to your inquiries and feedback
Legal and Compliance - Complying with applicable laws, regulations, and legal processes - Protecting the rights, safety, and property of Fittopia and our members - Resolving disputes and enforcing our agreements
Analytics and Improvement - Analyzing how our website and services are used to improve functionality and user experience - Conducting internal research and reporting on membership trends
4. Sharing Your Information
We do not sell, rent, or trade your personal information to third parties for their own marketing purposes. We share information only in the following circumstances:
Service Providers We share information with trusted third-party service providers who assist us in operating our business. These include: - Payment processors (Clover for Fittopia Fitness Center) - Booking and scheduling platforms (Jane App, Vagaro, Marianatek) - Website hosting and analytics (Cloudflare, Google Analytics) - Member management systems (ABC Fitness for Fittopia Fitness Center) - Staff management systems (Supabase)
All service providers are contractually required to handle your information securely and only as directed by us.
Insurance Providers If you elect to use direct billing for physiotherapy services at Fittopia Fitness Center, we share the necessary billing information with your insurance provider. Participating insurers include Canada Life, Chambers of Commerce Group Insurance, Desjardins Insurance, Empire Life Insurance, Equitable Life, GreenShield Insurance, Manulife, MEDIC Construction Insurance, MSP, Pacific Blue Cross PROVIDERnet, RBC Insurance, SSQ Insurance, and Sun Life.
Legal Requirements We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect the safety of any person or to address fraud or security issues.
Business Transfers In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you of any such change and any material changes to how your information is used.
5. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, to provide ongoing services, or as required by law.
- Active member records: Retained for the duration of your membership and for a reasonable period following membership cancellation (typically 3 years) to address any follow-up inquiries or disputes.
- Health and injury records: Physiotherapy and clinical records at Fittopia Fitness Center are retained in accordance with the requirements of the College of Physical Therapists of British Columbia, typically a minimum of 10 years for adult patients.
- Financial records: Retained for a minimum of 7 years as required by the Canada Revenue Agency.
- Website analytics data: Aggregated data retained for up to 26 months.
- Marketing consent records: Retained for the duration of your consent and for a reasonable period afterward to demonstrate compliance.
When personal information is no longer required, we securely destroy, delete, or anonymize it.
6. Your Rights
Under PIPEDA and BC PIPA, you have the following rights with respect to your personal information:
Right of Access You have the right to request access to the personal information we hold about you. We will respond to access requests within 30 days. In some cases, we may charge a reasonable fee for providing access.
Right of Correction If you believe that any personal information we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it.
Right to Withdraw Consent Where we rely on your consent to process your information, you may withdraw that consent at any time. Withdrawal of consent may affect our ability to provide certain services to you. Note that withdrawal of consent does not apply to processing that is required by law or that was completed before withdrawal.
Right to Opt Out of Marketing You may opt out of receiving promotional communications from us at any time by clicking the unsubscribe link in any marketing email, contacting us directly, or updating your preferences at the front desk.
Right to File a Complaint If you believe we have not handled your personal information in accordance with applicable privacy law, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (www.priv.gc.ca) or the Office of the Information and Privacy Commissioner for British Columbia (www.oipc.bc.ca).
To exercise any of these rights, please contact us using the information in Section 14 of this policy.
8. Third-Party Services and Links
Our website and operations involve several third-party services, each with their own privacy policies:
- Google Analytics ( analytics.google.com/terms): We use Google Analytics to understand website traffic and usage patterns. Google may use this data in accordance with its own privacy policy. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.
- Jane App ( jane.app/privacy): Used by Fittopia Wellness Studio for physiotherapy and Pilates appointment booking. Client health records created through Jane are subject to Jane App's privacy practices and applicable health privacy legislation.
- Vagaro ( vagaro.com/privacy-and-terms): Used by Fittopia Fitness Center for booking and scheduling.
- Marianatek: Used by Fittopia Wellness Studio for AXIS Reformer class scheduling and membership management.
- Clover ( clover.com/privacy-policy): Used by Fittopia Fitness Center for payment processing. Card data is handled directly by Clover and is not stored on our systems.
- Cloudflare ( cloudflare.com/privacypolicy): Our website is hosted and secured through Cloudflare, which may collect technical data as described in their privacy policy.
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies before providing any personal information.
9. Health Information and Sensitive Data
Both Fittopia Fitness Center and Fittopia Wellness Studio collect health-related information to provide safe and effective services. We treat this information with heightened care.
Fittopia Fitness Center Health information collected for personal training and physiotherapy services is used exclusively to deliver those services safely. Physiotherapy records at Fittopia Fitness Center are maintained in compliance with the College of Physical Therapists of British Columbia standards and applicable health privacy legislation.
Fittopia Wellness Studio Health and movement information collected for Pilates instruction, private sessions, and wellness services is used solely to personalize your experience and protect your safety. This information is shared only with the instructor or practitioner providing your service and is not shared with other clients or used for marketing purposes.
Injury and Medical Disclaimers If you disclose a medical condition or injury, we use that information to adapt our services accordingly. You are encouraged to consult your physician before beginning any fitness program. Our staff are trained fitness and wellness professionals and do not provide medical diagnoses.
10. Children's Privacy
Our facilities welcome members as young as 14 years of age (with parental consent and a signed waiver for members under 19). We do not knowingly collect personal information from children under 13 through our website without verifiable parental consent.
For members between 14 and 18 years of age, we require a parent or guardian to sign the membership waiver and provide emergency contact information. Health information for minors is handled with the same protections as adult data, and parents or guardians have the right to access and correct information held about their minor child.
11. Security
We take the security of your personal information seriously and implement reasonable administrative, technical, and physical safeguards to protect it from unauthorized access, disclosure, alteration, and destruction.
Security measures include: - Encrypted data transmission (HTTPS/TLS) for all web communications - Secure cloud storage with access controls and role-based permissions - Staff training on privacy and data handling procedures - Restricted access to personal information on a need-to-know basis - Regular review of our data handling practices
Despite our best efforts, no method of transmission or storage is completely secure. We cannot guarantee absolute security. In the event of a data breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by law.
12. Marketing Communications
We may send you promotional emails, text messages, or other communications about our services, promotions, events, and updates, but only with your express consent or where permitted under Canada's Anti-Spam Legislation (CASL).
When you provide your contact information to us, you may have the option to opt in to marketing communications. You can withdraw your consent at any time by: - Clicking the "Unsubscribe" link in any marketing email - Texting STOP in response to any SMS marketing message - Contacting us directly at Info@fittopia.ca or studio@fittopia.ca - Speaking with a staff member at either location
We will honor opt-out requests within 10 business days. Please note that opting out of marketing communications does not opt you out of service-related communications such as appointment confirmations, waiver requests, or account notices.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will: - Post the updated policy on our website with a new effective date - Notify active members by email where the changes significantly affect how we use their information
Your continued use of our services after a policy update constitutes your acceptance of the revised terms. We encourage you to review this policy periodically.
This policy was last updated in March 2026.
14. How to Contact Us
If you have questions, concerns, or requests related to this Privacy Policy or our handling of your personal information, please contact us:
Fittopia Fitness Center 7951 Alderbridge Way, Unit 155 Richmond, BC V6X 2A4 Email: Info@fittopia.ca Phone: (236) 454-6868
Fittopia Wellness Studio 4940 No. 3 Rd, Unit 122 Richmond, BC V6X 3A5 Email: studio@fittopia.ca
We will acknowledge your request within 2 business days and aim to resolve all privacy inquiries within 30 days. If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada at 1-800-282-1376 or www.priv.gc.ca.
Questions About This Policy?
Our team is happy to answer any questions about how we handle your information.