PRIVACY POLICY

Effective date:  April 27th, 2026

1. Who We Are

This Privacy Policy explains how Driftwood Athletics (“we”, “us”, “our”) collects, uses, discloses, and protects your personal information when you use our services, visit our website, or interact with our online platforms.

We operate in British Columbia and comply with the Personal Information Protection Act (PIPA) and, where applicable, federal privacy laws such as PIPEDA and relevant health‑privacy requirements.

Contact information

• Clinic Name: Driftwood Athletics

• HQ Address: 3706 Hastings Street, Burnaby, BC, V5C 2H5

• Phone: 1-236-427-1111

• Email: driftwoodathleticsgym@gmail.com

• Privacy Officer: Daniel English
   

2. What Information We Collect

We collect only the personal information that is reasonably necessary to provide our services and operate our business.

A. When You Receive Coaching or Clinical Services

Depending on the service, we may collect:
 

• Identification and contact details (name, date of birth, address, phone, email, emergency contact)

• Health information (injuries, pain history, diagnoses, medications, allergies, referral information, limitations)

• Training / performance information (assessment findings, movement screens, testing results, training history, performance metrics, exercise programs, progress notes)

• Booking and billing information (appointment and class history, memberships, invoices, payment records, insurance details if applicable)

• Communications (emails, secure messages, completed forms, waivers and consents)
   

B. When You Use Our Website or Contact Forms

When you visit our website or submit a contact or trial/membership form, we may collect:
 

• Contact details you provide (name, email, phone, message content, service(s) of interest)

• Preferences (coaching goals, injury or training interests you choose to share)

• Technical information collected automatically (IP address, device and browser type, pages viewed, visit time and date, referring site), through cookies and similar technologies (see “Cookies & Tracking” below)
   

C. When You Book or Manage Services Online (Jane & Mindbody)

When you book, manage appointments or classes, or complete intake forms online, we collect personal information through JaneApp and Mindbody, which we use for scheduling, documentation, memberships, and billing.

This may include:
 

• Profile information (name, contact details, login information)

• Appointment and class history, memberships, attendance

• Intake forms, consents, health and performance information (Jane)

• Billing and payment‑related information, including invoices and partial card details (full card data is handled by payment processors)
   

3. How We Use Your Information

We use your personal information to:
 

• Provide and coordinate coaching, training, and clinical services

• Assess your needs, design programs, track progress, and communicate recommendations

• Book and manage appointments, classes, memberships, and waitlists

• Send confirmations, reminders, follow‑ups, and service‑related messages

• Process payments and manage billing, memberships, and insurance claims (if applicable)

• Maintain records as required by law and professional standards

• Operate, maintain, and improve our website and online services

• Analyze site traffic and marketing performance using tools like Google Analytics and Meta (Facebook) Pixel

• Respond to questions, feedback, and complaints
   

We do not sell your personal information.

4. Legal Basis and Consent

We rely mainly on your consent to collect, use, and disclose your personal information, except where the law allows or requires us to do so without consent (for example, in emergencies or mandatory reporting situations).

Your consent may be:
 

• Implied when you voluntarily provide information or continue to use our services after being informed of this policy

• Express when you sign a consent or waiver, complete an online intake form, or clearly agree verbally or by checking a box
   

You may withdraw your consent for non‑essential uses at any time, subject to legal and contractual restrictions (for example, record retention requirements). This may affect our ability to provide or continue certain services.

5. How We Share and Disclose Information

We limit sharing to what is reasonably necessary to deliver services and run Driftwood Athletics.

We may share information:
 

• With our coaches, clinicians, and authorized staff who need it to perform their duties

• With JaneApp and Mindbody, which securely host our scheduling, membership, charting, and billing systems and process data on our behalf

• With payment processors to handle membership and session payments

• With insurers or third‑party payers, if you ask us to bill them or submit claims

• With other health or fitness professionals, when you consent or when permitted/required by law

• With regulators, professional colleges, or legal authorities where we are required to do so
   

We do not disclose your personal health information for third‑party marketing.

6. Third‑Party Platforms We Use

We use reputable third‑party providers that process personal information on our behalf. They are contractually or legally required to protect your information and may only use it to deliver their services to us or as required by law.

A. JaneApp

We use JaneApp for clinical scheduling, charting, and related communication.
 

• JaneApp is a Canadian practice‑management platform used by health professionals, designed with Canadian privacy compliance in mind.

• Your clinical records, intake forms, and appointment information are stored securely in Jane’s systems.

• We remain the custodian of your data; Jane accesses it only as needed to operate the platform, provide support, and comply with legal obligations.
   

For more details, see Jane’s Privacy Notice on their website.

B. Mindbody

We use Mindbody for gym class scheduling, memberships, and some billing.
 

• Mindbody stores your account details, membership and class history, and payment‑related information to manage your membership and visits.

• Mindbody and its connected payment processors handle card information securely in accordance with their own security and privacy practices.
   

Please see Mindbody’s privacy policy for more information.

C. Wix (Website Host)

Our website is built and hosted on Wix.
 

• Wix provides the infrastructure and may collect technical data (cookies, IP addresses, device and browser information) to run and protect the site.

• Wix may also support analytics and marketing integrations (such as Google Analytics and Meta Pixel) based on our settings.
   

You can review Wix’s own Privacy Policy on their website.

D. Analytics and Advertising Tools

We use:
 

• Google Analytics to understand how visitors use our website (for example, which pages are visited and for how long) using cookies and similar technologies.

• Meta (Facebook) Pixel and related tools to measure the performance of our advertising campaigns and, where applicable, build audiences for our ads.
   

These tools may collect information such as your IP address, device type, browser, pages viewed, approximate location (based on IP), and actions taken on our website. This information is generally used in aggregated form, but may be combined with other data by Google or Meta according to their own privacy policies.

7. Cookies, Pixels, and Tracking Technologies

Our Wix website and the tools mentioned above use cookies, pixels, and similar technologies.

A. Types of Cookies We Use

Depending on your settings and our integrations, we may use:
 

• Essential cookies – necessary for security, network management, and basic site functionality

• Preference cookies – remember your choices (such as language or site preferences)

• Analytics cookies (e.g., Google Analytics) – help us understand traffic, pages visited, and how visitors interact with our site

• Advertising/marketing cookies and pixels (e.g., Meta/Facebook Pixel, Google Ads tags) – help us measure ad performance and, where applicable, show more relevant ads to people who have visited our site
   

B. Your Choices
 

• You can manage cookies through your browser settings, including blocking or deleting them.

• If a cookie banner or preference tool is available on our site, you can use it to accept or reject non‑essential cookies (such as analytics or marketing cookies).

• If you disable certain cookies, some features of the site may not work correctly.
   

By continuing to browse our site after seeing a cookie notice, you agree to the use of cookies and similar technologies as described in this policy, subject to your preferences and applicable law.

8. How We Protect Your Information

We use reasonable physical, administrative, and technical safeguards to protect your personal information against loss, theft, misuse, and unauthorized access, disclosure, or alteration.

These measures include, as appropriate:

• Secure practice‑management systems (JaneApp and Mindbody) with encrypted data transmission

• User access controls, role‑based permissions, and password protection

• Secure devices and networks with restricted access to records

• Staff training on privacy and confidentiality

• Secure storage and destruction of records when legally permitted
   

While we strive to protect your information, no method of transmission or storage is completely secure. We encourage you to use caution when sending information electronically.

9. Retention and Storage

We retain records for at least the minimum periods required by law and by relevant professional standards, and longer if necessary for legitimate business or legal purposes.

Your information may be stored in British Columbia, elsewhere in Canada, or in other jurisdictions where our service providers (such as Jane, Mindbody, Wix, Google, or Meta) host their systems, subject to appropriate safeguards and applicable laws.

Once records are no longer required, we securely destroy or anonymize them where feasible and permitted by law.

10. Your Rights

Subject to limited exceptions in law, you have the right to:
 

• Request access to your personal information and, where applicable, your clinical record

• Request corrections to inaccurate or incomplete information

• Ask questions about our privacy practices

• Withdraw consent for non‑essential uses of your information
   

To exercise these rights, contact our Privacy Officer using the contact information above. We may need to verify your identity before responding. We will respond within a reasonable time and in accordance with applicable law.

If you have privacy concerns that we cannot resolve, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC)