Privacy Policy

1. Person responsible for personal information protection

Le Club Rosé Pilates is responsible for the personal information it holds in connection with its activities.

To contact the person responsible for protecting this information, ask a question, exercise a right or make a complaint:

Le Club Rosé Pilates Team — Personal Information Protection
Attention: Person responsible for personal information protection
Email: clubrosepilates@gmail.com

2. Personal information collected

Depending on the services you use and your interactions with the studio, the information collected may include:

• Your first and last name, email address and telephone number;
• Your billing address and the information needed to process payments;
• Information relating to your account, purchases, memberships, bookings, attendance and cancellations;
• Your requests, communication preferences and information you provide to receive a service or obtain assistance;
• Information about your health or physical limitations that is needed to adapt instruction and support safe participation;
• Photographs or videos in which you can be identified, when you authorize their promotional use;
• Technical information relating to use of the website and embedded tools, including IP addresses and cookie-related information.

When a student rate requires proof of eligibility, the proof is checked without retaining a copy.

We limit the information requested to what is necessary for the stated purposes. If information is essential to a service, we explain the possible consequences of declining to provide it.

3. Collection methods

Information may be collected when you create an account, book a class, make a purchase, complete a form, contact the studio or participate in an activity where you authorize photography or recording.

It may be collected directly by the studio or through Mindbody and tools embedded in the website for registration, bookings, payments and client management. Certain technical information may also be collected while you browse.

4. Use of information and consent

4.1 Service management

Information is used to manage your account, purchases and bookings, process payments, administer memberships, respond to your requests and meet the studio’s applicable obligations.

We may send communications necessary for these services, including confirmations, reminders, schedule changes and notices concerning your account or payments.

4.2 Health information

Health information is sensitive. Its use and disclosure require express consent where required by law. It is stored in your Mindbody client record and used to take your limitations into account, adapt exercises and support your safety.

We ask that you provide only information relevant to your participation in classes. This information is not used for promotional purposes. The instruction offered by the studio does not replace a medical assessment or medical advice.

4.3 Promotional communications

The studio may send news, offers and invitations to its activities by email or text message when it has the required consent or another authorization provided by law.

You may unsubscribe from promotional communications using the mechanism provided in the message or by writing to the studio. Unsubscribing from promotions does not prevent communications necessary to manage your services. Access to classes is not conditional on accepting promotions.

4.4 Photographs and videos

We obtain your permission before using a photograph or video in which you are identifiable for promotional purposes, including on the studio’s website or social media.

You may refuse this use without losing access to services. To withdraw your permission, contact us. We will stop further uses covered by your withdrawal and address your request concerning content already published on platforms we control. However, we cannot guarantee the removal of copies made or shared by independent third parties.

4.5 Scope of consent

When your consent is required, it covers the purposes presented to you. A new use requiring separate consent does not become authorized simply because this policy has been updated.

5. Disclosure of information and Mindbody

We use Mindbody to manage client accounts, registrations, bookings, memberships and related operations. Information necessary for these functions, including health information entered in client records, may be processed through this platform.

Categories of service providers that may receive information necessary for their services include booking and client management, payment processing, hosting and electronic communications providers. Information may also be disclosed when required or authorized by law, including in response to a legally valid request.

In connection with these services, information may be hosted or processed outside Quebec, including in the United States, the United Kingdom or other countries where Mindbody and its service providers operate. It may then be subject to the laws of those jurisdictions, including rules governing access by the relevant authorities.

Mindbody also applies its own privacy policy to processing for which it is responsible. You can consult it here:
https://www.mindbodyonline.com/company/legal/privacy-policy

Using a service provider does not remove the studio’s responsibilities concerning information entrusted to that provider. We do not sell your health information or disclose it for advertising purposes.

6. Retention of information

Personal information is retained for as long as necessary for the purposes for which it was collected or used, including managing client relationships, services and transactions, and meeting applicable legal obligations.

Once those purposes have been fulfilled and no retention obligation applies, the information must be securely destroyed or, where permitted, anonymized in accordance with legal requirements.

A deletion request is assessed in light of these obligations. Closing an account or withdrawing consent therefore does not necessarily result in the immediate deletion of all information.

7. Security and access to information

We apply reasonable administrative and technical measures to protect information against loss, misuse and unauthorized access. These measures include restricting access to authorized individuals and using two-factor authentication for the administrative accounts used by the studio.

Access to information must be limited to what each authorized person needs to perform their duties. Particular attention is given to sensitive information, including health information.

No system can guarantee absolute security. If a confidentiality incident occurs, the studio must take appropriate measures and provide the notices required by law.

8. Cookies

Our website may use cookies to improve the user experience and analyze website performance.

You can configure your browser to refuse cookies, but some website features may be limited as a result.

9. Your rights and how requests are handled

You may request access to your personal information, correction of inaccurate, incomplete or ambiguous information, and deletion where permitted by law.

You may also request to receive your eligible computerized personal information in a structured, commonly used technological format, or have it transmitted to a person or organization authorized to collect it, subject to the applicable legal conditions.

You may withdraw your consent to uses that depend on it. We will explain any consequences for the services concerned and identify information that must nevertheless be retained.

Send your written request to clubrosepilates@gmail.com. We may verify your identity before acting on it. Access, correction and data portability requests receive a written response within thirty days of receipt. Any refusal includes the reasons and information about applicable remedies.

You may also send a complaint to this address. The person responsible reviews the facts and communicates a response to you. You retain your rights of recourse with the Commission d’accès à l’information du Québec:
https://www.cai.gouv.qc.ca

10. Changes to this policy

This policy may be updated to reflect changes in services, practices or applicable obligations. The published version shows its last updated date.

Significant changes are communicated through a notice on the website or another appropriate communication to the people concerned. When a change requires new consent, that consent must be obtained before the new use begins. Publishing an updated policy does not replace that consent.

11. Applicable law

This policy is interpreted in accordance with the laws applicable in Quebec, including the Act respecting the protection of personal information in the private sector and, where applicable, relevant federal legislation. It does not limit your rights under those laws.