Privacy Statement

Introduction 

Oakville Performance & Wellness (“Oakville PW”, “we” or “us”) provides a range of services to enhance the health of our clients and empower them to take ownership of their quality of living. In the course of doing so, we collect personal information from, or create personal information, about clients as well as individuals interested in receiving information about our services or business activities.

Our commitment to protecting the privacy and confidentiality of our clients’ personal information is addressed in this privacy statement. It explains how Oakville PW processes the Personal Information shared with us and the choices available to you regarding our use of your information and how you can manage and update this information.

Who You May Contact

If you have any questions about how Oakville PW collects, uses, manages or discloses your Personal Information, please contact our Privacy Officer:

  • By email: info@oakpw.com

  • By mail:

    Oakville Performance & Wellness
    1027 Speers Rd #30
    Oakville, ON L6L 2X5 

  • By telephone: 905-337-7778

The Personal Information We Process

What and how we collect Personal Information. “Personal Information” means any information about an individual that is, or can reasonably be, associated with that individual. Personal Information does not include information that has been de-identified or anonymized.

We may collect, create, record and use Personal Information in physical and electronic form, and will hold, use and otherwise process such information as set out in this Statement and in accordance with applicable legislation.

Generally the Personal Information we collect consists of: name; home address; email address; telephone number, date of birth; gender; information concerning a client’s health or fitness, including what equipment you may have access to; payment card information; comments, including testimonials, regarding our services, and information requested or provided.

Means of Collection. Our collection of Personal Information will vary and may involve collecting such information directly from you, through automatic means, or from third parties.

We may process your Personal Information because:

  • You provided it to us.

  • Other people associated with you provided it to us.

  • It is publicly available.

  • It was created or generated by us because we have observed or inferred that information about you from your interactions with us.

We and third parties may use automated means to collect information about users of our website, their computers or other device used to access our website. We may receive reports on an individual as well as aggregated basis based on the use of these technologies.

Our Use of Personal Information

 The Personal Information collected by Oakville PW is used to:

  • Establish, maintain and manage our relationships with clients and others. This includes (i) registering clients; (ii) understanding client fitness, health and other related needs and objectives as well as assisting them in achieving them; (iii) communicating with current clients via email, telephone or text message to provide information or solicit feedback about our services, or to fulfil requests; (iv) resolving issues; and (v) providing information, including through newsletters, about our services, including information on our activities and initiatives, new or updated services, events and special offers as well as communicating generally with individuals seeking information about our business activities.

  • Manage and develop our business and operations. This includes (i) maintaining client accounts; (ii) obtaining and processing payments for services provided to clients, which includes providing necessary information to our third party service providers. (iii) analyzing trends, and user movements around our Site; (iv) gathering demographic information about our clients as a whole; (v) analyzing business risks and results as well as marketing and communications needs; and (vi) maintaining the information security posture of our company.

  • Enable us to comply with applicable laws.

  • Achieve a specific purpose where we have obtained appropriate consent to collect, use or disclose your Personal Information for that purpose.

We may use Personal Information in an anonymized or de-identified form (i.e. after information has been removed to ensure the identity of any one individual cannot reasonably be ascertained) for any purpose.  For example, we may use anonymized information to develop additional programs, and services.

Our Use of Internet Technology

We use various technologies described below in connection with your use of our Site.

Cookies and Tokens. Our website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses our website. We use analytics cookies to view site traffic, activity, and other data.

Our site is hosted by Squarespace. For information about viewing the cookies dropped on your device by Squarespace, visit The cookies Squarespace uses. These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you. These analytics and performance cookies are used on this site, as described below, only when you acknowledge our cookie banner.

For information about cookies used in connection with online booking of appointments through our site, please see our booking cookie policy at: https://oakville-performance-wellness-2018.cliniko.com/bookings/cookie-policy

Web Logs. Web servers may log records such as your device type, operating system type, device advertising identifier, browser type, domain, and other system settings, as well as the language your system uses and the country and time zone where your device is located. The Web server logs also may record the address of the Web page that referred you to our Site, the IP address (and associated city and province for the IP address) of the device you use to connect to the Internet, and data about your interaction with our Site, such as which pages you visit.

Pixels/Web Beacons. To control which Web servers collect information by automated means, we may place tags on our web pages or in our app called "Web beacons" (or “pixels”), which are files that associate certain behavior with a session or user. For example we use Facebook Pixel. We also may include Web beacons in e-mail messages to record whether an email has been opened or whether certain links in such email have been clicked. We or third parties also may send instructions to your device using JavaScript or other computer languages to store or gather the sorts of data described above and other details about your interactions with the Site.

We may use third party pixels on the Site’s registration and login pages. For example, we may use these pixels to assess your progress in registering for our Site. If you start but fail to complete the registration process, we may also use third party pixels to deliver reminders to complete your registration. We may also use these pixels to deliver notices about new and existing features on our Site. These reminders and notices may appear on other websites, and third parties who provide the pixels may use the information obtained from pixels for their business purposes.

Online Analytics. We use third-party web analytics services on our Site, specifically those of our site provider, Squarespace . These service providers help us analyze how users use our web site. The information (including your IP address) collected by the technology will be disclosed to or collected directly by these service providers, who use the information to evaluate your use of the Site.

Our website collects Personal Information to power our site analytics, including:

  • Information about your browser, network, and device

  • Web pages you visited prior to coming to this website

  • Your IP address

  • This information may also include details about your use of this website, including:

  • Clicks

  • Internal links

  • Pages visited

  • Scrolling

  • Searches

  • Timestamps

  • We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

Social Network Data. Although not collected by Oakville PW, please note that if you choose to access social networks, such as Facebook, Instagram or Twitter, through our Site you may be sent cookies from these third-party websites. We do not control the setting of these plugins/cookies and Oakville PW has no knowledge of the content of the data transmitted to these social networks or of how they individually use such data. Please consult these social media platforms to view their privacy policies and/or learn how to modify account settings to manage their cookies and similar technologies.

Our Sharing of Personal Information

With the limited exceptions discussed below, we do not share your information with third parties, unless you provide your consent to do so. In connection with any of the purposes outlined in the section “How We Use Personal Information”, we may share Personal Information with service providers. This may occur in a variety of circumstances:

  • Where we have requested a third party service provider to process information for us (e.g. for payment processing, sending postal and electronic mail), in order to carry out requested services, or as necessary for otherwise processing Personal Information. We only provide those service providers with the information necessary to perform the requested service.

  • If required to do so pursuant to any applicable law, regulation, legal process or enforceable governmental request.  

  • Where we need to (i) establish or exercise our legal rights; (ii) defend against legal claims; (iii) investigate fraud; or (iv) in connection with an emergency that warrants use or disclosure of the information.

  • Where it is necessary in connection the execution or performance of an agreement with a client or a third party to whom we have or propose to transfer any legal rights or obligations.

  • In connection with a proposed or actual restructuring, reorganization, merger, financing, sale, acquisition or bankruptcy administration of all or any part of Oakville PW, as long as the recipient uses the Personal Information for the same purposes we did, unless authorized or required by law to use such information for specific purposes.

  • In other circumstances, when we have your consent to do so.  

Where we disclose Personal Information to a non-governmental third party, we will require that third party to reasonably ensure the protection of Personal Information and to have appropriate security measures in place to do so.

We may disclose Personal Information to third parties or allow them to collect information from the Site in ways not specifically described in this Privacy Statement. We will not share your personal information under any circumstance with any third parties for the purpose of allowing them to conduct direct marketing to you.

We may disclose Personal Information in an anonymized or de-identified form (i.e. after information has been removed to ensure the identity of any one individual cannot reasonably be ascertained).  For example, we may share anonymized information publicly to show trends about the general use of our services.

Your Consent

Consent. By providing Personal Information to Oakville through the use of our services or in any manner, you agree that we may collect, use, disclose or otherwise process such Personal Information in accordance with this Privacy Statement.

In circumstances not described in this Privacy Statement, unless permitted or required by law, Oakville Pw will not collect Personal Information without first obtaining the consent of the individual concerned. In the event we want to use Personal Information for a new or different purpose not identified in our Privacy Statement and believe an express consent is required, we will seek your further consent to use and disclose your Personal Information.

Please note the use or disclosure of Personal Information may occur without consent in specific circumstances. These circumstances include situations when required by law or necessary to protect Oakville PW, our employees or others. Should we believe it appropriate to disclose Personal Information without consent, it will limit the disclosure of information to what is necessary.

Withdrawing Your Consent. Generally, you may withdraw your consent to our use of your Personal Information. If you do so, this may prevent Oakville PW from providing you with information or our services. If you withdraw your consent, we will inform you of any consequences in doing so. Please note that there may be circumstances where you cannot withdraw your consent because of legal, regulatory or contractual requirements. To withdraw your consent, please contact our Privacy Officer.

How We Protect Personal Information

Our Commitment. Oakville PW endeavours to maintain appropriate physical, procedural and technical safeguards so as to prevent any loss, misuse, unauthorized access, disclosure, or modification of Personal Information in our custody.

We also endeavour to ensure that any Personal Information in our custody is as accurate, current and complete as necessary for our use of that information. 

The transmission of data over the internet, including through e-mail, is never completely secure and accordingly we cannot guarantee the security of Personal Information sent to or by us.

Where We Keep Personal Information

Currently, Personal Information is stored in Canada as well as the United States. We will update this privacy statement in the event the residency of our Personal Information holdings, in whole or in part, changes.

Please note that Personal Information is subject to the laws of those jurisdictions where it is located and such laws may require disclosure, including  to governmental bodies and regulatory agencies. Some jurisdictions may have arrangements or agreements under which information is exchanged with other jurisdictions for law enforcement and other purposes mandated by law.

How You May Access, Manage and Update Your Personal Information

You may access, review, update and/or delete certain Personal Information by contacting our Privacy Officer.

We will endeavour to respond to such requests within a reasonable time, generally within 30 days of the date your request is received.  Depending on the nature of the request, it may be necessary to extend our response time if, for example, meeting that deadline would unreasonably interfere with our business activities or if we need to consult with service providers or third parties. In the event an extension is needed, Oakville will endeavour not to take longer than a further 60 days to provide a response.

This right of access is provided to the person about whom the Personal Information is about or an authorized representative. You may be asked for identification so that we may verify your identity before providing you with your Personal Information. In the case of authorized representatives, we may also require further information to allow us to confirm that the person making the request is authorized to do so before granting access or considering corrections.

Oakville PW reserves the right not to change any Personal Information in our custody but may append any alternative text you believe to be appropriate. 

We may decline access to, or correction of, Personal Information in certain circumstances. This occurs generally if applicable law provides that we may do so and is determined on a case-by-case basis. We will provide to you our reasons for any decision to not provide access or make any correction.  We may also refuse to address access or correction requests where they are unfounded, excessive or repetitive.

How Long We Keep Personal Information

Oakville PW will only retain your Personal Information for as long as is necessary to fulfil the purposes for which it was processed as well as for the purposes of satisfying any legal, tax, health and safety, reporting or accounting requirements. We will generally hold your Personal Information for any period of time established in our data retention policy and any applicable law. In the event that a legal claim is made against Oakville PW, relevant Personal Information may be retained for a longer period in order that it may be referred to by all parties in relation to that claim in legal proceedings.

Personal Information which is no longer to be retained will be securely destroyed or permanently erased from our records and we will also require third parties to destroy or erase such Personal Information where applicable. In some circumstances, we may anonymize your Personal Information so that it no longer permits your identification. In this case, we may retain such information for a longer period.

Actions You May Take Concerning Personal Information

Individuals who provide Oakville PW with Personal Information, in relation to such information, may:

  • Receive confirmation that we are processing your Personal Information.

  • Request information about the processing of your Personal Information (i.e. the type of information; our purposes in using it; to whom it is disclosed; how long we retain it; whether it was collected directly or from a third party sources).

  • Request that we update or correct the Personal Information we hold about you.

  • Request, under certain circumstances, that we delete or erase the Personal Information that we hold about you or restrict the way we use such information. If required to delete or erase Personal Information we will do if technically feasible and to the extent possible.

  • Withdraw your consent to our processing of your Personal Information, subject to any limitations described in this Privacy Statement.

  • Request that we stop or start sending you marketing messages at any time.

Any of these requests or actions can be directed to our Privacy Officer. These requests can be exercised free of charge and will be addressed as early as possible.

Changes to this Privacy Statement

We reserve the right to update this privacy statement at any time. When changes are made, we will amend the revision date and we encourage you to review this statement from time to time. The modified or amended privacy statement will apply from the indicated date of last revision.