We want you to understand why we collect your personal information, how the confidentiality of this information is protected and how you can find out what information concerning you is recorded.
Personal information is information about you as an individual, and includes information that identifies you and that can be used to contact you. This includes such information as your name, e-mail address, mailing address, telephone number, banking information, credit card number, and the like. It may also include information about your health and fitness levels and goals, if you have communicated these to us. Member data (e.g. check-ins, purchases) may be used in academic research (e.g., exercise adherence). Your data will never be individually identified or identifiable in reports of the
research findings; only aggregated data (group averages) will be presented.
Keep Cool collects personal information for the following purposes:
- to understand your fitness and other related needs and objectives and to assist you in achieving them
- to determine your eligibility for membership and for receiving our products and services
- to process your membership payments and to ensure that your account remains up-to- date
- to invite you to participate in member surveys or other opinion-gathering devices that assist us in making our clubs more responsive to your needs
- to inform you of various matters relating to your membership and about our products
and services that we believe may be of interest to you
Keep Cool also collects information regarding the frequency of your visits to our club and about the specific equipment, classes and services that you take advantage of, so that we may constantly strive to offer you the best range of fitness options.
Keep Cool wants to hear from our members regarding any issues or comments they may have with respect to their memberships or any services offered by our club. We may also combine your personal information with that of other individuals to create aggregate data which we will use, for example, to improve our products and services and develop new ones. Aggregate data is general information about groups of customers but not about you as an individual.
We will not use or disclose your personal information for any purpose other than those for which it was collected, except with your consent or as required or authorized by law.
Keep Cool may ask you for contact information such as your telephone, mobile or fax number or e-mail address, and keep and use this information as well as disclose it to other trusted third parties so that we or any of these third parties may contact you directly through these channels for the purpose of marketing (including telephone and e-mail marketing and automated telephone messages) of goods, services and special offers that may be of interest to you. Your consent to this is not a condition of your membership with Keep Cool and you may withdraw it at any time (see below).
Your knowledge and consent are required for the collection, use, or disclosure of your personal information. When you become a member of Keep Cool, you consent to the use of your personal information for the purposes listed above. You may refuse or withdraw your consent at any time; however we may not then be able to provide you with our full range of services. We will advise you when you refuse or withdraw your consent of the impact that will have on what we are able to provide. For information on withdrawing your consent, please contact our General Manager.
Third Party Disclosure
Keep Cool is not in the business of selling member information to others. We may contract with trusted companies to act on our behalf to fulfill certain functions. We may use third party service providers to process or handle personal information on our behalf and to assist us with various services such as data processing, printing, mail distribution and marketing. Some of our service providers may be located outside of Canada. As a result, your personal information may be accessible to regulatory authorities in accordance with the law of these jurisdictions. We will take steps to ensure that such parties adhere to our policy with respect to the protection of your personal information. Except as set out in this policy or as required or permitted by law, Keep Cool will not sell or disclose any of your personal information to any other organization or transmit personal information to third parties without first obtaining your consent. Keep Cool may, however, disclose information in the following cases:
- to our lawyer
- to comply with a subpoena, warrant or order to a police force, if required by law
- to an investigative body or government institution which can oblige us to do so
- in emergency situations in which we believe that the life, health or safety of a member or other person may be in danger
- to an agent retained by Keep Cool in connection with the collection of your account
Digital Markers (including cookies)
A digital marker is a resource created by the visitors’ browser in order to remember certain pieces of information for the Web server to reference during the same or subsequent visit to the Web site. Examples of digital markers are “cookies” or HTML5 Web storage. Some examples of what digital markers do are as follows:
- they allow a Web site to recognize a previous visit each time the visitor accesses the
- they track what information is viewed on a site which helps Web site administrators
ensure visitors find what they are looking for.
Keep Cool uses sessional and persistent digital markers on some portions of its Web site. During your on-line visit, your browser exchanges data with Keep Cool Web server. The digital markers used do not allow Keep Cool to identify individuals. You may adjust your browser settings to
reject digital markers, including cookies, if you so choose. However, it may affect your ability to interact with Keep Cool Website.
Web analytics is the collection, analysis, measurement, and reporting of data about Web traffic and visits for purposes of understanding and optimizing Web usage. Information in digital markers may be used for the purpose of web analytics to remember your online interactions
with Keep Cool Website. Keep Cool uses Google Analytics to improve its Website. When your computer requests a Keep Cool Web page, Keep Cool collects the following types of information for Web analytics:
- the originating IP address;
- the date and time of the request;
- the type of browser used; and
- the page(s) visited.
Keep Cool uses Google Analytics and the information collected is disclosed to Google Inc., an external third party service provider. Your IP address is anonymized prior to being stored on the service provider’s servers in order to help safeguard your privacy. The information collected is de-personalized by truncating your IP address. No personally identifying information is recorded or provided to Google. Google Analytics uses “session” and “persistent” cookies; persistent cookies are stored on your computer and expire two years after your last visit to the Website.
Display and Remarketing
Keep Cool Website also uses the Google AdWords remarketing service to advertise on third party websites (including Google) to previous visitors to our Website. It could mean that we advertise to previous visitors who haven’t completed a task on our Website, for example using the contact form to make an enquiry. This could be in the form of an advertisement on the Google search results page, or a site in the Google Display Network.
Third-party vendors, including Google, use first-party cookies (such as the Google Analytics cookie) and third-party cookies (such as the DoubleClick cookie) together to inform, optimize, and serve ads based on someone’s past visits to Keep Cool Website.
You may opt-out of Google Analytics for Display Advertising and customize Google Display Network ads using the Ads Preferences Manager. https://www.google.com/settings/ads/onweb/ Google Analytics opt-out browser add-on – https://tools.google.com/dlpage/gaoptout/
We will only retain your personal information as long as is necessary for the fulfillment of the purposes for which it was collected or as required by law. Personal information is securely stored until such time as it is no longer required, after which it is destroyed.
Keep Cool strives to maintain the accuracy and completeness of your personal information. You may ask us to delete or correct information contained in your file. Any such requests must be made in writing to our General Manager, at the address below.
Your personal information is secure within Keep Cool. We have comprehensive security controls to protect against unauthorized access, use, alteration, duplication, destruction or disclosure. We protect your personal information by using safeguards that are appropriate to the sensitivity of the information. Each of our employees is responsible for maintaining the confidentiality and security of all personal information to which they have access. We keep our employees informed about our policies and procedures for protecting personal information. Our employees are required to sign agreements to keep your personal information confidential.
In order to fulfill requests for access to information in your file or to answer any questions or address any concerns individuals may have about privacy, please contact our General Manager at the address below. All inquiries will be responded to within 30 days from the date the General Manager has received the inquiry. Keep Cool can refuse access to a file in certain circumstances.