Privacy Policy

The personal information we collect depends on how you interact with us and may include the following categories.

We may collect personal information:

• directly from you;
• through our websites, forms, questionnaires, applications, and surveys;
• during consultations and coaching interactions;
• through email, telephone, SMS, video calls, and other communications;
• through fitness or coaching platforms used to provide our Services;
• from payment processors and other service providers;
• through social media and advertising platforms when you interact with us;
• automatically through cookies and similar technologies; and
• from other sources where permitted by applicable law.

We collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances and as otherwise permitted by applicable law.

Those purposes may include:

• responding to inquiries and communicating with you;
• processing applications and assessing whether our Services may be appropriate for your goals;
• providing, administering, personalizing, and supporting coaching programs and other Services;
• scheduling consultations, coaching sessions, events, and appointments;
• processing transactions and administering billing;
• monitoring client progress and providing coaching support;
• operating, maintaining, securing, and improving our websites and Services;
• personalizing your experience;
• providing customer support;
• analyzing website and program performance;
• conducting internal business operations and maintaining appropriate records;
• detecting and preventing fraud, misuse, security incidents, or unlawful activity;
• complying with legal, regulatory, tax, accounting, and contractual obligations;
• establishing, exercising, or defending legal claims;
• sending administrative or transactional communications;
• sending marketing communications where permitted by applicable law; and
• measuring and improving our advertising and marketing activities where permitted by applicable law.

We may also use information for another purpose disclosed to you when the information is collected, with your consent where required, or as otherwise permitted by applicable law.

Where consent is required, we seek consent that is appropriate having regard to the sensitivity of the information and the reasonable expectations of the individual.

Certain collections, uses, or disclosures of personal information are integral to providing the Services you request.

Where a collection, use, or disclosure is not necessary to provide a requested product or service, we will provide choices where required by applicable law.

You may withdraw consent to certain uses or disclosures of personal information, subject to legal and contractual restrictions and reasonable notice.

Withdrawal of consent may affect our ability to provide certain Services where the information is reasonably necessary to provide those Services.

Where personal information is sensitive, including certain health-related information, we will obtain express consent where required by applicable law.

We recognize that health, fitness, nutrition, and wellness information may be particularly sensitive.

We do not intend to use information you provide about your health, medical history, medications, injuries, physical limitations, or similar sensitive matters for targeted advertising based on those sensitive characteristics.

We do not intend to disclose such sensitive health-related information to advertising platforms for their independent advertising purposes without authorization or consent where required by applicable law.

We may disclose health, fitness, nutrition, or wellness information to service providers where reasonably necessary to provide or support the Services, subject to appropriate privacy, security, contractual, and organizational safeguards.

We may disclose personal information in the following circumstances.

The Fit Physician does not sell personal information for money in the ordinary meaning of the word “sell.”

Certain U.S. privacy laws define terms such as “sale,” “sharing,” or “targeted advertising” more broadly and may treat certain disclosures involving advertising technologies as regulated activities even when no money is exchanged.

Where such laws apply to The Fit Physician, we will provide notices, choices, opt-out mechanisms, or other rights required by applicable law.

We do not sell sensitive health information for monetary consideration.

We may use cookies and similar technologies for purposes including website functionality, security, analytics, personalization, and advertising measurement.

Some cookies are necessary for our website to operate.

Other cookies may be optional and, where required by applicable law, will be used only after obtaining appropriate consent.

You may be able to control cookies through our website's cookie-management tools, your browser settings, or controls provided by applicable third-party platforms.

Disabling certain technologies may affect the functionality of portions of our website.

We may send administrative, transactional, service-related, or promotional communications as permitted by applicable law.

For commercial electronic messages subject to Canada's Anti-Spam Legislation (“CASL”), we will obtain express or implied consent as required, provide required identification and contact information, and provide a functioning unsubscribe mechanism.

You may unsubscribe from promotional emails using the unsubscribe mechanism contained in the communication.

Where promotional text messages are sent, you may opt out using the instructions provided in the message.

We will process unsubscribe requests within the period required by applicable law.

Withdrawing consent to promotional communications will not prevent us from sending transactional, administrative, service-related, or other communications that we are permitted or required to send.

Message and data rates may apply to SMS communications.

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, provide our Services, maintain appropriate business and financial records, comply with legal obligations, resolve disputes, and enforce our agreements.

Retention periods may vary depending on the type and sensitivity of the information, the purposes for which it is used, the nature of our relationship with you, and applicable legal requirements.

When personal information is no longer reasonably required, we may securely delete, destroy, or anonymize it in accordance with applicable law and our retention practices.

We maintain reasonable administrative, technical, physical, and organizational safeguards appropriate to the sensitivity of the personal information in our control and designed to protect against unauthorized access, collection, use, disclosure, alteration, loss, or destruction.

However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

If we become aware of a privacy or security breach involving personal information, we will investigate the incident and take appropriate action, including providing notifications to affected individuals or regulators where required by applicable law.

The Fit Physician is based in British Columbia, Canada and may engage service providers located in Canada, the United States, or other jurisdictions.

As a result, personal information may be transferred to, accessed from, processed in, or stored outside your province, state, or country of residence.

Personal information processed in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement agencies, national-security authorities, or other governmental authorities where permitted by applicable law.

Where required by applicable law, we take reasonable contractual, organizational, technical, and other measures designed to provide appropriate protection for personal information processed by service providers.

We assess and manage service-provider relationships having regard to factors such as the nature and sensitivity of the information involved, the purposes of processing, and applicable privacy and security requirements.

Depending on where you reside and the law applicable to The Fit Physician's handling of your information, you may have rights concerning your personal information.

For example, Canadian privacy laws may provide you with the right to request access to personal information under our control and to request correction of information that is inaccurate or incomplete, subject to applicable exceptions.

Other applicable privacy laws may provide rights to:

• request access to personal information;
• request correction of inaccurate or incomplete information;
• request deletion of certain personal information;
• withdraw consent where processing depends on consent;
• object to or restrict certain uses of information;
• receive information regarding certain disclosures;
• obtain certain information in a portable format;
• opt out of certain targeted advertising, sale, or sharing activities; or
• appeal certain decisions concerning privacy requests.

These rights vary by jurisdiction and are subject to applicable legal requirements, exceptions, and limitations.

To exercise a privacy right, contact our Privacy Officer using the information provided below.

We may take reasonable steps to verify your identity before fulfilling a request.

We will respond to valid requests within the period required by applicable law.

We will not unlawfully discriminate against you for exercising an applicable privacy right.

Residents of certain U.S. states may have additional rights under applicable state privacy laws.

The availability and scope of these rights depend on factors including your state of residence, the type of information involved, and whether the applicable law applies to The Fit Physician.

Where a U.S. state privacy law applies to us, we will process eligible privacy requests and provide required rights in accordance with that law.

Certain health-related information may also be subject to state-specific consumer health privacy laws.

Where required, we will provide any separate consumer health data privacy notice, consent mechanism, authorization, or other disclosure required by applicable law.

Our Services are intended for adults and are not directed to children under the age of 18.

We do not knowingly solicit personal information from children through our Services.

If you believe that a child has provided personal information to us without appropriate authorization, please contact our Privacy Officer so that we can review the matter and take appropriate action.

Our Services may contain links to or integrate with websites, platforms, or services operated by third parties.

We are not responsible for the independent privacy practices of third parties, and information they collect for their own purposes is governed by their applicable privacy notices and terms.

We encourage you to review the privacy practices of third-party services before providing personal information to them.

If you interact with us through Facebook, Instagram, YouTube, TikTok, or another social media platform, that platform may independently collect and process information about you.

Your interactions with those services are also governed by the privacy policies and terms of the applicable platform.

Information you choose to make publicly available through social media may be visible to other users.

The Fit Physician is responsible for personal information under its control as required by applicable privacy law.

We have designated a Privacy Officer who is responsible for overseeing our privacy practices and responding to privacy inquiries, requests, and complaints.

If you have questions about our privacy practices, wish to exercise an applicable privacy right, or wish to make a complaint concerning our handling of personal information, you may contact our Privacy Officer using the contact information below.

We will review and respond to privacy concerns in accordance with applicable law.

We may update this Privacy Policy periodically to reflect changes in our practices, technology, Services, or applicable law.

When we make changes, we will update the “Last Updated” date at the top of this Policy.

If required by applicable law, we will provide additional notice or obtain consent before making material changes affecting how previously collected personal information is used or disclosed.

For privacy questions, requests, or complaints, please contact:

Privacy Officer

The Fit Physician Inc.

Email: hello@thefitphysician.com