Fitness App Privacy Policy
YWCA BC respects the privacy of our members, participants, guests and other individuals who use our services. This Privacy Policy explains how YWCA BC collects, uses, discloses, protects and retains personal information when you use the Club Automation App (the “App”).
This Privacy Policy applies specifically to personal information collected through the App and should be read together with the broader YWCA BC Privacy Policy, which describes YWCA BC’s overall privacy practices.
YWCA BC is committed to protecting personal information in accordance with applicable privacy legislation, including British Columbia’s Personal Information Protection Act (PIPA).
1. Who We Are
YWCA Health + Fitness Centre is a social enterprise operated by YWCA BC.
YWCA BC
535 Hornby Street
Vancouver, BC V6C 2E8
Email: privacy@ywcabc.org
YWCA BC’s Privacy Officer is responsible for overseeing compliance with our privacy practices and responding to privacy inquiries and complaints.
2. Information We Collect Through the App
Depending on how you use the App, YWCA BC may collect or receive the following types of information:
Account and Membership Information
This may include information such as your name, email address, phone number, membership information, member or account identifier, and other information required to authenticate your account and provide access to the App.
Fitness Class and Event Participation Information
The App may collect information about your registration and participation in fitness classes, programs and events, including bookings, cancellations and attendance.
We use this information to:
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Manage class and event registrations
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Track attendance
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Manage available spaces and capacity requirements
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Administer memberships and services
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Provide and improve YWCA Health + Fitness services
Location Information
The App may request access to your device’s location after you grant permission. This includes background location access, which supports a core feature that detects when you are near the YWCA Health + Fitness facility and helps provide a seamless check-in experience by prompting you to access your membership card barcode.
Location information is processed on your device to trigger relevant notifications. Location information is not stored by the App or on YWCA BC’s or our service providers’ servers, and is not shared with third parties.
You can manage or disable location permissions at any time through your device settings. Disabling location access may affect certain App features, including location-based check-in functionality.
Biometric Authentication
The App may offer optional biometric authentication features, such as Face ID, fingerprint recognition or voice recognition, to make accessing the App more convenient and secure.
Biometric authentication is off by default and is only enabled if you choose to activate it through your device or the App.
When biometric authentication is enabled, the authentication is generally handled by your device's operating system using the biometric information stored on your device. YWCA BC does not collect or store your Face ID, fingerprint or voice biometric data through the App.
You can disable biometric authentication at any time through your device settings or the App, where applicable.
Device and Technical Information
The App and its service providers may collect limited technical information needed to operate, secure and improve the App. This may include information such as device type, operating system, app version, identifiers, diagnostic information and information about how the App is used.
The specific information collected depends on the App's configuration and the services provided by third-party technology providers.
3. How We Use Personal Information
We use personal information collected through the App to provide and manage our Health + Fitness services, including to:
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Provide and administer YWCA Health + Fitness Centre services
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Allow members to register for and manage fitness classes, programs and events
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Authenticate members and maintain member accounts
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Monitor class attendance and available capacity
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Communicate with members about their memberships, bookings, classes, facilities and services
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Facilitate facility access and check-in
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Provide notifications and other App functionality
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Maintain the security and functionality of the App
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Troubleshoot and improve the App and our services
By using the App, you consent to the collection, use and disclosure of your personal information for the purposes described in this Privacy Policy and identified at the time your information is collected.
YWCA BC will not use or disclose personal information for a new purpose without appropriate consent or other legal authority, unless permitted or required by law.
4. Service Providers and Third Parties
YWCA BC uses service providers to help operate and support the App and provide YWCA Health + Fitness services.
The App is supported by Club Automation, a third-party fitness management technology provider. Club Automation may process personal information on YWCA BC's behalf in connection with services such as membership management, class scheduling, attendance, facility access and App functionality. Some personal information collected through the App may be stored or processed outside Canada.
YWCA BC may also use other service providers where necessary to operate, secure, maintain or improve its services.
YWCA BC requires service providers that handle personal information on its behalf to protect that information appropriately and to use it only for authorized purposes.
YWCA BC does not sell personal information collected through the App.
5. Data Retention
YWCA BC retains personal information collected through the App for as long as an individual remains an active member of YWCA Health + Fitness Centre, subject to applicable legal and operational requirements.
When a membership is cancelled, YWCA BC will retain the individual's personal information for up to two years following the end of their membership. After this period, personal information will be securely deleted, destroyed or anonymized.
6. Requesting Access, Correction or Deletion
You may request access to personal information that YWCA BC holds about you and may request correction of information that is inaccurate or incomplete.
You may also request deletion of personal information associated with your App account.
To request deletion:
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Submit a request to YWCA BC's Privacy Officer at privacy@ywcabc.org.
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YWCA BC will review the request to determine whether any legal, financial, audit, safety, contractual or operational requirements require some or all of the information to be retained.
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Where deletion is permitted, YWCA BC will work with appropriate internal teams and service providers, including Club Automation where applicable, to delete or anonymize the applicable personal information.
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YWCA BC will notify you of the outcome of your request.
7. Security
YWCA BC takes reasonable measures to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss or destruction.
Security measures may include administrative, technical and physical safeguards appropriate to the sensitivity of the information.
YWCA BC also requires employees and service providers with access to personal information to respect the confidentiality and security of that information.
8. Privacy Questions and Complaints
If you have questions, concerns or complaints about the collection, use, disclosure or protection of your personal information through the App, please contact:
Privacy Officer
YWCA BC
535 Hornby Street
Vancouver, BC V6C 2E8
Email: privacy@ywcabc.org
YWCA BC will investigate privacy complaints and take appropriate steps to address concerns.