Cancellation/Return/Refund Policy
I understand that PPPT bills its Personal Training clients on a pre-pay basis. Once my trainer and I have decided upon the type of training package and payment plan I will purchase, payment must be made before the sessions are conducted. Debit, Credit cards, cash and checks made payable to PPPT are all accepted. If a check is returned (NSF) a $20.00 charge will be applied, cash will be required for all future payments. I understand that all PURE Services are non-transferable and non-refundable. I also understand that all Private Personal Training sessions must be redeemed within it's stated expiry unless otherwise negotiated. All transactions are in Canadian funds, gst not included in our prices.
I understand that PPPT operates on a scheduled appointment basis for all Private sessions and thus, requires that I provide24 hours notice when canceling an appointment. No charge will be levied should I cancel with MORE than 24 hours notice given. I understand that PPPT recommends that all cancelled sessions be rescheduled to ensure consistency and progress.
Please allow for 4-8 weeks delivery of our products.
It is highly recommended to consult a physician prior to starting any exercise/fitness program.
PRIVACY POLICYWe will not disclose nor sell or share your information with anyone.
Report on Privacy Act (PIPEDA) ImplementationPure Potential Personal Fitness Training Inc. Privacy Policy
In accordance with the “Personal Information Protection and Electronic Document Act”, given Royal Ascent April 13, 2000.
Official Deadline for Implementation: on or before July 1, 2007
Pure Potential Personal Fitness Training Inc.
Statement of compliance with PIPEDA
Pure Potential Personal Fitness Training Inc. (known as “Pure Potential” hereafter) has made a commitment to respect the privacy rights of individuals by ensuring that their personal information is collected, used, and disclosed in such a manner that a reasonable person would consider appropriate given the circumstances, in compliance with the PIPEDA (known as “the Act” hereafter).
Pure Potential understands that as a business entity that controls a specific volume of personal information, it has a statutory duty to individuals under the Act to follow the laws and provisions set out therein. If Pure Potential fails to do so, it could be subject to complaints by individuals to the Privacy Commissioner of Canada, and may be subject to an audit of its policies, procedures, and the execution thereof.
In addition, as the proprietor of a website (www.purepotentialfitness.com), Pure Potential has developed its own Viewer Privacy and Security notice concerning personal information and the use of the website. This notice is attached to this document as an Appendix.
Pure Potential agrees to comply with the following ten (10) separate policy statements, along with the procedural rules applicable to each policy, as stated in this document and as otherwise required by the Act. This document is to be interpreted in combination with these other documents, and not in and of itself. Any modifications or material differences noted shall be deemed the specific procedures of Pure Potential.
Policy 1 - Accountability
Pure Potential agrees that we are responsible for all personal information under our control and will designate one or more individuals who will be accountable for the organization’s compliance with the policies and procedures as required by the Act.
Our Privacy officer may be contacted as follows:
Name & Title: Linda Crawford, Privacy Officer
Name of Organization: Pure Potential Personal Fitness Training Inc.
Address: 10157-122 St Edmonton, Alberta T5N 1L7
Telephone: 780 454-7803
Fax: 780-426-2723
Email: linda@purepotentialfitness.com
Policy 2 – Identifying Purposes
Pure Potential will identify the specific purpose for which we collect personal information at or before the time information is collected, when such notification is required by the Act. This notification may be either orally or in writing, and may include (but shall not be limited to) the completion of an oral or written consent form or application form.
We will identify any new purpose that arises during the course of dealing with personal information for which consent has not reasonably already been given, and obtain new consents.
Pure Potential will collect only such information as it requires to provide our clients with competent mortgage brokerage and other related financial services. This information will be used to maintain contact with our clients and to ensure that this information is complete, accurate, and up-to-date in order to protect our clients, Pure Potential, and/or Pure Potential’s insurer against inaccuracies.
Pure Potential may disclose your personal information to:
- A person who, in the reasonable judgment of Pure Potential is providing or seeking this information as the client’s agent or who is otherwise legally entitled to receive this information;
- Employees of Pure Potential and its affiliates for purposes related to the services being provided to the client;
Policy 3 – Consent
Pure Potential will obtain the appropriate consent from individuals for the collection, use, or disclosure of their personal information and to whom the purposes as outlined above have been explained; except where the law either prohibits or exempts Pure Potential from doing so.
Such consent may be expressed in oral or written form; or it may be determined by Pure Potential that consent has been implied by the circumstances. Standardized forms to request and record consent shall be used, samples of which are attached.
Express written consent shall include the signing of a consent form, the provision of a letter authorizing certain activities, as well as when such authorization is provided to Pure Potential electronically. Express oral consent shall be obtained whenever appropriate, such as during a phone conversation, and shall be noted by completion of an oral consent form that shall be placed in the client’s file.
Written consent shall be obtained for all new clients seeking the mortgage brokerage services of Pure Potential.
Pure Potential will rely, unless specifically advised in writing to the contrary, that the individual representing a limited company, a limited partnership or a joint venture partnership (the limited entity), upon the personal representation of that individual that s/he has all the necessary authority, has all this necessary authority to enable Pure Potential to collect, use and disclose personal information of any other individual(s) associated with the limited entity, which has been provided to Pure Potential, all for purposes permitted by the privacy policy of Pure Potential.
Pure Potential understands that consent may be wholly or partially changed or withdrawn by the client at any time. Prior consent shall not apply where a new purpose is identified. Pure Potential does not consider the annual updating of a client’s file to be a new purpose and new consent will not be sought in such a case. Pure Potential also recognizes the exceptions where consent is not required and will abide by the legislation in the treatment of such information when it qualifies under these exceptions.
Policy 4 – Limiting Collection
The personal information collected by Pure Potential shall be limited to that which is necessary for the purposes we have identified. We will not collect information indiscriminately. We will only collect this information by lawful means and not by employing deception or by misleading individuals about the purposes of collection. Pure Potential will regularly communicate these limitations to its staff members who deal with personal information. In addition, Pure Potential may obtain personal information about clients from third parties as appropriate and where consent for such collection has been expressed or implied, or is not required under an exception as specified in the Act.
Such information shall include, but not be limited to:
- Information necessary for the contacting of an individual; such as names, birth dates, mailing addresses, actual addresses, telephone/fax numbers, email addresses as pertains to both individuals and corporations;
- Information required to be gathered from the client to support an application for a member ship, or other products and services purchased or applied for through Pure Potential or any of its affiliates, including the client’s personal information and personal information about family members, beneficiaries, directors, officers, potential guarantors, and any other relevant parties to the transaction such as: date of birth, social insurance number(s); information pertaining to employment.
- Information collected on an oral or written consent form;
- Any other information freely volunteered, verbally, in writing, or electronically, by the client on the understanding that it could be required for the purposes as stated above.
Policy 5 – Limiting Use, Disclosure, and Retention
Pure Potential agrees that personal information will not be used or disclosed for any purposes other than those for which it has been collected, except with the consent of the individual or as required by law. We will only retain personal information for as long as necessary for the fulfillment of these purposes.
Information, once collected, will be stored physically in a file designated for a specific business; and will also be stored electronically in a database.
Information pertaining to the contact of a person or business by Pure Potential will be maintained as long as Pure Potential has a business relationship with that person or business. This shall include, but not be limited to, situations where a client has cancelled his contract with Pure Potential but still has contractual obligations to Pure Potential.
Once a training program has been completed, paper records may be stored in a secure, off-site storage facility and will be physically destroyed after such reasonable period of time as Pure Potential determines is appropriate, to meet the requirements of any applicable laws or regulations, from time to time.
Under no circumstances will information under the control of Pure Potential be provided or sold to any third party.
Policy 6 – Accuracy
Pure Potential will take steps on a regular basis to ensure that the information we collect or store will be as accurate, complete, and up-to-date as is necessary for the purposes for which it will be used.
Information pertaining to client contact information and/or mortgage brokerage services may be updated at any time by Pure Potential for the purpose of maintaining accurate client records.
As Pure Potential will deal with clients on the principle of utmost good faith, Pure Potential expects that its clients will comply with requests for information, and that any information provided to Pure Potential will be accurate and complete.
Where evidence is found of any inaccuracy in the information we have on file, this inaccuracy will be corrected within a reasonable time frame, and its correction will be communicated to any legitimately interested parties. Where a third party determines the inaccuracy, the client will be notified. Where the client identifies the inaccuracy, Pure Potential will correct its records immediately.
Policy 7 – Safeguards
Pure Potential will take reasonable steps to safeguard the security of information under our control in a manner that is appropriate to the sensitivity of the information. We will do so regardless of the format in which it is held, in order to protect against loss or theft, unauthorized access, disclosure, copying, or modification.
Client files or other methods of physical storage shall be placed in locking cabinets when not required for use. Pure Potential will determine the method of storage and security that is most appropriate based on the type of information contained and whether the file is required for active use. Databases or other methods of electronic storage will be secured using such methods as password-restricted access, firewalls or encryption.
When information is being transmitted, either physically or electronically, such transmission shall include a statement that the information contained thereupon is private in nature, and if not received by the party that was the intended recipient of the transmission, that the information shall be destroyed or returned to the sender and not used inappropriately.
Once information is no longer required, we will take reasonable steps to ensure it is disposed of in such a way that the information is both unusable and cannot otherwise be connected to any specific client file. Physical documents will be shredded before recycling, and electronically stored information will be permanently deleted.
Our staff will be trained on the appropriate storage and protection of such information, and procedural changes will be communicated regularly and exhaustively to ensure compliance.
Policy 8 – Openness
Pure Potential will inform its clients and make information reasonably available to the general public upon request regarding its policies and procedures with respect to our compliance with the Act, and with respect to the management of personal information that is under Pure Potential’s control.
The name, address, and contact information for the privacy officer noted above will be provided by administrative and other staff to any client or potential client who requests this information.
Policy 9 – Individual Access
In accordance with the Act, Pure Potential will provide evidence of the existence, use, and disclosure of his personal information that is under our control, and may be given access to, and challenge the accuracy and/or completeness of that information.
Pure Potential will accept written requests, in advance, for individual access to this information, and in accordance with the Act, a response to the request will be made within 30 days of the receipt of the request. The receipt date of any request will be stamped on the original copy of the request.
The manner in which access may be given will vary based on the reasonable circumstances surrounding the request, the format in which the information is held, and the amount of information. A summary of the file information shall be deemed sufficient in lieu of the entire file, where the entire file is too large to be viewed effectively.
Upon written request, we will provide a list of parties to whom we may have disclosed information under our control and within the reasonable knowledge of Pure Potential. Individuals requesting information in writing must provide Pure Potential with sufficient identifying information to permit Pure Potential to establish the existence, use, and disclosure of personal information that may be under its control.
The procedures for requesting information shall be as follows:
- All requests must be made in writing, signed by the owner of the information or their legal representative, using a form such as the attached Request/Complaint form;
- The Privacy Officer for Pure Potential will respond to all requests within 30 days following the receipt of the signed request in writing, unless we advise in writing that a longer time will be required to respond;
- Reasons for Refusal – If a request is refused, we will inform the requesting party in writing of the refusal, along with a reasonable explanation of the reason for the refusal, and any recourse the individual may have; including the possibility that they may file a complaint with the Privacy Commissioner of Canada;
- Deemed Refusal – Notwithstanding paragraphs (2) and (3) above, if Pure Potential does not respond within the above time limit, Pure Potential will be deemed to have refused the request;
- Costs for Responding – Pure Potential may require payment of a modest fee to cover the administrative costs associated with preparing a response
Access to information will not be permitted (or complete access may not be permitted) where the individual’s request for information falls under one of several exceptions as outlined in the Act and the IIBAA Handbook, such as where personal information about another person might be revealed, competitive information for a business might be revealed, where it is unlawful or unsafe to do so; or where Pure Potential is otherwise legally prevented from or counseled against doing so.
Policy 10 – Challenging Compliance
Pure Potential recognizes that an individual may address a challenge concerning compliance with the above policies and procedures or with the Act itself; to the Privacy Officer for Pure Potential.
Any individual who wish to inquire or file a complaint will be directed to the Privacy Officer and/or otherwise informed of the appropriate complaint procedures. A Request/Complaint form shall be provided to such an individual, which must be completed in full and returned to the Privacy Officer for Pure Potential.
A master privacy file will be established and maintained by the Privacy Officer to keep track of issues arising from the collection, use, and disclosure of personal information within Pure Potential’s control, including any complaints that may arise.
The procedure for complaint handling is as follows:
- A Request/Complaint form shall be filed with the Privacy Officer;
- The complaint will be acknowledged as soon as practicable and within a reasonable time frame;
- An unbiased investigator will be assigned to investigate the complaint;
- Pure Potential will give the investigator unfettered access to files and personnel as required;
- Pure Potential will clarify pertinent facts directly with the complainant, where appropriate to do so;
- Pure Potential will empower the investigator to advise both Pure Potential and the complainant equally of the outcome of the investigation, including any steps that should be taken to rectify the problem, and any further action to be taken;
- Pure Potential will recognize in writing and advise the complainant in writing of any steps taken or procedural changes which have developed as a result of the complaint, if applicable.
Appendix 1: Web Site Viewer Privacy and Security Notice
Introduction
This World Wide Web Site (www.purepotentialfitness) (known as “the Site” hereafter) is provided for the use of the public by Pure Potential.
Information presented on the Site is considered private information and may not be distributed or copied without the express written consent of Pure Potential.
A version of this notice shall remain posted on the Site.
Information Collected and Stored Automatically
The information Pure Potential learns about individuals who visit the Site depends upon what functions are performed when visiting the Site.
For Site management, information is collected for statistical purposes. Our server system uses software programs to create summary statistics, which are used for such purposes as assessing what information is of most and least interest to users and visitors; determining technical design specifications; and identifying system performance or problem areas.
If an individual does nothing during their visit but browse through the Site, read pages, or download information, Pure Potential will gather and store certain information about your visit automatically. This information does not identify the user or visitor personally. We automatically collect and store the following information about your visit:
- The type of browser and operating system used to access the Site;
- The date and time the Site was accessed;
- The pages on the Site that were accessed;
- If the user or visitor linked to www.rcmortgages.ca from another website, the address of that website.
This information is used to help us make the site more useful to visitors, to learn about the number of visitors to the site and the types of technology the visitors use. We do not track or record information about individuals and their visits.
Statement on the use of “Cookies”
www.rcmortgages.ca does not use cookies to gather information from or about visitors to the Site.
Information Collected from Emails and Web Forms
If a user identifies themselves by sending an email, this information is kept by the Site and sent to Pure Potential.
The user may also decide to send other personally identifying information, such as a complaint or a compliment, or an attachment. Pure Potential and the Site may use personally identifying information from viewers in various ways to further the usefulness and accuracy of the information contained on the Site or to add new sections and services.
Pure Potential would like to be very clear in stating that neither Pure Potential nor the Site will obtain personally identifying information about a user or visitor unless you expressly consent to do so; or implicitly consent by providing this information directly.
Security and Intrusion Detection
Unauthorized attempts to upload information or change information on this Site or this service are strictly prohibited and may be punishable under the Computer Fraud and Abuse Act (1986) and the National Information Infrastructure Protection Act.
E-Commerce Privacy Statement
To assist users in finding relate and community information, the Site provides links to other web sites. Once users have left www.rcmortgages.ca and entered another site, they are subject to the privacy policy of that website.
Appendix 2: Consent Acknowledgement & Request/Complaint Forms
- In all cases, any completed form (signed or unsigned) must become part of the permanent client file, and a separate file for signed and completed consents will also be kept.
- These forms should be completed as appropriate in any situation where:
(a) A new client discloses information to Pure Potential;
(b) An existing client discloses new or sensitive information to Pure Potential when a previous consent has already been given;
(c) Pure Potential intends to cross-sell other services not usual to Pure Potential’s practice;
(d) A client has provided express consent in the past but wishes to change the terms of that consent.
- These forms need not be used in the following situations:
(a) Pure Potential is engaging in additional mortgage brokerage work at the client’s request and the client does not wish to change the terms of a previous consent, as implied consent exists from information already on file;
(b) Fraud is suspected;
(c) Information is being collected in a generic way for the purposes of giving a quote but will not be retained (whether the client gives their name or not)
- It is recommended, but not required, to use these forms in the following situations:
(a) At the outset of a business relationship;
(b) When a client engages Pure Potential to do additional mortgage brokerage work under the same general terms and conditions as in the past, but has never provided any form of express consent for the use of his information in the past;
- If a client is requested to sign a document or form, but does not do so, or refuses to do so:
(a)Implied consent can be presumed, depending on the circumstances and without follow up, as in the case described in 4(b) above;
(b) Where sensitive information is involved and consents cannot be reasonably implied by the circumstances, follow up should be done and signatures obtained before any further action is taken;
(c) If a client expressly refuses to sign the form, or does not agree to some parts thereof, the reasons for the refusal should be determined, and the client should have the implications of his refusal explained, including the inability of Pure Potential to provide services lawfully. Depending on the scope of the refusal, Pure Potential may wish to proceed with the partial consent, seek legal assistance, or terminate the business relationship.
Personal Request Oral Consent Form
This form is for Pure Potential’s internal use only and is not to be presented to the client for signature. It should be used when dealing with clients over the phone or in any situation where oral consent is given but obtaining a signature may not be practical. It should be noted that in all cases where written consent can be given, it should be obtained, as signed, written consent is the best protection against liability when clients may make allegations.
Pure Potential should use this form in all situations where information is being obtained over the phone for quotes (where the individual is not already a client of Pure Potential).
Personal Information Consent Form
This form specifically reviews the reasons for the collection, dissemination, and retention of personal client information that will be performed by Pure Potential. It represents the highest level of consent and highest level of legal protection.
Pure Potential should use this form in all situations when a new client wishes to do business with Pure Potential. It should also be completed in any situation where sensitive information will be collected by Pure Potential and where Pure Potential is not comfortable with its existing level of consent or terms of a previous consent.
Personal Information Request/Complaint Form
Any client who wishes to be provided access to their personal information or to file a complaint against Pure Potential’s handling of personal information should complete this form. It must be signed and dated so that the Privacy Officer can respond within the time frames required by law.
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