PRIVACY POLICY

Effective September 30, 2026

Trainer Pro Inc. respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit trainerpro.ca, submit a form, contact us, book a complimentary session, purchase personal training services, communicate with our team, or participate in Trainer Pro services.

1. Who We Are

Trainer Pro Inc. is a Canadian personal training company currently serving Toronto and the Greater Toronto Area. Our head office is at 290 Caldari Rd, Vaughan, Ontario L4K 4J4, Canada. You can contact us at hello@trainerpro.ca or +1 (647) 775 0775.

2. Privacy Law and Accountability

Trainer Pro handles personal information in accordance with applicable Canadian privacy law, including the Personal Information Protection and Electronic Documents Act where it applies and any other applicable provincial privacy requirements.

Trainer Pro is responsible for personal information under its control and designates responsibility for privacy compliance within the organization. Privacy questions, access requests, correction requests, complaints, and other privacy inquiries may be sent to our Privacy Officer at hello@trainerpro.ca.

3. Personal Information We Collect

The information we collect depends on how you interact with Trainer Pro. We limit collection to information reasonably needed for identified business purposes.

Contact and Inquiry Information

First name and last name.
Email address.
Telephone number.
General location, postal code, or training location when needed to arrange services.
Information you provide in the Additional Info or message field on our website.
Your preferred schedule, training format, trainer preferences, and other inquiry details.

Fitness and Health Related Information

Age, height, weight, and current fitness level where provided.
Fitness goals and exercise history.
Injuries, physical limitations, mobility concerns, pregnancy or postpartum information, and other health or movement information relevant to safe exercise.
Nutrition preferences or restrictions where relevant to a service you request.

Health related information can be sensitive. We use it only for appropriate purposes connected with providing and administering our services, unless you authorize another use or the law permits or requires otherwise.

Client and Service Information

Package purchased and package terms.
Trainer assignment and scheduling information.
Sessions booked, completed, cancelled, or remaining.
Training notes, progress information, goals, and program information where maintained.
Communications with Trainer Pro and your assigned trainer relating to the service.

Payment and Transaction Information

Package price, payment dates, payment schedule, transaction status, refunds, and related account information.
Limited payment method information supplied by our payment processor, such as card type, last digits, transaction identifier, or payment status where available.

Full payment card information may be collected and processed directly by a third party payment processor rather than stored by Trainer Pro.

Website and Device Information

Internet Protocol address.
Browser type, device type, operating system, and similar technical information.
Pages viewed, referral source, date and time of visits, and interactions with the website.
Cookie, analytics, and advertising identifiers where applicable.
Approximate location derived from technical information where made available by the applicable technology.

4. How We Collect Personal Information

We may collect information directly from you through our website forms, telephone calls, email, text messages, consultations, training sessions, account interactions, and communications with our team or your trainer.

We may also receive information from service providers used for scheduling, payments, communications, analytics, customer management, website hosting, security, or advertising, and from another person when you have authorized that person to provide information on your behalf.

5. Why We Use Personal Information

Trainer Pro may use personal information for the following purposes:

To respond to inquiries and requests.
To contact prospective clients about a requested complimentary session or consultation.
To match clients with suitable trainers based on location, availability, goals, and preferences.
To provide and personalize training services.
To understand relevant goals, fitness history, limitations, and safety considerations.
To provide nutrition or lifestyle guidance where included in the requested service.
To manage packages, schedules, attendance, session balances, payments, and refunds.
To send appointment reminders and other service communications.
To provide customer support and respond to complaints or disputes.
To maintain business, accounting, tax, and legal records.
To prevent fraud, misuse, or security incidents.
To improve our services, website, and customer experience.
To measure advertising effectiveness and website performance.
To comply with legal and regulatory obligations.
To establish, exercise, or defend legal claims.
To send marketing communications where permitted by law.

6. Consent

Trainer Pro seeks meaningful consent for the collection, use, and disclosure of personal information where consent is required. The form of consent depends on the sensitivity of the information and the reasonable expectations of the individual.

You may withdraw consent to certain uses of your information, subject to legal, contractual, and operational limitations. Withdrawing consent may affect our ability to provide a requested service where the information is reasonably necessary to provide that service safely or effectively.

7. Trainer Access to Client Information

Trainer Pro may share personal information with an assigned trainer where reasonably necessary to provide the requested service. This may include your name, contact details, location, schedule, fitness goals, relevant health or movement information, training preferences, and program information.

Trainers are expected to use client information only for legitimate purposes connected with Trainer Pro services and to protect it appropriately.

8. Service Providers

Trainer Pro uses third party service providers to support business operations. These providers may perform services such as customer relationship management, scheduling, payment processing, telephone and text communication, email delivery, website hosting, analytics, advertising, security, data storage, accounting, and professional services.

We provide service providers only with information reasonably necessary for the services they perform and expect them to protect personal information in accordance with applicable contractual and legal requirements.

9. Cookies, Analytics, and Advertising Technologies

Trainer Pro may use cookies, tags, pixels, and similar technologies to operate the website, understand website traffic, measure advertising performance, improve the user experience, remember preferences, and detect technical or security issues.

These technologies may collect device and usage information and may be provided by third party analytics or advertising services, including Google related services where used on the website. Information collected by those providers may also be handled according to their own privacy policies.

You may be able to control cookies through your browser settings and any cookie controls made available on our website. Disabling certain technologies may affect website functionality. Where consent is required for a particular tracking technology, Trainer Pro will seek the appropriate consent.

10. Electronic Marketing and CASL

Trainer Pro may contact you to respond to an inquiry or administer a requested or purchased service. Promotional emails and text messages will be sent only where Trainer Pro has the consent or other lawful basis required under applicable Canadian electronic marketing law.

Where required, promotional messages will identify Trainer Pro and provide a method to unsubscribe. You may withdraw consent to promotional messages at any time. Withdrawing marketing consent does not prevent service messages that are reasonably necessary for appointments, payments, safety, or administration of an existing client relationship.

11. We Do Not Sell Personal Information

Trainer Pro does not sell or rent client personal information to unrelated third parties in exchange for money. We may disclose information to trainers and operational service providers as described in this Privacy Policy.

12. Cross Border Processing

Some technology, communications, payment, analytics, advertising, hosting, or storage providers may process or store personal information outside Ontario or outside Canada. As a result, information may be subject to the laws of another jurisdiction and may be accessible to courts, law enforcement, regulators, or governmental authorities in that jurisdiction where legally required.

Trainer Pro remains responsible for personal information under its control and uses reasonable measures appropriate to the circumstances when engaging service providers.

13. Retention

Trainer Pro retains personal information only for as long as reasonably necessary for the purposes for which it was collected and for legitimate legal, accounting, tax, security, dispute resolution, and business record purposes.

Different categories of information may have different retention periods. When information is no longer reasonably required, Trainer Pro may securely delete, destroy, or anonymize it, subject to legal and operational requirements.

14. Security Safeguards

Trainer Pro uses reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity of the personal information under our control. Safeguards may include access controls, password protection, account permissions, secure service providers, confidentiality expectations, data handling procedures, and security monitoring where appropriate.

No method of electronic transmission or storage is completely secure, so absolute security cannot be guaranteed.

15. Accuracy

Trainer Pro takes reasonable steps to keep personal information accurate, complete, and current where accuracy is necessary for the purposes for which the information is used. Clients should inform us when important contact, health, scheduling, or account information changes.

16. Access and Correction Requests

You may request access to personal information Trainer Pro holds about you, subject to exceptions permitted or required by law. You may also request correction of information you believe is inaccurate or incomplete.

Trainer Pro may need to verify your identity before responding. Requests can be sent to hello@trainerpro.ca.

17. Deletion and Withdrawal Requests

You may ask Trainer Pro to delete information that is no longer necessary or to withdraw consent where Trainer Pro relies on consent. We may need to retain certain information for tax, accounting, payment disputes, fraud prevention, legal obligations, contract administration, or legal claims.

Where information cannot be deleted immediately, Trainer Pro may limit its use where appropriate and permitted.

18. Reviews, Testimonials, Photographs, and Video

Trainer Pro may invite clients to provide reviews, testimonials, photographs, video, or other content. Providing promotional content is not a condition of receiving personal training services.

Trainer Pro will obtain appropriate permission before using identifiable client content for marketing or promotional purposes where consent is required.

19. Minors

Trainer Pro services are primarily directed to adults. Where services are provided to a person who has not reached the applicable age of majority, Trainer Pro may require the consent and involvement of a parent or legal guardian.

Trainer Pro does not knowingly seek to collect unnecessary personal information from children.

20. Legal and Safety Disclosures

Trainer Pro may use or disclose personal information where permitted or required by law, including to comply with a court order or lawful government request, investigate fraud or security issues, protect the safety of a client, trainer, employee, or another person, enforce an agreement, establish or defend a legal claim, or comply with legal and regulatory obligations.

21. Business Transactions

If Trainer Pro is involved in a financing, restructuring, merger, acquisition, sale, or similar business transaction, personal information may be disclosed or transferred as permitted by applicable privacy law and subject to appropriate safeguards where required.

22. Privacy and Security Incidents

Trainer Pro maintains processes for responding to suspected privacy and security incidents. Where a breach creates notification, reporting, or record keeping obligations under applicable law, Trainer Pro will take the steps required by that law.

23. Third Party Websites

The Trainer Pro website may contain links to websites or services operated by other organizations. Trainer Pro is not responsible for the privacy practices or content of third party websites. You should review the privacy information of any third party service you choose to use.

24. Changes to This Privacy Policy

Trainer Pro may update this Privacy Policy as our services, technologies, business practices, or legal obligations change. The current version will be posted on trainerpro.ca with the effective date shown at the top.

Where legally required, we will provide additional notice or seek additional consent before using previously collected information for a materially different purpose.

25. Privacy Questions and Complaints

Privacy questions, access or correction requests, and complaints may be directed to the Privacy Officer, Trainer Pro Inc., 290 Caldari Rd, Vaughan, Ontario L4K 4J4, Canada. Email: hello@trainerpro.ca. Telephone: +1 (647) 775 0775.

Trainer Pro will review privacy complaints and respond as appropriate. Individuals may also have the right to contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.