Privacy Policy

Vanguard Performance Inc. operates a training facility and clinic in Vancouver, British Columbia. This policy covers personal information you give us through this website at www.vanguardperformance.ca, including the contact form and the client intake form.

Our client platform at app.vanguardperformance.ca has its own privacy policy covering information held there once you become a client. The two are written to be consistent with each other.

Practitioners who see clients at our clinic are responsible for their own clinical records under the rules of their regulatory college. This policy covers the information you send us through this website, not a practitioner's clinical file.

If you use the contact form we collect your name, email address, phone number if you give one, the topic you selected, and whatever you write in your message.

If you complete the client intake form we collect a good deal more, because the form exists to make training safe for you. That includes:

• Your name, date of birth, pronouns, email address and phone number.
• The name, phone number and relationship of your emergency contact.
• Health information: conditions you disclose, injuries, medications, your activity level, and whether a doctor has cleared you to train.
• Your goals, the services you are interested in, and your scheduling preferences.
• If you choose to give them, your extended health insurance provider, policy number, member ID, plan holder details, covered services and annual benefit amount.
• A signed liability waiver, including the acknowledgements you ticked, your signature, and the exact wording of the document you signed.
• If you choose to give it, media consent covering the specific uses you agreed to, and your signature.

We do not ask for and do not want your social insurance number, banking details, or a copy of any government identification. No form on this website asks for payment card details.

We train people under the age of 19. Where the person training is under 19, the intake form requires a parent or guardian to be named and to sign, and the waiver they sign is a different document from the adult one. We record which document was signed and by whom.

A parent or guardian may ask for a copy of what we hold about their child, ask us to correct it, or ask us to delete it, on the same terms set out below.

We use what you give us to:

• Reply to your enquiry.
• Assess whether it is safe and appropriate for you to train with us, and design a program that accounts for your history.
• Contact you about your assessment, sessions and program.
• Keep the records we are required to keep, including signed waivers and consents.
• Help you check what your extended health plan covers, if you asked us to.
• Use photographs or video only in the specific ways you consented to, if you gave media consent.

We do not sell, rent or trade your personal information. We do not use it to build advertising profiles. Media consent is optional, is separate from everything else on the form, and declining it has no effect on your training.

The client intake form is delivered to Vanguard OS, our own client platform. That platform runs on Supabase, a cloud database provider with servers in North America. Records there are protected by database-level access rules, so a coach sees the clients they work with and nothing more.

Intake submissions are currently also copied to a Google Form and the spreadsheet behind it, held in our business Google account and readable by the owner and the general manager only. This copy exists as a delivery safeguard from when the platform was new. We are removing it, and this paragraph will go when it does.

The contact form is different, and we would rather be specific than tidy about it. It does not go to the platform. A message sent through it is delivered to a Google Form and the spreadsheet behind it, in the same business Google account, and we reply from our own mailbox. That form asks only for your name, contact details, a topic and your message. Please do not use it to send health information. The intake form exists for that.

Our email is provided by Google Workspace, so if you email us or we email you, that message is held in our mailbox there.

Access inside Vanguard Performance is limited to the people who need it to do their job. Insurance and payment details are not visible to coaching staff.

Information sent from this website is encrypted in transit. Records in Vanguard OS are protected by access rules enforced by the database itself rather than only by what an app screen chooses to show. Accounts with access to client information are individual, not shared.

No system is perfectly secure and we are not going to claim otherwise. If a breach affects your personal information, we will tell you and report it as the law requires.

We keep your information for as long as you are a client and for a period afterward, because signed waivers, consents and health disclosures need to remain available for as long as they could reasonably be relevant to a claim, and because tax and accounting rules require us to keep business records.

Enquiries that do not become client relationships are kept for a shorter period and then deleted.

You can ask us to delete your information at any time, and we will unless we are required to keep a specific record. If that happens we will tell you which record and why.

Under British Columbia and Canadian privacy law you may:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct anything that is wrong or incomplete.
• Ask us to delete your information, subject to records we are required to keep.
• Withdraw a consent you gave, including media consent, at any time.
• Ask us how we handled your information and who has seen it.

Email info@vanguardperformance.ca and we will respond within 30 days. There is no charge for a reasonable request.

Withdrawing consent to hold your health information means we can no longer train you safely, so it ends the training relationship. We would rather say that plainly than surprise you with it.

This website does not use advertising cookies, analytics, or behavioural tracking of any kind. We do not know who visits, and we do not follow you to other websites.

The intake form saves your answers in your own browser as you go, so a closed tab does not cost you the form. That stays on your device and is cleared when you submit.

If we add analytics in future we will update this policy before turning it on, not after.

Contact us first at info@vanguardperformance.ca. If we cannot resolve it, you may complain to the Office of the Information and Privacy Commissioner for British Columbia, which oversees the Personal Information Protection Act.

If we change this policy we will change the effective date at the top. Where a change is significant and affects information you have already given us, we will contact you rather than rely on you noticing.

General enquiries