647-576-3948
info@aquaswimacademy.ca
647-576-3948
info@aquaswimacademy.ca
Effective from: 1st September 2026
Aqua Swim Academy (“we,” “us,” “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and any other applicable Canadian federal or provincial privacy laws, including Ontario’s health information privacy rules where relevant.
By using our website, booking lessons, or communicating with us, you consent to the practices described in this Privacy Policy.
We collect only the information necessary to provide swimming lessons and manage our business. This includes:
Full name (parent/guardian and participant)
Home address (where lessons will occur – may be same as billing address)
Email address
Phone number(s) (mobile, home, work)
Emergency contact name and phone number
Age or date of birth (to assign appropriate level and equipment)
Swimming skill level (self-reported or assessed by instructor)
Medical conditions relevant to swimming safety: asthma, epilepsy, heart conditions, severe allergies, physical disabilities, hearing or vision impairments, previous drowning incidents, fear of water (aquaphobia)
Photographs and video recordings only if you provide explicit separate consent for use in our gallery, social media, or marketing materials. You may withdraw this consent at any time.
Billing address
Credit card type and last four digits (full card details are processed by third-party payment processors like Stripe or Square; we do not store full card numbers)
Payment history (dates, amounts, invoices, credits)
Records of phone calls, texts, emails, and online messages related to lesson bookings, cancellations, rescheduling, and policy inquiries.
Lesson attendance records, make-up credits, and expiry dates.
IP address, browser type, operating system, referring URLs, pages visited, and date and time of visits (collected via cookies and analytics tools such as Google Analytics).
Cookies: We use session cookies to remember login or form data; you may disable cookies in your browser, but some website features may not function correctly.
We collect information:
Directly from you when you fill out our online registration form, email us, call us, or text us.
From third-party payment processors (payment confirmation, but not full card numbers).
Automatically through website cookies and analytics.
We use your information for the following purposes:
| Purpose | Legal Basis (PIPEDA) |
|---|---|
| To schedule and deliver swimming lessons | Contract performance |
| To process payments, deposits, and credits | Contract performance |
| To communicate cancellations, make-ups, billing reminders, and policy changes | Consent / Contract |
| To customize lesson plans based on age, skill, and medical needs | Consent (explicit for medical data) |
| To ensure safety during lessons (e.g., knowing a child has epilepsy) | Legitimate interest / vital interest |
| To improve our services and website analytics | Legitimate interest |
| To comply with legal obligations (e.g., tax records, incident reporting) | Legal obligation |
| To send marketing communications only if you have separately opted in (e.g., newsletter, special offers). You can opt out at any time. | Consent |
We do not sell, rent, or trade your personal information to any third party for marketing purposes.
We may share your personal information only in the following limited circumstances:
Instructors: We provide instructors with the participant’s name, age, skill level, relevant medical conditions, lesson address, and parent contact information (phone/email) to enable them to conduct the lesson.
Payment Processors: We share necessary billing information (name, email, amount) with Stripe, Square, or similar PCI-compliant processors. They are contractually bound not to use your data for any other purpose.
Legal Compliance: We may disclose information if required by a court order, warrant, subpoena, or a lawful request from a government authority (e.g., police, the Canada Revenue Agency, or a coroner).
Emergency Services: If an instructor believes there is an imminent risk of serious injury or death, they may call 911 and share your address and relevant medical information with emergency responders.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new owner, who will be bound by this Privacy Policy or a substantially similar policy.
By booking a lesson or contacting us, you consent to our collection, use, and disclosure of your personal information as described.
You may withdraw your consent at any time by emailing (info@aquaswimacademy.ca). However, withdrawal of consent may prevent us from providing lessons or fulfilling contractual obligations. For example, we cannot cancel a lesson without your contact information. We are required by law to retain certain records (e.g., financial records for 7 years) even after consent is withdrawn.
For medical information, we require explicit, separate consent. You may refuse to provide medical information, but we may then refuse to provide lessons if we believe the undisclosed condition poses a safety risk.
We retain personal information only as long as necessary to fulfill the purposes for which it was collected, plus any legal retention period.
| Data Type | Retention Period |
|---|---|
| Lesson schedules, attendance, make-up credits | 12 months after last lesson, then anonymized or deleted |
| Medical information | Deleted 12 months after last lesson, unless longer retention is required for safety follow-up |
| Payment and billing records | 7 years (as required by Canada Revenue Agency) |
| Marketing consent records | Until you unsubscribe, plus 2 years |
| Website analytics (IP-anonymized) | 26 months (Google Analytics default) |
After the retention period, your information is securely deleted or anonymized so it cannot identify you.
We implement reasonable physical, technical, and administrative safeguards to protect your information:
Encryption: Our website uses TLS/SSL encryption for all forms and payment pages. Emails containing sensitive information (e.g., medical notes) are encrypted when possible.
Access Control: Only authorized staff and instructors have access to personal information, and they are trained in privacy obligations. Instructors sign confidentiality agreements.
Secure Storage: Databases are hosted on Canadian servers (or servers with equivalent privacy protection) and protected by firewalls and strong passwords.
Physical Security: Paper records (rare) are stored in locked cabinets accessible only to management.
No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach affecting your personal information, we will notify you and the Office of the Privacy Commissioner of Canada as required by law.
You have the following rights regarding your personal information:
Right to Access: You may request a copy of the personal information we hold about you. We will respond within 30 days at no charge, unless the request is excessive (then a reasonable fee may apply).
Right to Rectification: If your information is inaccurate or incomplete, you may request that we correct it.
Right to Challenge Compliance: You may challenge our compliance with PIPEDA by contacting our Privacy Officer (see below).
Right to File a Complaint: If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada (www.priv.gc.ca, 1-800-282-1376).
To exercise any of these rights, contact our Privacy Officer at the details below. We may ask for identification to verify your identity.
We collect personal information about children (age, swimming ability, medical conditions) solely for the purpose of providing safe and effective lessons. All such information is provided by a parent or legal guardian. We do not knowingly collect personal information from children under 13 directly. Parents may request access to or deletion of their child’s information at any time.
Our website may contain links to external sites (e.g., payment gateways, social media platforms). We are not responsible for the privacy practices of those third parties. We encourage you to read their privacy policies.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The latest version will always be posted on our website with a new “Last updated” date. If we make material changes, we will notify you by email (if you have provided one) or by prominent notice on our website at least 30 days before the changes take effect.
If you have any questions, concerns, or complaints about this Privacy Policy or our handling of your personal information, please contact:
Privacy Officer
Aqua Swim Academy
Email: info@aquaswimacademy.ca
Phone: 647-581-1499
Mail: Address Here
We will respond to all inquiries within 15 business days.
This privacy policy is written in English. In the event of a translation conflict, the English version shall prevail.
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