Legal
Privacy Policy
Shawnigan Nordic Spa respects your privacy and is committed to protecting the personal information you provide to us.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, make a reservation, purchase a service or product, contact us, subscribe to communications, or otherwise interact with us.
This policy is intended for a spa operating in British Columbia and should be reviewed by qualified legal counsel before publication to ensure that it accurately reflects the Spa's actual practices and applicable privacy legislation.
1. Information We Collect
Depending on how you interact with us, we may collect information including:
Contact and Identification Information
- Name
- Email address
- Telephone number
- Mailing or billing address
Booking and Transaction Information
When you make a reservation or purchase, we may collect:
- Reservation date and time
- Services or treatments selected
- Number of guests
- Membership information
- Gift card information
- Transaction and payment-related information
Payment card information will be processed directly by our third-party payment processor. We do not store complete payment card numbers on our own systems.
When you visit our website, certain technical information may be collected automatically, including:
- IP address
- Browser type
- Device type
- Operating system
- Approximate geographic information
- Pages viewed
- Referring website
- Date and time of visits
We may collect this information through cookies, analytics tools, server logs, pixels, and similar technologies.
2. How We Use Personal Information
We may use personal information for purposes including:
- Processing and managing reservations.
- Providing Spa services and treatments.
- Processing purchases and payments.
- Communicating with you about your reservation.
- Sending appointment reminders.
- Responding to questions, requests, and customer-service inquiries.
- Managing memberships and gift cards.
- Improving our website, services, facilities, and customer experience.
- Understanding website usage and visitor trends.
- Detecting and preventing fraud, abuse, or security incidents.
- Maintaining business and financial records and meeting legal requirements.
- Sending promotional communications where permitted by law.
We will not use personal information for purposes that are incompatible with the purposes for which it was collected without obtaining additional consent where required by law.
3. Consent
Where required by applicable privacy legislation, we will obtain your consent before collecting, using, or disclosing personal information.
By voluntarily providing information to us, you consent to its collection, use, and disclosure for the purposes reasonably associated with the service or interaction for which the information was provided, subject to applicable law.
You may withdraw consent to certain uses of your personal information, subject to legal or contractual restrictions and reasonable notice.
If you withdraw consent, we may not be able to provide certain services or process certain requests where the information is necessary to do so.
4. Marketing Communications
If you provide consent to receive promotional communications, we may send you information about:
- Spa services and treatments
- Special offers
- Events
- Packages
- Memberships
- Gift cards
- Other Spa-related news
You may unsubscribe from marketing emails at any time by using the unsubscribe mechanism included in the communication or by contacting us.
Unsubscribing from promotional communications will not necessarily prevent us from sending transactional or service-related communications, such as booking confirmations, appointment reminders, receipts, or important notices concerning your account or reservation.
5. Cookies and Similar Technologies
Our website may use cookies and similar technologies to provide functionality, remember preferences, understand website traffic, and improve the user experience. Cookies may be used for purposes such as:
- Website functionality
- Security
- Analytics
- Performance monitoring
- Remembering preferences
- Marketing or advertising, where applicable
You may be able to control cookies through your browser settings. Disabling certain cookies may affect the functionality of the website.
Where required by law, we will obtain appropriate consent before using non-essential cookies or similar technologies.
6. Analytics
We may use third-party analytics services to understand how visitors use our website.
These services may collect information such as pages visited, approximate location, device information, browser information, and interactions with the website.
Examples of services we may use include Google Analytics or Dreamhost.
7. Third-Party Service Providers
We may use third-party companies and service providers to help operate our business and website. These may include providers for:
- Online booking and appointment scheduling
- Payment processing
- Email and text messaging
- Website hosting
- Analytics
- Marketing
- Customer relationship management
- Information technology
- Cloud storage
- Accounting and security
These service providers may have access to personal information only as reasonably necessary to perform services on our behalf and are expected to handle information in accordance with applicable contractual and legal requirements.
8. Online Booking
If you make a reservation through our website or a third-party booking platform, the information you provide may be collected and processed by both the Spa and the booking provider.
The booking provider may have its own privacy policy governing its collection and use of personal information.
We recommend reviewing that provider's privacy policy before submitting personal information: Setmore.com
9. Payments
Payments may be processed through third-party payment providers.
When you make a purchase, payment information may be transmitted directly to the applicable payment processor.
The Spa does not intentionally collect or retain complete payment card numbers unless specifically required and lawfully permitted to do so.
Payment processors may collect and process information in accordance with their own privacy policies and applicable security standards.
10. Disclosure of Personal Information
We do not sell or rent your personal information.
We may disclose personal information where reasonably necessary:
- To service providers assisting us in operating the Spa or website.
- To payment processors and booking providers.
- To professional advisers such as accountants, insurers, lawyers, or consultants.
- To comply with legal obligations.
- In response to lawful requests from government authorities or law enforcement.
- To investigate fraud, security incidents, or unlawful activity.
- In connection with a business transaction such as a merger, acquisition, financing, restructuring, or sale of assets.
- Where you have otherwise provided consent.
We limit disclosures to information reasonably necessary for the applicable purpose.
11. Information Stored Outside Canada
Some of our service providers may store or process personal information outside Canada.
Where personal information is processed outside Canada, it may be subject to the laws of the jurisdiction in which it is stored or processed and may be accessible to courts, law enforcement, or government authorities in that jurisdiction.
The Spa will take reasonable steps to use service providers and contractual arrangements appropriate to the nature and sensitivity of the information involved.
12. Protection of Personal Information
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, theft, or destruction. These safeguards may include:
- Access controls
- Password protection
- Encryption where appropriate
- Secure payment processing
- Staff privacy procedures
- Physical security measures
- Secure disposal practices
No method of electronic transmission or storage can be guaranteed to be completely secure.
13. Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, to provide services, maintain appropriate business records, resolve disputes, enforce agreements, and comply with legal, accounting, tax, insurance, or other applicable requirements.
When personal information is no longer required, we will take reasonable steps to securely destroy, erase, or anonymize it.
14. Children's Privacy
Our website is not intended to knowingly collect personal information from children without appropriate consent.
Where Spa services are available to minors, personal information may be collected from a parent or legal guardian as reasonably necessary to provide the service.
If you believe a child has provided personal information to us without appropriate authorization, please contact us.
15. Third-Party Websites
Our website may contain links to websites operated by third parties.
These websites are not controlled by the Spa and are governed by their own privacy policies.
We are not responsible for the privacy practices, security, content, or policies of third-party websites.
16. Social Media
We may maintain accounts or pages on third-party social media platforms.
Interactions with us through those platforms may be subject to both this Privacy Policy and the privacy policy of the applicable platform.
We encourage you to review the privacy settings and policies of any social media platform you use.
17. Security Cameras
For safety, security, loss prevention, and incident investigation, security cameras may operate in certain areas of the Spa.
Cameras will not be installed in areas where individuals have a reasonable expectation of privacy, such as treatment rooms, washrooms, or changing areas.
Information collected through security systems will be handled in accordance with applicable privacy laws and retained only as reasonably necessary.
18. Access to Personal Information
Subject to applicable law, you may request access to personal information we hold about you.
You may also request that inaccurate or incomplete information be corrected.
To make a privacy request, please contact us using the information provided below.
We may need to verify your identity before providing access to personal information or making changes to your information.
19. Privacy Complaints
If you have a concern about how we collect, use, disclose, retain, or protect your personal information, please contact us.
We will make reasonable efforts to investigate and respond to your concern.
You may also have the right to make a complaint to the applicable privacy regulator.
For organizations operating in British Columbia, this may include the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC), depending on the circumstances and applicable legislation.
20. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes to our practices, technology, services, or legal requirements.
When we make changes, we will update the Effective Date shown at the beginning of this policy.
We encourage you to review this Privacy Policy periodically.
21. Contact Us
If you have questions about this Privacy Policy, wish to access or correct your personal information, withdraw consent, or make a privacy-related complaint, please contact us:
shawnigannordicspa@gmail.com