Privacy Policy

1. Introduction

Tosum Ltd., operating as Tosum Strong, respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how Tosum collects, uses, stores, protects, and discloses personal information when you:

• Visit tosumstrong.com
• Submit a website form
• Subscribe to Tosum Strong email updates
• Inquire about personal training, online coaching, workshops, or other services
• Become a coaching client
• Register for or participate in a workshop or program
• Communicate with Tosum by email, social media, telephone, or another approved channel
• Purchase or pay for a Tosum service

This policy applies to Tosum’s website and business activities. Separate service agreements, informed-consent documents, waivers, readiness-screening forms, media releases, and workshop agreements may also apply.

2. Personal Information We Collect

The information Tosum collects depends on how an individual interacts with the business.

Website and Inquiry Information

Tosum may collect:

• Name
• Email address
• Telephone number
• City, province, or general location
• Service of interest
• Preferred contact method
• Information entered into a contact, coaching, or workshop inquiry form
• Organization name and position
• Event or workshop details
• Referral source
• Communication history

Coaching and Client Information

When an individual applies for or receives coaching, Tosum may collect:

• Fitness goals and exercise experience
• Training preferences and scheduling availability
• Equipment access
• Progress information
• Readiness-screening responses
• Information voluntarily provided about injuries, limitations, or health considerations
• Emergency contact information
• Workout, habit, nutrition, and check-in information
• Coaching notes and client communications
• Photographs or progress information where separate permission has been provided

Tosum only collects information reasonably required to assess service fit, support safe participation, personalize coaching, communicate with clients, and deliver the agreed service.

Tosum’s services are not a substitute for medical care. Clients may be encouraged to consult an appropriate regulated healthcare professional when their needs fall outside Tosum’s professional scope.

Workshop and Organizational Information

For workshop inquiries and engagements, Tosum may collect:

• Organization name and contact-person information
• Billing information
• Event dates and location
• Participant numbers and general audience information
• Program objectives
• Accessibility or accommodation requirements
• Venue and equipment information
• Travel details
• Proposal, contract, and payment information
• Organizer feedback
• Photographs or testimonials where permission has been provided

Organizations should avoid providing unnecessary personal or health information about individual participants.

Newsletter and Marketing Information

When an individual joins the Tosum Strong newsletter, Tosum may collect:

• Email address
• Name, if requested
• Subscription date and source
• Consent status
• Confirmation and double-opt-in records
• Email-delivery and engagement information
• Unsubscribe or blocklist status
• Communication preferences

2. Personal Information We Collect

The personal information Tosum collects depends on how an individual interacts with the business.

Website and Inquiry Information

Tosum may collect:

• Name
• Email address
• Telephone number
• City, province, or general location
• Service of interest
• Preferred contact method
• Information entered into a contact, coaching, or workshop inquiry form
• Organization name and position
• Event or workshop details
• Referral source
• Communication history

Coaching and Client Information

When an individual applies for or receives coaching, Tosum may collect:

• Fitness goals and exercise experience
• Training preferences and scheduling availability
• Equipment access
• Progress information
• Readiness-screening responses
• Information voluntarily provided about injuries, limitations, or health considerations
• Emergency contact information
• Workout, habit, nutrition, and check-in information
• Coaching notes and client communications
• Photographs or progress information where separate permission has been provided

Tosum only collects information reasonably required to assess service fit, support safe participation, personalize coaching, communicate with clients, and deliver the agreed service.

Tosum’s services are not a substitute for medical care. Clients may be encouraged to consult an appropriate regulated healthcare professional when their needs fall outside Tosum’s professional scope.

Workshop and Organizational Information

For workshop inquiries and engagements, Tosum may collect:

• Organization name and contact-person information
• Billing information
• Event dates and location
• Participant numbers and general audience information
• Program objectives
• Accessibility or accommodation requirements
• Venue and equipment information
• Travel details
• Proposal, contract, and payment information
• Organizer feedback
• Photographs or testimonials where separate permission has been provided

Organizations should avoid providing unnecessary personal or health information about individual participants.

Newsletter and Marketing Information

When an individual joins the Tosum Strong newsletter, Tosum may collect:

• Email address
• Name, if requested
• Subscription date and source
• Consent status
• Confirmation and double-opt-in records
• Email-delivery and engagement information
• Unsubscribe or blocklist status
• Communication preferences

3. How Tosum Collects Information

Tosum may collect personal information through:

• Website inquiry and application forms
• Newsletter sign-up forms
• Trainerize
• Email
• Telephone calls
• Social-media communications
• Consultations and discovery conversations
• Readiness-screening and onboarding documents
• Service agreements and waivers
• Workshop proposal requests
• Payment and invoice records
• Client check-ins and progress updates
• Event registrations
• Testimonials and media-release forms
• Cookies and similar website technologies

Tosum may also receive information from an organization arranging a workshop or program. Organizations are responsible for having appropriate authority to provide personal information to Tosum.

4. How Tosum Uses Personal Information

Tosum may use personal information to:

• Respond to inquiries
• Assess service or program fit
• Schedule consultations, training sessions, and workshops
• Provide personal training and online coaching
• Create and adjust fitness programming
• Communicate with clients and organizational buyers
• Deliver workshops and community programming
• Manage Trainerize access
• Process payments, deposits, invoices, and receipts
• Maintain business and financial records
• Provide customer support
• Monitor service delivery and client progress
• Manage workshop travel and logistics
• Improve Tosum’s services, website, forms, and customer experience
• Prevent fraud, spam, misuse, or security incidents
• Meet legal, insurance, tax, accounting, and regulatory obligations
• Send newsletters or promotional messages where an appropriate consent basis exists
• Maintain unsubscribe and suppression records
• Respond to privacy requests, complaints, or incidents

Tosum will not use personal information for a materially different purpose without obtaining consent or having another lawful basis to do so.

5. Consent and Email Communications

Tosum seeks consent appropriate to the type and sensitivity of the information collected.

Individuals may withdraw consent, subject to legal, contractual, safety, and record-retention requirements. Withdrawing consent may limit Tosum’s ability to continue providing a service.

Tosum may send commercial electronic messages only where it has an appropriate consent basis or where another applicable legal exception exists.

Newsletter subscribers may unsubscribe using the link included in Tosum Strong marketing emails.

Unsubscribing from promotional emails does not necessarily prevent Tosum from sending necessary non-promotional communications concerning:

• An active coaching service
• A scheduled appointment
• A workshop engagement
• An invoice or payment
• A requested response
• Account or security information
• A legal or contractual matter

Tosum maintains consent, unsubscribe, and email-suppression records to reduce the risk of sending promotional messages to individuals who have withdrawn consent.

6. Information Sharing and Service Providers

Tosum does not sell or rent personal information.

Tosum may provide limited personal information to service providers that support the business, including:

• Brevo for transactional email, newsletter management, signup forms, consent records, and email campaigns
• Trainerize for workout delivery, client tracking, check-ins, and coaching communication
• WordPress and Divi for website operation and content
• Forminator for website inquiries and applications
• SiteGround for website hosting, backups, caching, and related infrastructure
• Google reCAPTCHA for form-spam and automated-submission protection
• Termly for cookie-consent and privacy-management functions
• WooCommerce and connected payment services where ecommerce or online payments apply
• Accounting software, financial institutions, payment processors, accountants, and tax advisors
• Insurance, legal, information-technology, website, and other professional advisors
• Travel and event suppliers where required to deliver a confirmed engagement

Service providers receive only the information reasonably required to perform the applicable service.

Some technology providers may process or store information outside Alberta or Canada. Information processed in another jurisdiction may be subject to the laws and lawful-access requirements of that jurisdiction.

Tosum may also disclose personal information:

• With the individual’s consent
• Where required or authorized by law
• To respond to a court order or lawful request
• To protect an individual’s health or safety
• To investigate fraud, misuse, or a security incident
• To establish, exercise, or defend a legal claim
• As part of a business reorganization, financing, sale, or transfer, subject to appropriate protections

7. Cookies and Website Information

Tosum’s website may use cookies and similar technologies to:

• Operate essential website functions
• Remember visitor preferences
• Support website security
• Prevent spam and automated submissions
• Measure website performance
• Understand how visitors use the website
• Support embedded forms, media, or third-party services
• Improve Tosum’s marketing and customer experience

Tosum uses a cookie-consent tool to provide information and choices concerning non-essential cookies where applicable.

Visitors may manage cookie preferences through Tosum’s cookie-consent banner and browser settings. Disabling certain cookies may affect website functionality.

Additional information may be provided through Tosum’s Cookie Policy or cookie-preference centre.

8. Analytics and External Links

Tosum may use website and marketing analytics to understand information such as:

• Page visits
• General traffic sources
• Form submissions
• Email delivery and engagement
• Website performance
• Device or browser type
• General geographic information
• Campaign effectiveness

Tosum uses this information to improve its website, marketing, services, and customer experience.

The Tosum Strong website may contain links to third-party websites, social-media platforms, fitness facilities, scheduling tools, payment providers, or other services. Tosum is not responsible for the privacy practices or content of independently operated third-party websites.

Individuals should review the privacy information of external services before providing personal information.

9. Photographs, Testimonials, and Client Results

Tosum will obtain separate permission before publicly using identifiable:

• Client photographs
• Progress photographs
• Testimonials
• Workshop photographs
• Participant quotations
• Personal stories
• Video or audio recordings

Consent to receive a Tosum service is separate from permission to use an individual’s image, testimonial, results, or story for promotional purposes.

Individuals may withdraw permission for future use by contacting Tosum. Withdrawal may not affect materials that were already lawfully published, printed, distributed, or committed to use before the request was received.

Tosum will not guarantee particular fitness, physique, wellness, or business results. Individual outcomes depend on participation, consistency, health, nutrition, sleep, stress, and other personal circumstances.

10. Children and Youth

Tosum may provide youth workshops or programming through schools, First Nations, community organizations, sport organizations, conferences, and other program partners.

Where appropriate, Tosum will coordinate with the purchasing or host organization regarding:

• Parent or guardian consent
• Participant registration
• Participant supervision
• Emergency information and procedures
• Photography and media permission
• Accessibility and accommodation requirements
• Venue and equipment safety
• Incident reporting

Organizations arranging youth programming are responsible for providing appropriate supervision and for obtaining any parent, guardian, participant, or organizational permissions assigned to them under the applicable agreement.

Children and youth should not independently submit sensitive personal or health information through Tosum’s general website forms without appropriate parent, guardian, or organizational involvement.

11. Safeguarding Personal Information

Tosum uses reasonable administrative, physical, and technical safeguards appropriate to the sensitivity of the personal information in its care.

Safeguards may include:

• Strong and unique passwords
• Multi-factor authentication where available
• Restricted account and record access
• Secure digital systems
• Software and security updates
• Website and document backups
• Malware and security monitoring
• Confidentiality expectations
• Organized business recordkeeping
• Limiting the personal information collected
• Secure deletion or disposal practices
• Privacy and cybersecurity incident-response procedures

Access to personal information is limited to individuals and service providers who require the information for an authorized Tosum business purpose.

Tosum does not enter identifiable client information into unapproved public artificial-intelligence systems.

No online, electronic, or storage system can be guaranteed to be completely secure. Tosum will investigate and respond to suspected privacy or security incidents in accordance with applicable legal, insurance, contractual, and professional requirements.

12. Retention and Disposal

Tosum retains personal information only for as long as reasonably required to:

• Provide services
• Manage ongoing client and organizational relationships
• Meet legal, tax, accounting, insurance, and contractual requirements
• Resolve disputes
• Respond to questions or complaints
• Maintain consent, unsubscribe, and suppression records
• Protect Tosum’s legitimate business interests

Retention periods may differ depending on the type and sensitivity of the information and the reason it was collected.

Certain records may be retained after a service ends where required for tax, accounting, insurance, consent, contractual, safety, or legal purposes.

When personal information is no longer reasonably required, Tosum will take appropriate steps to securely delete, anonymize, or dispose of it.

13. Access and Correction Requests

Individuals may contact Tosum to request:

• Access to personal information held about them
• Correction of incomplete or inaccurate information
• Information about how their personal information has been used or disclosed
• Withdrawal of consent where applicable
• Removal from marketing communications
• Information about Tosum’s privacy practices

Tosum may need to verify the requester’s identity before providing access, correcting information, or completing another privacy request.

Access may be limited where permitted or required by law, including where disclosure would reveal another individual’s personal information, confidential business information, or legally protected information.

14. Privacy Questions or Complaints

Questions, access requests, correction requests, withdrawals of consent, and privacy complaints may be directed to:

Privacy Officer
Tosum Ltd., operating as Tosum Strong
Edmonton, Alberta, Canada
Email: info@tosumstrong.com
Website: tosumstrong.com

Tosum will review privacy questions and complaints respectfully and take reasonable steps to investigate and respond.

Individuals may also contact the Office of the Information and Privacy Commissioner of Alberta for information concerning Alberta’s Personal Information Protection Act.

15. Changes to This Privacy Policy

Tosum may update this Privacy Policy when:

• Services change
• Technology providers change
• Website functionality changes
• Marketing practices change
• Legal or regulatory requirements change
• Business operations expand

The updated Privacy Policy will be posted on the Tosum Strong website with a revised effective date or last-updated date.

Continued use of Tosum’s website or services after an update does not replace any consent Tosum is legally required to obtain.