Purpose

Please read this Privacy Policy carefully before using this Site. The purpose of this privacy policy (this "Privacy Policy") is to inform users of our Site of the following:

1. The personal data we will collect;

2. Use of collected data;

3. Who has access to the data collected;

4. The rights of Site users; and

5. The Site's cookie policy.

In this Privacy Policy, “personal data” means information about an individual whose identity is apparent and can be reasonably ascertained from the information as further defined under applicable privacy laws. This Privacy Policy applies in addition to the terms and conditions of our Site.

Consent

By using our Site users agree that they consent to:

1. The conditions set out in this Privacy Policy; and

2. The collection, use, and retention of the data listed in this Privacy Policy.

Personal Data We Collect

We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first.

Data Collected in a Non-Automatic Way

We collect personal information from you so that we can provide you with a positive experience when utilizing our Site or content. We will only collect the minimum amount of information necessary for us to fulfill our obligation to you. We may collect:

1. A name and an email address so we can deliver information to you - you would be affirmatively consenting to this by providing this to us in our contact forms.

2. Billing information including name, address and credit card information so that we can process payment to deliver our products or services to you under our contractual obligation.

3. A name and an email address if you contact us with a question. We may send you marketing emails with either your consent or if we believe we have a legitimate interest to contact you based on your contact or question.

Please note that the information above (“Personal Data”) that you are giving to us is voluntarily, and by you providing this information to us you are giving consent for us to use, collect and process this Personal Data. You are welcome to opt-out or request for us to delete your Personal Data at any point by contacting us at [email protected]

If you choose not to provide us with certain Personal Data, you may not be able to participate in certain aspects of our Website or content.

How We Use Personal Data

Data collected on our Site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.The data we collect when the user performs certain functions may be used for the following purposes:

1. Communication.

Who We Share Personal Data With

Employees

We may disclose user data to any member of our organization who reasonably needs access to user data to achieve the purposes set out in this Privacy Policy.

Other Disclosures

We will not sell or share your data with other third parties, except in the following cases:

1. If the law requires it;

2. If it is required for any legal proceeding;

3. To prove or protect our legal rights; and

4. To buyers or potential buyers of this company in the event that we seek to sell the company.
   
   If you follow hyperlinks from our Site to another Site, please note that we are not responsible for and have no control over their privacy policies and practices.

Third Parties

We may work with third party applications in order to provide you with services on the Site. These organizations may collect personal information from you in order to provide you with the services, including your name and contact information. Specifically, the third parties Charlotte Mah may work with on the Site are listed below. Please review their privacy policies to ensure you are comfortable using them:

Embodia: https://embodiaapp.com/privacy-policy

Google Drive: https://policies.google.com/privacy

PayPal: https://www.paypal.com/ca/webapps/mpp/ua/privacy-full

How Long We Store Personal Data

User data will be stored until the purpose the data was collected for has been achieved.

You will be notified if your data is kept for longer than this period.

How We Protect Your Personal Data

In order to protect your security, we use the strongest available browser encryption and store all of our data on servers in secure facilities. All data is only accessible to staff.

While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

Viewing by Others

Note that whenever you voluntarily make your Personal Data available for viewing by others online through this Website or its content, it may be seen, collected and used by others, and therefore, we cannot be responsible for any unauthorized or improper use of the information that you voluntarily share (i.e., sharing a comment on a blog post, posting in a Facebook group that we manage, sharing details on a group coaching call, etc.).

Children

We do not knowingly collect or use personal data from children under 13 years of age. If we learn that we have collected personal data from a child under 13 years of age, the personal data will be deleted as soon as possible. If a child under 13 years of age has provided us with personal data their parent or guardian may contact our privacy officer. If you are under the age of 18, you must not provide any personal information to us without the consent of your parent or guardian, or as otherwise provided for by applicable law.

Protecting Your Privacy

We are committed to protecting your privacy. Security measures (eg. Using passwords on servers and computers and locked cabinets where personal information is stored) have been adopted to protect your personal information against loss or theft, unauthorized access, disclosure, copying, use or modification. Online transactions are completed using third party applications as outlined above. Please refer to the third party’s privacy policy, for which links have been provided above, for clarification about how your transaction and personal information will be handled. We make no promises, warranties, or representations about the manner in which your personal information is handled by third parties and bears no liability whatsoever for their use of them.

How to Access, Modify, Delete, or Challenge the Data Collected

If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to who we disclosed your personal data, or if you would like your data to be deleted or modified in any way, please contact our privacy officer here: [email protected]

Jurisdiction

This privacy policy and the use of the Site are governed by the laws of Canada and the Province of British Columbia. If a dispute arises under this policy, we agree to first resolve it through binding arbitration to take place in the Province of British Columbia.

Do Not Track Notice

Do Not Track ("DNT") is a privacy preference that you can set in certain web browsers. We do not track the users of our Site over time and across third party websites and therefore do not respond to browser-initiated DNT signals.

Cookie Policy

A cookie is a small file, stored on a user's hard drive by a website. Its purpose is to collect data relating to the user's browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience.

We use the following types of cookies on our Site:

Third-Party Cookies which are are created by a website other than ours.

Modifications

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the "Effective Date" at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.

AI Use and Ethical Governance

At Thrive Wellness Nanaimo, we are committed to using artificial intelligence (AI) tools in a way that reflects our core values of connection, curiosity, support, empowerment, and ease. We use AI technologies—such as content generation tools like ChatGPT—for internal business support (e.g., content creation, brainstorming, and administrative assistance). These tools are never used to process personal health information (PHI) or make automated decisions about your care.We maintain a standalone AI Governance and Ethics Policy that outlines how we ensure responsible, fair, and transparent AI use across our business. This policy aligns with Canadian laws (including PIPEDA and FIPPA), ensures human oversight, and prioritizes data privacy, security, and bias prevention.

To read more about our approach to ethical AI use, including how we assess risks and uphold client trust, visit: https://docs.google.com/document/d/1Jp4k-uxbBeAstETeFTCmg6iC7DKqNY1rQxtZV1iqINk/edit?usp=sharing

Contact Information

If you have any questions, concerns or complaints, you can contact our privacy officer, Charlotte Mah, at: [email protected]