Kollective Khaos Dance — Privacy Policy (Draft)

Effective date: August 13, 2025

Who we are: Kollective Studios Inc., operating as Kollective Khaos Dance ("Kollective," "we," "us," or "our"). We are based in Waterloo, Ontario, Canada.

This document is a practical starting point. Please have a qualified lawyer in Ontario review and tailor it to your final policies.

1. Scope

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, create an account, buy credits or memberships, book classes or studio time, or interact with us online or in person.

2. Personal information we collect

  • Account and identity information: name, email, password, optional phone number, birthdate, emergency contact for certain programs.
  • Transaction and booking information: classes and events booked, memberships, credit packs, payments, attendance, cancellations, and related timestamps.
  • Payment information: processed securely by our payment processor. We do not store full payment card numbers on our systems.
  • Communications: your messages to us, support requests, surveys, and marketing preferences.
  • Device and usage data: IP address, browser type, pages viewed, and interactions with our site. We use cookies and similar technologies to support core features and improve the experience.
  • Media: where permitted, photos or videos from classes, workshops, or events.

3. How we collect information

  • Directly from you when you create an account, purchase, book, or contact us.
  • Automatically through cookies and similar technologies when you use our website.
  • From service providers that help us operate our services, for example payment processing, authentication, email delivery, and analytics.

4. How we use information

  • create and manage accounts and profiles
  • process purchases, credits, and memberships
  • schedule, manage, and confirm bookings
  • provide customer support and safety notifications
  • send transactional emails about your account or bookings
  • send marketing communications with your consent. You can unsubscribe at any time
  • improve our website, classes, and operations
  • protect against fraud and misuse, and comply with legal obligations

5. Lawful basis and consent

We follow Canadian privacy principles. We collect, use, and disclose personal information with your knowledge and consent, except where not required by law. When you sign up or complete a purchase, you consent to the related uses described here. You may withdraw consent for non-essential uses such as marketing at any time through your account settings or by using the unsubscribe link in marketing emails.

6. Cookies and similar technologies

We use necessary cookies for login, security, and session management. We may also use performance and preference cookies to understand how the site is used and to improve it. You can control cookies through your browser settings. If we later add advertising or cross-site analytics cookies, we will provide additional notice and choice.

7. When we share information

We share personal information with:

  • Payment processing: Stripe or a similar payments provider, to process transactions securely
  • Authentication and database services: for example Firebase Authentication and Cloud Firestore to manage accounts and data
  • Hosting, email, and communications: for example our website host and email service provider
  • Instructors and operational partners who need limited information to run a class or event
  • Professional advisors and authorities when needed for compliance, safety, fraud prevention, or legal requests

We require service providers to use your information only to perform services for us and to protect it appropriately.

8. International transfers

Some service providers store or process data outside Canada. This means your information may be transferred to other jurisdictions and subject to the laws of those places. We take steps to protect your information consistent with this Policy.

9. Retention

We keep personal information only as long as necessary for the purposes described, to meet legal and accounting requirements, and to resolve disputes. We delete or de-identify information when it is no longer needed.

10. Security

We use reasonable physical, technical, and administrative safeguards to protect personal information. No method of transmission or storage is fully secure. We cannot guarantee absolute security.

11. Your choices and rights

Subject to applicable law, you may:

  • Access the personal information we hold about you
  • Request corrections to inaccurate or incomplete information
  • Withdraw consent for non-essential uses such as marketing
  • File a complaint with the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner

To exercise these rights, contact us using the details below. We may need to verify your identity.

12. Children and minors

Our services are designed for adults and teens who participate with parental or guardian consent. We do not knowingly collect personal information from children under 13 without appropriate consent. If we learn we have collected such information without consent, we will delete it.

13. Photos, videos, and recordings

We may take photos or videos in classes and events for safety, training, or promotional purposes. We will respect posted opt-out preferences where feasible. For minors, we require guardian consent. Contact us if you would like to opt out or request removal where possible.

14. Changes to this Policy

We may update this Policy to reflect changes to our practices or legal requirements. We will post the updated Policy with a new effective date. Material changes will be highlighted.

15. Contact us

Kollective Studios Inc.
Waterloo, Ontario, Canada
Email: privacy@thekollectivestudios.com
If you prefer, you may also contact us through the website contact form.