Last updated: October 17, 2026
1. Who we are
Alpha Fitness designs commercial gyms and supplies fitness equipment. We are based in the Montreal area, in Quebec, and operate the website myalphafitness.ca in English and French.
This policy explains what personal information we collect through our website and in our dealings with prospective clients, why we collect it, who we share it with, how long we keep it, and the rights you have under the Act respecting the protection of personal information in the private sector (Quebec), as amended by Law 25.
2. Person responsible for the protection of personal information
Our Privacy Officer is responsible for the protection of the personal information we hold and for applying this policy. You can reach the Privacy Officer for any question, request or complaint about your personal information at:
Privacy Officer, Alpha Fitness
Email: info@myalphafitness.ca (please write "Privacy" in the subject line)
3. What we collect and why
We collect only the information you give us through our forms, plus the limited technical information described below. We do not ask for, and do not knowingly collect, health information, financial or payment information, government identification numbers, or information about children.
3.1 Information request forms
Our website has five information request forms, each available in English and French (ten forms in total). Your answers are recorded in our client-management system and sent by email to our sales team so we can respond to you.
| Form | Information collected | Why we collect it |
|---|---|---|
| Contact form (bottom of every page) | Name, email address, message | To answer your question. |
| Catalogue request (pop-up and catalogue page) | Name, email, phone, type of facility, business name, business address, city and province, message, consent to marketing emails | To send you our catalogue and follow up on your project. |
| E-guide request | Same as the catalogue request | To send you the guide and follow up on your project. |
| Consultation request | Name, email, phone, type of facility, location, gym size, expected opening date, your role, equipment needs, business address, city and province | To prepare a gym-design consultation and, where offered, let you book a time (see 3.4). |
| Weight-room guide request | Same as the consultation request | To send you the guide and follow up on your project. |
The marketing-consent checkbox is optional. If you tick it, we may send you occasional emails about our products and services; you can withdraw that consent at any time (section 9).
3.2 Gym cost estimator
The estimator on our website calculates a cost range without asking for any personal information. If you choose to request a detailed quote, we collect your name, email, phone, business name, city, province and an optional message, together with the estimate you produced (type of facility, size, expected opening date and estimated range). We use this to prepare and send you a quote.
3.3 Newsletter
If you subscribe to our newsletter from our news pages, we collect your email address, your language and the page you subscribed from. We use it only to send you the newsletter. You can unsubscribe at any time using the unsubscribe link we provide or by writing to us.
3.4 Consultation booking (Calendly)
After some consultation requests you may be redirected to a booking page hosted by Calendly, an online scheduling service. Any information you enter there (for example your name, email and chosen time) is collected by Calendly on our behalf so the meeting can be scheduled. Calendly's own privacy policy also applies on its site.
3.5 Technical information
- Anti-spam protection. When you submit an information request form, we record your IP address with the submission and use it to limit automated (spam) submissions.
- Cookies and similar technologies. See section 5.
3.6 Administration accounts
Members of our team and of our web agency who manage the website have user accounts on our administration system (name, email address and password, stored only in hashed, non-reversible form).
4. Consent and how we use your information
By submitting a form you consent to our using your information for the purpose stated next to that form. We use your information only for those purposes, or for purposes compatible with them, unless you give us further consent or the law permits or requires otherwise. We do not sell your personal information, and we do not use it to make decisions about you by fully automated means.
Access to your information within Alpha Fitness is limited to the people who need it to respond to you and manage our client relationships.
5. Cookies
A cookie is a small file stored by your browser. When you first visit our website, a banner asks whether you accept analytics and advertising cookies. Analytics and advertising cookies, and the Google tools that set them, are loaded only if you accept. If you decline, only the strictly necessary cookies below are used. You can change your choice at any time using the cookie settings link on our website, or by deleting our cookies in your browser.
| Cookie | Provider | Type | Purpose | Duration |
|---|---|---|---|---|
af_consent | Alpha Fitness | Strictly necessary | Remembers your cookie choice so the banner is not shown on every page. | 365 days |
PHPSESSID | Alpha Fitness | Strictly necessary | Remembers your language choice during your visit. | End of browser session |
_ga | Google Analytics | Analytics — with consent | Distinguishes visitors so we can measure how the website is used. | 400 days |
_ga_J5D0FQBNZ2 | Google Analytics | Analytics — with consent | Keeps track of the current visit for the same measurement. | 400 days |
_gcl_au | Google Ads | Advertising — with consent | Measures whether visits from our online ads lead to enquiries. | 90 days |
IDE | Google (doubleclick.net) | Advertising — with consent | Used by Google to measure and show relevant advertising. | 400 days |
Embedded content. Our home page can display our Instagram feed through a service called LightWidget. Like the Google tools, this feed loads only if you accept cookies; once loaded, Instagram and LightWidget may set their own cookies under their own policies. The Calendly booking page (3.4) is on Calendly's site and is governed by its policy.
Fonts. Our pages use Google Fonts. To display the fonts, your browser connects to Google's servers, which receive your IP address and browser information. Google Fonts does not set cookies.
6. Who we share your information with
We share personal information only with service providers that help us operate our website and business, and only as needed for the service they provide. Each is bound to protect it.
| Role | Provider | What they handle |
|---|---|---|
| Web hosting, website development and maintenance | Perpetual Solution (our web agency), which operates the server hosting our website | Everything submitted through the website: form submissions, newsletter subscriptions, administration accounts, and backups of these. The server is located in the United States. A written agreement governs this service. |
| Microsoft 365 | Our mailboxes, including the email copy of each form submission. | |
| Website analytics and advertising (with consent only) | Google (Analytics, Ads, Tag Manager) | Cookie identifiers, pages visited, device and approximate location information. |
| Fonts | Google Fonts | IP address and browser information when a page loads. |
| Instagram feed (with consent only) | LightWidget, Instagram (Meta) | IP address and browser information when the feed is displayed. |
| Meeting scheduling | Calendly | Information you enter on the booking page. |
We may also disclose personal information where the law requires or permits it, for example in response to a court order.
7. Information stored outside Quebec
Some of our service providers store or process personal information outside Quebec. In particular, the server that hosts our website and the information submitted through it is located in the United States, and our email, analytics, advertising, font and scheduling providers may store or process information in other jurisdictions. Before communicating personal information outside Quebec we assess whether it will receive adequate protection, as Quebec law requires, and we put written agreements in place with our providers. Information held outside Quebec may be subject to the laws of the place where it is held, including requests for access by authorities there.
8. How long we keep your information
We keep personal information only as long as needed for the purposes described above, or as required by law. When it is no longer needed we destroy it securely or anonymise it.
| Information | Retention period |
|---|---|
| Information request forms that become a project or client relationship | 5 years after the end of the relationship |
| Information requests and leads that do not lead to a project | 5 years after the last contact |
| Contact-form messages (general questions) | 5 years after the last contact |
| Gym cost estimator quote requests | 5 years after the last contact |
| Newsletter subscribers | Until you unsubscribe; then deleted within 30 days |
| Website form backup copies (with IP address) | 90 days |
| Anti-spam records (IP addresses) | 30 days |
| Server database backups | 30 days |
| Form notifications and correspondence in our Microsoft 365 mailboxes | 5 years after the last contact |
| Archive of our former website form application (submissions received before October 2026) | 5 years after the submission |
| Administration accounts | Until 30 days after the person no longer needs access |
| Google Analytics data | 14 months |
9. Your rights
Subject to the exceptions provided by law, you have the right to:
- Access the personal information we hold about you and obtain a copy;
- Rectification — have inaccurate, incomplete or ambiguous information corrected;
- Withdraw your consent to our use of your information, for example to stop receiving marketing emails or to withdraw cookie consent;
- Deletion — ask us to delete information we no longer have a reason to keep;
- De-indexation — ask us to stop disseminating your personal information, or to de-index any link that gives access to it, where the law allows;
- Portability — receive computerised personal information you provided to us in a structured, commonly used technological format, or have it sent to another organisation;
- Be informed of the personal information used to make any decision based exclusively on automated processing (we make no such decisions).
How to exercise your rights
Write to the Privacy Officer at info@myalphafitness.ca. We may ask you to confirm your identity before acting on a request. We will respond in writing within 30 days of receiving your request. Access to your information is free of charge, except for a reasonable fee if you ask for a transcription, reproduction or transmission.
To stop receiving the newsletter, use the unsubscribe link we provide or write to us. To change your cookie choice, use the cookie settings link on our website.
Complaints
If you have a concern about how we handle your personal information, please contact our Privacy Officer first; we will review your complaint and reply in writing. If you are not satisfied, you may file a complaint with the Commission d'accès à l'information du Québec (www.cai.gouv.qc.ca).
10. How we protect your information
- Our website is served only over encrypted connections (HTTPS).
- Our client-management system is accessible only to authorised users with individual accounts, and repeated failed login attempts are blocked.
- Backup copies of form submissions and our configuration files are kept in private storage outside the publicly accessible part of the web server.
- Our database is backed up every night, and backups are kept for 30 days.
- Our information request forms are protected against automated (spam) submissions.
No method of transmission or storage is completely secure, but we review our measures regularly.
11. Confidentiality incidents
If personal information we hold is accessed, used, disclosed or lost without authorisation, we take reasonable measures to reduce the risk of harm and to prevent a recurrence, and we record the incident in our incident register. If the incident presents a risk of serious injury, we notify the Commission d'accès à l'information and the people concerned without delay, as the law requires.
12. Changes to this policy
We may update this policy, for example when we change service providers or add a new form. The date at the top shows when it was last updated. Significant changes will be announced on our website.
13. Contact
Privacy Officer, Alpha Fitness — info@myalphafitness.ca
