Warrior Arts Academy Privacy Policy
Last updated: August 2026
Warrior Arts Academy is committed to protecting the privacy and personal information of our members, students, parents and guardians, prospective members, visitors, and others who interact with our academy. This policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices available to you.
1. Our Privacy Responsibilities
Warrior Arts Academy is a private organization located in British Columbia and handles personal information in accordance with applicable privacy laws, including British Columbia's Personal Information Protection Act (PIPA). We collect, use, and disclose personal information only for purposes that are reasonable and appropriate for operating our academy and providing our services.
2. Personal Information We Collect
Depending on your relationship with Warrior Arts Academy and the services you use, we may collect information such as:
3. Why We Collect and Use Personal Information
We may collect and use personal information for purposes such as:
4. Consent
Where required, we obtain consent before collecting, using, or disclosing personal information. Consent may be provided in writing, electronically, verbally, or through another appropriate method, depending on the circumstances.
When consent is requested, we will explain the purpose for which the information is being collected and will not use the information for a materially different purpose without obtaining additional consent unless permitted or required by law.
You may withdraw consent where permitted by law. Withdrawal of consent does not affect the lawfulness of what occurred before consent was withdrawn and may affect our ability to provide certain services.
5. Third-Party Service Providers
We use third-party service providers to help us operate Warrior Arts Academy. These providers may process personal information on our behalf when necessary to provide their services. Examples may include:
6. Payment Information
We collect payment and billing information necessary to process memberships, purchases, registrations, and other transactions. Payment card information may be processed directly by our third-party payment providers. Warrior Arts Academy does not need to retain full payment card numbers in order to provide our services.
7. Health and Safety Information
Martial arts and physical training involve activities where health and safety information may be relevant. We may collect health, injury, allergy, medical, emergency-contact, or similar information that you voluntarily provide when it is reasonably necessary for safe participation, emergency response, program administration, or related academy purposes.
We limit access to this information to people who reasonably need it for an appropriate academy purpose and do not use it for unrelated marketing purposes.
8. Children's Personal Information
Many of our members are children and youth. We take the privacy of children's personal information seriously. Parent or guardian information and consent are used where appropriate for registration, communication, and participation in academy programs.
We do not publicly publish identifiable photographs or videos of children for our website, social media, advertising, or other promotional purposes without appropriate parent or guardian consent.
Information relating to a child's membership, attendance, health or safety, and other personal information is used only for appropriate academy, safety, administrative, or legal purposes.
We also ask members, parents, guardians, visitors, and guests to respect the privacy of other students and not publish photographs or videos of other children without appropriate permission.
9. Photos and Videos
From time to time, Warrior Arts Academy may take photographs or videos during classes, tournaments, events, or other academy activities. With appropriate consent, we may use these materials on our website, social media, promotional materials, or academy communications.
If you have questions or concerns about a photograph or video that we have published, please contact us. Where appropriate, we will review the request and take reasonable steps to address concerns.
10. Email, Newsletter, and Text Communications
We use email and text messaging to communicate with members, parents and guardians, prospective members, and other contacts about academy operations, including class information, schedule changes, closures, events, tournaments, newsletters, and promotions.
Commercial electronic messages, including promotional emails and texts, are sent in accordance with Canada's Anti-Spam Legislation (CASL). Where required, we obtain consent and provide a clear way to unsubscribe.
You may unsubscribe from marketing communications at any time. Unsubscribing from promotional communications does not necessarily stop important administrative or transactional communications that are necessary to provide services you have requested.
11. Website, Cookies, and Online Services
Our website and embedded services may use cookies or similar technologies that are necessary for the website or third-party services to function. Certain services may also collect technical information about your device or how you interact with the website.
We may link to or embed third-party websites and services, such as member portals, payment services, social media platforms, registration systems, or event registration services. Once you leave our website or interact directly with a third-party service, that service's own privacy policy may apply.
12. How We Protect Personal Information
We take reasonable physical, technical, and administrative safeguards to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or destruction.
Access to personal information is limited to individuals who reasonably require it for their responsibilities. We also expect our service providers to maintain appropriate safeguards for information they process on our behalf.
No method of electronic storage or transmission is completely secure. We cannot guarantee absolute security, but we take reasonable steps appropriate to the nature and sensitivity of the information.
13. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to maintain an ongoing account or relationship, to meet legal, accounting, tax, insurance, or record-keeping requirements, or to resolve disputes.
When personal information is no longer reasonably required, we take reasonable steps to securely delete it, destroy it, or make it non-identifiable.
14. Your Privacy Rights
Subject to applicable law and certain exceptions, you may request access to personal information that Warrior Arts Academy holds about you and request correction of information that is inaccurate or incomplete.
To make a privacy request, please contact us using the information below. We may need to verify your identity before providing access to personal information or making changes.
You may also withdraw consent to certain uses of your information, including marketing communications, where permitted by law.
15. Privacy Concerns and Complaints
If you have a question, concern, or complaint about how Warrior Arts Academy handles your personal information, please contact us first so that we can review and address the concern.
If you are not satisfied with our response, you may have the right to contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices, or applicable laws. When we make changes, we will update the 'Last updated' date at the top of this policy and post the updated policy on our website.
17. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact:
Warrior Arts Academy
Email: [email protected]
Phone: 236-239-1009
Mailing Address: PO Box 712, Station A, Sooke BC V9Z 1H7
1. Our Privacy Responsibilities
Warrior Arts Academy is a private organization located in British Columbia and handles personal information in accordance with applicable privacy laws, including British Columbia's Personal Information Protection Act (PIPA). We collect, use, and disclose personal information only for purposes that are reasonable and appropriate for operating our academy and providing our services.
2. Personal Information We Collect
Depending on your relationship with Warrior Arts Academy and the services you use, we may collect information such as:
- Name and contact information, including email address, telephone number, and mailing address.
- Date of birth or age, particularly where needed for class placement, registration, competition, or age-specific programs.
- Parent or guardian information for students under 18.
- Membership, registration, attendance, class, grading, and program information.
- Payment and billing information needed to process memberships, purchases, registrations, and other transactions.
- Emergency contact information.
- Health and safety information that you voluntarily provide and that is relevant to safe participation, such as injuries, allergies, medical conditions, medications, or other safety considerations.
- Photographs and videos taken with appropriate permission for academy, promotional, website, social media, or event purposes.
- Information you provide when you contact us, submit a form, request information, or communicate with us.
- Information related to your use of our website, where collected through our website platform or embedded services, such as technical information and certain cookie or device information.
3. Why We Collect and Use Personal Information
We may collect and use personal information for purposes such as:
- Creating and managing memberships and accounts.
- Registering students for classes, programs, grading, tournaments, camps, and other academy activities.
- Managing attendance, scheduling, and class participation.
- Communicating with members, parents and guardians about classes, schedule changes, closures, events, tournaments, and other academy matters.
- Processing payments, refunds, purchases, and account-related transactions.
- Maintaining records necessary for accounting, administration, and legal or regulatory requirements.
- Supporting the health and safety of students and responding appropriately to emergencies.
- Responding to questions, requests, and inquiries.
- Sending newsletters, updates, and promotional communications where we have the appropriate consent or other lawful basis to do so.
- Improving our programs, services, website, and member experience.
- Protecting the security of our academy, systems, members, and property and preventing fraud or misuse.
4. Consent
Where required, we obtain consent before collecting, using, or disclosing personal information. Consent may be provided in writing, electronically, verbally, or through another appropriate method, depending on the circumstances.
When consent is requested, we will explain the purpose for which the information is being collected and will not use the information for a materially different purpose without obtaining additional consent unless permitted or required by law.
You may withdraw consent where permitted by law. Withdrawal of consent does not affect the lawfulness of what occurred before consent was withdrawn and may affect our ability to provide certain services.
5. Third-Party Service Providers
We use third-party service providers to help us operate Warrior Arts Academy. These providers may process personal information on our behalf when necessary to provide their services. Examples may include:
- Zen Planner, for membership accounts, registration, attendance, scheduling, and related member services.
- Payment processors, including Square and other payment providers used by Warrior Arts Academy, for processing payments and transactions.
- Our website and hosting/platform providers, which support the operation of our website.
- Email, messaging, form, scheduling, or other technology providers that we may use to communicate with members or operate our services.
6. Payment Information
We collect payment and billing information necessary to process memberships, purchases, registrations, and other transactions. Payment card information may be processed directly by our third-party payment providers. Warrior Arts Academy does not need to retain full payment card numbers in order to provide our services.
7. Health and Safety Information
Martial arts and physical training involve activities where health and safety information may be relevant. We may collect health, injury, allergy, medical, emergency-contact, or similar information that you voluntarily provide when it is reasonably necessary for safe participation, emergency response, program administration, or related academy purposes.
We limit access to this information to people who reasonably need it for an appropriate academy purpose and do not use it for unrelated marketing purposes.
8. Children's Personal Information
Many of our members are children and youth. We take the privacy of children's personal information seriously. Parent or guardian information and consent are used where appropriate for registration, communication, and participation in academy programs.
We do not publicly publish identifiable photographs or videos of children for our website, social media, advertising, or other promotional purposes without appropriate parent or guardian consent.
Information relating to a child's membership, attendance, health or safety, and other personal information is used only for appropriate academy, safety, administrative, or legal purposes.
We also ask members, parents, guardians, visitors, and guests to respect the privacy of other students and not publish photographs or videos of other children without appropriate permission.
9. Photos and Videos
From time to time, Warrior Arts Academy may take photographs or videos during classes, tournaments, events, or other academy activities. With appropriate consent, we may use these materials on our website, social media, promotional materials, or academy communications.
If you have questions or concerns about a photograph or video that we have published, please contact us. Where appropriate, we will review the request and take reasonable steps to address concerns.
10. Email, Newsletter, and Text Communications
We use email and text messaging to communicate with members, parents and guardians, prospective members, and other contacts about academy operations, including class information, schedule changes, closures, events, tournaments, newsletters, and promotions.
Commercial electronic messages, including promotional emails and texts, are sent in accordance with Canada's Anti-Spam Legislation (CASL). Where required, we obtain consent and provide a clear way to unsubscribe.
You may unsubscribe from marketing communications at any time. Unsubscribing from promotional communications does not necessarily stop important administrative or transactional communications that are necessary to provide services you have requested.
11. Website, Cookies, and Online Services
Our website and embedded services may use cookies or similar technologies that are necessary for the website or third-party services to function. Certain services may also collect technical information about your device or how you interact with the website.
We may link to or embed third-party websites and services, such as member portals, payment services, social media platforms, registration systems, or event registration services. Once you leave our website or interact directly with a third-party service, that service's own privacy policy may apply.
12. How We Protect Personal Information
We take reasonable physical, technical, and administrative safeguards to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or destruction.
Access to personal information is limited to individuals who reasonably require it for their responsibilities. We also expect our service providers to maintain appropriate safeguards for information they process on our behalf.
No method of electronic storage or transmission is completely secure. We cannot guarantee absolute security, but we take reasonable steps appropriate to the nature and sensitivity of the information.
13. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to maintain an ongoing account or relationship, to meet legal, accounting, tax, insurance, or record-keeping requirements, or to resolve disputes.
When personal information is no longer reasonably required, we take reasonable steps to securely delete it, destroy it, or make it non-identifiable.
14. Your Privacy Rights
Subject to applicable law and certain exceptions, you may request access to personal information that Warrior Arts Academy holds about you and request correction of information that is inaccurate or incomplete.
To make a privacy request, please contact us using the information below. We may need to verify your identity before providing access to personal information or making changes.
You may also withdraw consent to certain uses of your information, including marketing communications, where permitted by law.
15. Privacy Concerns and Complaints
If you have a question, concern, or complaint about how Warrior Arts Academy handles your personal information, please contact us first so that we can review and address the concern.
If you are not satisfied with our response, you may have the right to contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices, or applicable laws. When we make changes, we will update the 'Last updated' date at the top of this policy and post the updated policy on our website.
17. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact:
Warrior Arts Academy
Email: [email protected]
Phone: 236-239-1009
Mailing Address: PO Box 712, Station A, Sooke BC V9Z 1H7
