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Policies & Need-to-Know Information
 

Welcome to Iron North Studio! Below is a detailed breakdown of our policies and terms to ensure a smooth, enjoyable experience for all members. Please take a moment to review these guidelines. By using our services, you agree to adhere to these policies. Iron North Studio reserves the right to amend and enforce these policies at any time to maintain a safe and welcoming environment for our community.

CLASS & RESERVATION POLICIES [updated Jan 1, 2025]
 

1. Class Cancellations
    

   • In-person classes: Cancel* at least 6 hours in advance to avoid penalties.

   • Virtual classes: Cancel* at least 2 hours in advance to avoid penalties.

   • Guests who cancel after the cut-off or are no-shows more than 4 times in a calendar year will incur a $10 fee per incident, charged to a credit card stored on file. This count resets annually on January 1.

   • Exceptional circumstances may be considered at the discretion of Iron North Studio staff.

   • *What counts as a valid cancellation?  To avoid a late cancellation when exceptional circumstances apply (injury, illness, accident, etc.), please email us, send an in-app message, or call us to speak to a staff member before your class. Unread emails, voicemails, and text messages may result in an automated penalty. We do our best to check before classes but cannot guarantee it due to staffing and a busy environment. Otherwise, you may cancel your reservation online or in-app at any time. 
      

2. Late Arrivals
    

   • Doors may lock when class begins, and late entry may not be permitted. Please arrive early to secure your spot. Missing class or being late may result in a credit deduction from your class pack or an automated penalty. 

   • If you are waitlisted, remove yourself if you can no longer attend. Standard cancellation windows apply.
      

3. Unexpected Cancellations by Iron North Studio
    

   • Classes may be cancelled due to emergencies, dangerous weather, or low enrollment. Affected guests will receive class credits or equivalent account credits and will be notified promptly via email and/or text message.

   • 6 am & 7 am classes: We will cancel any morning classes by 8 pm the evening prior and notify any participants.
      

4. Class Cards
    

   • Pre-paid packages or usage-limited subscriptions: If cancelled within the standard cancellation window, credits for cancelled bookings are automatically added back. 

   • Single-purchase tickets (drop-ins): Refunds are issued as account credits when cancelled within the standard cancellation window. 

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MEMBERSHIP POLICIES [updated Jan. 1, 2025]

 

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1. All-Inclusive Renewals
    

   • All-inclusive memberships renew automatically every month.
      

2. Freezes
    

   • All-inclusive and one-year members may freeze (suspend) their memberships for 14-60 days a year by written request. Duration exceptions apply by request and at the discretion of staff.

   • Allow up to 5 business days to apply a freeze. Unfortunately, we cannot guarantee urgent requests.

   • Please monitor your freeze dates (start and end dates) and request extensions if needed.

   • If your membership unfreezes and your next scheduled payment occurs, a refund will not be issued.
      

3. Cancellations
    

   • Provide 30 days’ written notice before your next billing date to cancel an all-inclusive membership.

   • Cancellations within 30 days of your next billing date may not be applied.

   • Exceptions due to exceptional circumstances may apply by request and at the staff's discretion.
      

4. Refunds
    

   • Most services are final sales and may only be exchanged for account credit.

   • Extenuating circumstances may apply for a refund. Please see the Extenuating Circumstance clause below.

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NEED TO KNOW INFORMATION

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Studio Rules

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1. Pre-Registration
    

   • Class bookings open 7 days in advance via our app, online, or in person.

   • For massage and athletic therapy: Cancellations must be requested directly to athletic and massage therapists and made 24 hours in advance to avoid a 50% service fee.
      

2. Cleanliness & Gear
    

   • Wear indoor shoes only (no outdoor footwear past the main lobby).

   • Help clean equipment as directed by any team member.

   • Arrive with proper gear for your class or session. Guests may be provided with an item from the lost and found (as available) or visit another time if a guest cannot exercise safely (full range of motion, etc.) with the gear they have.
      

3. Conduct
    

   • Please respect the studio as a shared space. If items left in the lost and found are not claimed promptly, they may be discarded or donated. Signage for lost and found items will be posted

   • Harassment, discrimination, and body policing are strictly prohibited. Violations may result in removal without compensation.

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Health and Safety Policies
 

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1. Illness
    

   • Do not attend if you are experiencing symptoms of illness.

   • Refunds or credits may be issued for missed classes/appointments due to illness, with advanced notice within the regular cancellation window or if exceptions apply. 

   • Masking is not required, but guests may choose to mask at their comfort and discretion.
      

2. Vaccination Records
    

   • Vaccination requirements may be subject to public health directives. Records may be verified if required [not currently needed.]
     
      

Agreement of Release

 

1. General Release & Liability
    

   • Participation involves inherent risks. Please consult your physician before engaging in activities at Iron North Studio.

   • By participating in any service or activities at Iron North, you release Iron North Studio and its representatives from liability for injuries, damages, or losses, including those caused by negligence.
      

2. Property Loss
    

   • Iron North Studio is not responsible for loss, theft, or damage to personal property on the premises.
      

3. Acknowledgment
    

   • Using our services, you acknowledge that you have read, understood, and agreed to these terms.

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Inclusivity Policy
 

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1. Accessibility
    

   • We provide accessible change rooms and gender-inclusive facilities.

   • We support all members’ right to use spaces that align with their identities.

   • Special considerations for noise, lighting, stimulation, and neurodivergent needs may be made upon request. We will do our best to accommodate when possible and adjust our practice and operations to be as accessible as possible for as many needs as possible. 
      

2. Respect
    

   • Negative comments, discrimination, or harassment of any kind are prohibited.

   • Gossip, exclusionary and damaging behaviour will not be tolerated.

   • Violators will be asked to leave immediately without compensation.
      

 

Extenuating Circumstances for Refunds, Credit or Exceptions

 

At Iron North Studio, we understand that life can be unpredictable, and sometimes unforeseen events may prevent you from attending classes or utilizing services. While most services are final sales, we are committed to supporting our members during exceptional circumstances. Below is a list of situations that may qualify for refunds or waived penalties, subject to review and approval. Please note that supporting documentation may be required, and all requests must be submitted within a reasonable timeframe. Our goal is to approach each case with fairness and compassion while maintaining the integrity of our policies.

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1. Medical Emergencies
    

   • Sudden illness or injury (e.g., hospitalization or a doctor-mandated restriction).

   • Chronic health conditions that prevent participation (with medical documentation).
      

2. Bereavement
    

   • Death of an immediate family member or loved one.
      

3. Natural Disasters
    

   • Extreme weather conditions (e.g., extreme blizzard/ice storms, wildfires, flooding, tornadoes) that make attendance unsafe or impossible.
      

4. Government Restrictions
    

   • Mandatory evacuations, lockdowns, or quarantine orders related to public health or safety.
      

5. Military Duty
    

   • Deployment or active-duty assignments.
      

6. Relocation
    

   • Unexpected relocation due to work, education, or personal reasons (e.g., moving out of town).
      

7. Transportation Issues
    

   • Unexpected, verifiable breakdown of essential transportation (e.g., car accidents).
      

8. Childcare or Family Emergencies​
    

   • Loss of childcare or urgent family situations requiring immediate attention.

      

9. Unforeseen Financial Hardship (at management discretion)
    

   • Significant, unexpected financial difficulties that impact the ability to continue participation.
      

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Privacy Policy

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At Iron North, we respect the privacy of our clients and are committed to protecting the personal information we collect. This Privacy Policy outlines how we collect, use, disclose, and protect personal data under applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and other relevant regulations.

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1. Information We Collect

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We collect personal information to provide and enhance the services we offer. The types of personal information we may collect include, but are not limited to:
 

• Personal Identification Information: Name, address, phone number, email address.

• Health Information: Medical history, fitness goals, injury history, and other health-related information relevant to your training and well-being.

• Photos and Videos: We may capture images or videos for promotional, training, or performance-tracking purposes. Upon initial registration, clients will be asked on their waiver form for consent before taking photos or videos.

• Payment Information: Credit card information and billing details necessary for transactions.
   

2. How We Use Your Information

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We use the personal information we collect for the following purposes:
 

• To provide and improve our fitness services (e.g., training, class scheduling).

• To communicate with you regarding class schedules, promotions, and other relevant updates.

• Ensure your safety by tracking health and fitness data relevant to your personal training program.

• For administrative purposes, such as billing and record-keeping.
   

3. How We Protect Your Information
 

We take the security of your personal information seriously. The data we collect is stored:
 

• In password-protected, encrypted, and two-step authenticated software accessible only to authorized staff.

• On private devices, staff store photos/videos, with access restricted to specific personnel.
   

4. Sharing Your Information
 

We do not share your personal information with third parties unless required by law or with your explicit consent. For instance, in a medical emergency or if necessary for legal purposes, we may disclose your personal information to authorized entities.
 

5. Consent
 

By using our services, you consent to our collecting, using, and disclosing your personal information as described in this Privacy Policy. Where law requires it, we will seek explicit consent for sensitive information such as medical records or health data.
 

7. Your Rights and Choices
 

You have the right to access, update, or request to delete your personal information at any time. If you have concerns about how your data is being used or stored, don't hesitate to contact us.
 

8. Cloud Computing and Data Storage
 

We back up and manage data using cloud-based storage services. While we strive to use secure, industry-standard cloud services, we do not control these external platforms. Our data is stored in encrypted formats, and access is strictly restricted to authorized personnel.
 

9. Changes to This Privacy Policy
 

We may update this Privacy Policy from time to time. Any changes will be communicated to you and will take effect as soon as they are posted on our website or provided directly to you.
 

10. Contact Information
 

If you have any questions or concerns regarding this Privacy Policy or how your personal information is being handled, please get in touch with us at:
 

Iron North Studio
595 Somerset St. West, Ottawa, Ontario, K1R6C6
laddjenna@gmail.com
613-695-2453
 

Training and Compliance with Privacy Requirements
 

PIPEDA (Personal Information Protection and Electronic Documents Act) is the federal privacy law in Canada that governs the collection, use, and disclosure of personal information during commercial activities. It ensures that individuals’ data is handled with respect and transparency. Iron North Studio is obligated under PIPEDA to:
 

• Obtain consent before collecting personal information.

• Limit the collection of data to what is necessary for our business purposes.

• Ensure the security of personal information through proper storage and access controls.

• Allow individuals access to their personal information upon request and correct any inaccuracies.

In addition to PIPEDA, common law imposes obligations on our business, such as the duty of confidentiality, which is relevant to sensitive medical or health-related information.
 

Employee Training and Compliance
 

At Iron North, we are committed to ensuring all employees understand and comply with privacy laws and best practices. As part of our ongoing staff training program, all employees receive mandatory training on the following:
 

• The principles and requirements of the Personal Information Protection and Electronic Documents Act (PIPEDA).

• Maintaining the confidentiality and security of personal data, especially sensitive information such as health records, is important.

• The procedures for obtaining consent for the collection and use of personal data.

• The secure handling, storage, and data sharing, including photos and videos.

• The legal consequences of breaching privacy policies, including potential disciplinary action, up to and including termination for serious breaches.
   

We expect all employees to adhere to these privacy standards and treat client information respectfully. Failure to comply with these policies will result in corrective actions, including potential disciplinary measures and/or termination.

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