PRIVACY POLICY

Effective date: October 18, 2026

This Privacy Policy explains how EM Dance Academy / Bachata Sensual, operated by Queen & Andrew (“EM,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information through bachatasensual.ca, the EM Passport member portal, booking tools, forms, events, classes, and related services (collectively, the “Services”).

This Policy is intended for Canada and is drafted with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy requirements in mind. It does not replace legal advice, and local requirements may vary depending on the individual, transaction, or location involved.

1. Responsible organization and contact

Responsible organization: EM Dance Academy / Bachata Sensual, operated by Queen & Andrew

Mailing address: Queen & Andrew, 20 Maud Street, 2nd Floor, Unit 205, Toronto, ON M5V 2M5

Privacy contact / owner: queenandandrew@gmail.com

Website development and technical privacy support: projects@aiwebtech.co

2. Information we collect

Depending on how you use the Services, we may collect:

Information you provide

name, email address, phone number, and account details;
profile photograph or other information you choose to provide;
booking, class, event, course, assessment, attendance, check-in, reward, and membership information;
payment status, invoices, transaction identifiers, refund information, and billing details received from our payment provider; we do not intend to store complete payment-card numbers;
information you provide about goals, experience, role, level, accessibility needs, injuries, or physical limitations where relevant to safety, placement, eligibility, or service delivery;
messages, support requests, survey responses, chatbot messages, and other communications;
marketing preferences and consent records; and
information submitted by a parent or guardian where a minor participates.

Information collected automatically

We may collect limited technical and usage information, including IP address, browser and device type, operating system, pages or features used, approximate timestamps, referring page, security events, and error or diagnostic information. We may use cookies, local storage, session technologies, and similar technologies as described in the Cookie Policy.

Information from others

We may receive information from payment providers, booking or scheduling systems, instructors, staff, a parent or guardian, a person who makes a booking on your behalf, or a service provider operating a feature of the Services.

3. How we use personal information

We use personal information for reasonable purposes connected with operating the Services, including to:

create and manage accounts, memberships, bookings, waitlists, and class rosters;
process payments, refunds, cancellations, freezes, renewals, and billing support;
verify eligibility, level, assessment results, capacity, and membership benefits;
support attendance, check-in, QR identification, stamps, rewards, and member history;
communicate transactional information, reminders, service notices, and account-access links;
respond to questions, support requests, and contact forms;
provide, maintain, secure, troubleshoot, and improve the Services;
prevent fraud, abuse, unauthorized access, overbooking, and other security incidents;
understand service usage, measure performance, and improve classes, content, and member experience;
send marketing communications where you have provided the required consent or where otherwise permitted by law;
create and maintain records required for accounting, tax, legal, insurance, safety, and dispute-resolution purposes; and
comply with legal obligations and enforce our agreements.

We will not use sensitive information for a new purpose that is unrelated to the purposes described here without obtaining additional consent where required.

We generally collect, use, or disclose personal information with your knowledge and consent, except where law permits or requires otherwise. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal may prevent us from providing some Services, such as processing a booking or maintaining an account.

Marketing email consent is separate from transactional communications. You can unsubscribe from marketing messages using the link in the message or by contacting us. We retain a record of consent and withdrawal to comply with Canada's anti-spam requirements and to respect your preferences.

5. Health, safety, and participation information

Information about injuries, health conditions, accessibility needs, or physical limitations is collected only where reasonably necessary for safety, placement, eligibility, accommodation, or service delivery. Access is limited to people who need the information for those purposes. You should provide only information that is relevant and accurate, and you should tell us if it changes.

We do not provide medical advice. If you have a medical concern, consult a qualified health professional before participating.

6. Service providers and disclosures

We may disclose personal information to service providers that process it on our behalf, subject to contractual or other appropriate safeguards. Current planned providers and purposes include:

Cloudflare: hosting, network security, authentication, sessions, storage, backups, email delivery, and related infrastructure;
Stripe: payment processing, subscriptions, invoices, refunds, and customer billing portal;
Google services: read-only availability checks for private-lesson scheduling and related calendar functionality; the planned integration does not write events to Google Calendar;
email providers: transactional email, reminders, receipts, access links, and support communications;
security and anti-abuse services: bot detection, rate limiting, fraud prevention, and service protection; and
professional advisers, insurers, regulators, courts, or law enforcement: where reasonably necessary or legally required.

We may also disclose information as part of a business transaction, reorganization, sale, financing, or transfer of assets, subject to applicable law and appropriate safeguards.

We do not sell personal information. We do not share member information with advertisers for their independent marketing purposes.

7. Chatbot and AI-assisted features

The Services may include an AI-assisted chatbot. Chat messages may be processed to answer questions, retrieve approved studio information, start a booking flow, or escalate a request to a human. Chat logs are planned to be retained for up to 30 days for quality, safety, troubleshooting, and abuse prevention, after which they are deleted or anonymized according to the system’s retention process.

Do not submit payment-card numbers, passwords, government identification, or information about another person to the chatbot. AI-generated responses may be incomplete or inaccurate and are not legal, medical, financial, or other professional advice. Refunds, waivers, account disputes, and other sensitive matters may be escalated to a human.

8. International processing

Some service providers may process or store information outside Canada, including in the United States or other countries. Information processed outside Canada may be subject to the laws of that jurisdiction and may be accessible to its courts, regulators, or law-enforcement authorities. We use contractual, technical, and organizational safeguards appropriate to the nature of the information and the service involved.

9. Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, including to provide Services, maintain business and tax records, resolve disputes, enforce agreements, prevent fraud, and meet legal obligations.

Current planned retention controls include:

chat logs: up to 30 days;
nightly operational backups: up to 30 days;
account, membership, booking, payment, refund, attendance, and audit records: for the active relationship and as reasonably necessary for accounting, tax, legal, safety, dispute, and operational purposes; and
marketing consent and suppression records: as long as needed to demonstrate and respect your preferences.

When information is no longer required, we will delete it, anonymize it, or securely isolate it, subject to technical and legal constraints.

10. Security

We use safeguards appropriate to the information we hold, including access controls, role-based staff permissions, encrypted connections, secure session cookies, rate limiting, bot protection, audit logging, backups, and payment processing through a specialized payment provider. No system is completely secure, and we cannot guarantee absolute security.

If you believe your account or personal information has been compromised, contact the owner promptly at queenandandrew@gmail.com. For technical incident support, you may also contact the website development team at projects@aiwebtech.co.

11. Access, correction, deletion, and portability

Subject to applicable law and reasonable verification, you may request:

access to personal information we hold about you;
correction of inaccurate or incomplete information;
information about how we collect, use, and disclose your information;
deletion or withdrawal of consent where permitted; and
a copy of information you provided to us in a usable format where applicable.

We may need to retain certain information to complete a transaction, provide a requested Service, establish or defend a legal claim, comply with law, or maintain suppression and audit records. We will explain any refusal or limitation where required.

We aim to respond within the time required by applicable privacy law. We may request information to verify your identity before fulfilling a request.

12. Children and minors

The Services are not intended for unsupervised use by children. Where a minor participates, a parent or legal guardian must provide any required consent and information and may request access to or correction of the minor’s information subject to applicable law.

13. Links and third-party services

The Services may link to third-party websites or embed third-party tools. This Policy does not govern third parties’ independent privacy practices. Review their privacy notices before providing information or using those services.

14. Changes to this Policy

We may update this Policy when our Services, technology, legal obligations, or privacy practices change. We will post the updated version with a new effective date and provide additional notice where required by law. Your continued use of the Services after the effective date is subject to the updated Policy, except where applicable law requires additional consent.

15. Complaints

Please contact us first so we can investigate and respond. If you are not satisfied, you may have the right to complain to the Office of the Privacy Commissioner of Canada or another applicable provincial privacy regulator.

16. Contact

Privacy requests and questions should be sent to the owner at queenandandrew@gmail.com, with the subject line “Privacy Request.” For technical questions about the portal or website, contact projects@aiwebtech.co. General service enquiries may also be sent to hello@embachatasensual.ca.