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VitalFlow Privacy Policy

Effective date: Sept 01, 2026

Last updated: Nov 01, 2026

1. Who we are

VitalFlow Institute of Human Performance Inc. ("VitalFlow," "we," "us") is a company based in Ontario, Canada. This policy explains what personal information we collect when you visit our website, buy or use a VitalFlow program, contact us, or get access through your employer or another organization, and what we do with it. We collect and use personal information with your consent, or as the law allows.

2. Information we collect

  •  Contact details: your name, email address, phone number if you give one, your organization, and anything you tell us when you write to us or fill in a form.
  •  Account and program information: the email you log in with, the programs you can access, and your progress, such as lessons completed.
  •  Questionnaire and feedback responses: if a program includes short wellbeing questionnaires or surveys, your answers (for example, about stress, fatigue, or focus). Answering is voluntary, and these answers are not medical records.
  •  Purchase information: what you bought, order and receipt details, and your billing address. We do not see or store your full card number; our payment processor handles it.
  •  Team lists from organizations: names and work email addresses that an organization gives us so its people can have access.
  •  Technical information: your IP address, device and browser type, pages visited, and cookie identifiers.

Please do not send us medical records or other sensitive health details through our forms or email. VitalFlow programs are educational and do not replace medical advice or care.

3. How we use it

  •  To create and manage accounts, process orders, and give you access to programs.
  •  To send essential messages such as receipts, login and access emails, and account or program notices.
  •  To answer your questions and provide support.
  •  To understand how programs are used and improve them.
  •  To send newsletters and offers, but only if you have signed up or otherwise agreed. You can unsubscribe at any time.
  •  To meet legal, tax, and accounting requirements.

We do not sell your personal information.

4. If your organization gives you access

When your employer or another organization buys VitalFlow for you:

  •  How we get your details. The organization gives us your name and work email so you can have access, and confirms that it is authorized to share them.
  •  How we use them. We use those details to set up and manage your access. People on an organization's team list receive access and program emails from us, not marketing, unless they separately sign up for it.
  •  What the organization sees. We give organizations aggregate information only, such as how many people enrolled and overall participation, and only for groups large enough that no individual can be identified. We do not share an individual's questionnaire answers, reflections, or practice activity with their employer.
  •    If you want to know what your organization receives, ask us or your organization.

5. Who we share it with

We use trusted third-party service providers to operate and support VitalFlow, including providers of website and course hosting, mobile applications, payment processing, email communications, analytics, and related technology services. These providers may process personal information on our behalf in accordance with their contractual obligations and applicable privacy requirements.

We may also disclose information if the law requires it, to protect our rights, or as part of a sale or reorganization of the business. We do not sell personal information.

6. Cookies and analytics

We use cookies and similar technologies to keep you signed in, make checkout work, remember your preferences, and understand how the site is used. You can block or delete cookies in your browser settings, though some features may stop working. Where we show a cookie notice, you can choose which non-essential cookies to allow.

7. Where your information is stored

Our service providers may store and process information in Canada, the United States, and other countries. Laws there may differ from Canadian law, and authorities in those countries may be able to access information under their laws. We take reasonable steps to protect personal information, but no system is completely secure.

8. How long we keep it

We keep personal information only as long as we need it for the purposes in this policy or to meet legal requirements.

  •  Accounts: while your account or your organization's license is active. After that, we review inactive accounts and delete or anonymize personal details we no longer need, unless the law requires us to keep them.
  •  Financial records: for the period required by tax law, generally six years in Canada.
  •  Team lists from organizations: only as long as needed to set up and manage the organization's access.

9. Your choices and rights

You can ask us to:

  •  show you the personal information we hold about you;
  •  correct information that is wrong;
  •  delete your information, where we are not required to keep it;
  •  stop sending you marketing (every marketing email has an unsubscribe link); and
  •  withdraw a consent you have given us.

Write to us at the address in Section 12. We may need to confirm who you are, and we aim to respond within 30 days. If your access comes from an organization, we may need to keep the details needed to provide that access until the end of the organization's term, and we will tell you if so. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca) or the privacy authority where you live.

10. Children

VitalFlow programs are for adults aged 18 and over. We do not knowingly collect personal information from anyone under 18. If you think a minor has given us information, contact us and we will delete it.

11. Changes to this policy

We may update this policy. We will post the new version with a new "Last updated" date and, for important changes, email people with active accounts.

12. Contact us

For privacy questions or requests, please contact VitalFlow Institute through the contact form on this website.

 

VitalFlow Institute of Human Performance Inc.