Privacy Policy

Effective and last updated: August 3, 2026

Heidi Lootsma Fitness & Wellness ("we," "us," "our") respects your privacy and is committed to protecting the personal information you share with us. This policy explains what we collect, why we collect it, how we use it, and the choices you have. If anything here is unclear, reach out at wecare@heidilootsma.com and we will explain it in plain language.

Information We Collect

We collect information directly from you, and some information is collected automatically when you visit our website.

Information You Provide

• Contact form: name, email address, and the content of your message, submitted through our website's contact form.
• Discovery call booking: name, email address, phone number, and scheduling details, submitted when you book a call through our booking platform, Bookafy.
• Health and intake information: details about your health history, injuries, medical conditions, and movement limitations, shared before or during your discovery call or intake process. This information helps us design coaching that is safe and appropriate for your body.
• Newsletter signup: your email address, submitted when you sign up to receive our weekly emails.
• Payment and program information: if you enrol in a coaching program, we collect the information needed to set up your program and process payment. Payment card details are handled directly by our payment processor, Stripe, and are not stored on our systems.

Information Collected Automatically

Like most websites, ours automatically collects some technical information when you visit, including your IP address, browser type, device type, pages viewed, and the site you came from. We use this information to understand how our site is used and to keep it working properly.

How We Use Your Information

• To respond to your questions and messages
• To schedule and manage discovery calls and coaching sessions
• To design and adapt your coaching program safely, based on your health history and goals
• To send the newsletter you signed up for
• To process payment for coaching programs
• To improve our website and services
• To meet legal and accounting obligations

Health Information Is Handled With Extra Care

We understand that health information is sensitive. Your health history and intake information are used only to plan and adapt your coaching safely. We do not use this information for marketing, and we do not share it with anyone outside the small team directly involved in your coaching, except where required by law or with your explicit permission.

Who We Share Your Information With

We do not sell your personal information. We share information only with the service providers that help us run our business and deliver your coaching, including:

• GoHighLevel: our customer relationship, forms, and email platform, used to manage contact form submissions, newsletter emails, and client communication.
• Bookafy: our scheduling platform, used to manage discovery call and session bookings.
• Zoom: used to host live coaching sessions.
• Vimeo: used to host video content on our website.
• Google Workspace (Gmail and Google Drive): used for email correspondence and for storing business documents and files, some of which may include your information.
• Canva: used occasionally to create images for our website and marketing, including then-and-now comparison images made from photos clients choose to share.
• Stripe: our payment processor, used to securely process payments for coaching programs. We do not store your full payment card details.

Each of these providers has its own privacy policy governing how it handles your information. We choose providers who take data protection seriously, but we encourage you to review their policies if you would like more detail.

Cookies and Similar Technologies

Our website may use cookies and similar technologies to help it function and to understand how visitors use the site. You can control or disable cookies through your browser settings. Disabling cookies may affect how some parts of the site work.

Where Your Information Is Stored

We are based in Waterloo, Ontario, Canada, and serve clients across Canada and the United States. The service providers listed above may store and process information in Canada, the United States, or other countries where they operate. By using our website and services, you consent to this transfer.

How Long We Keep Your Information

We keep your information for as long as needed to provide our services, maintain accurate business and health records, and meet legal, tax, and accounting requirements. If you ask us to delete your information and we are not required to keep it, we will do so.

Your Rights

Depending on where you live, you may have the right to access, correct, or request deletion of the personal information we hold about you, and to ask how it is being used. To make a request, email wecare@heidilootsma.com. We will respond within a reasonable time.

Children's Privacy

Our services are designed for adults, and we do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us and we will remove it.

Security

We take reasonable steps to protect your information, including relying on service providers with their own security practices. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated effective date.

Contact Us

If you have questions about this policy or how your information is handled, email wecare@heidilootsma.com.