Privacy

Privacy policy

How Pond Performance Ltd. collects, uses and protects your personal information, in line with British Columbia’s Personal Information Protection Act (PIPA).

Last updated October 2026

Privacy contact

Bob Pond is Pond Performance’s privacy officer. Reach him at bobpond@pondperformance.com with any question or request about your information.

What we collect

• From the fit call and early access forms: your name, email, phone, who is training, what you’re interested in, goals, sport, schedule, training setup, a yes or no answer about injuries, and a parent or guardian’s contact details for athletes under 18.
• From the coaching intake form: your contact details, date of birth, city and province, an emergency contact, a parent or guardian’s details for athletes under 18, your training background and equipment, your answers to our health screening questions, any injuries, surgeries or current care you tell us about, your agreement and payment authorization with your typed signature, and whether you agree to us sharing your training clips or results.
• During coaching: notes from calls, check-ins and movement assessments, and the training data you log in Bridge Athletic.
• Program purchases: your name, email and what you bought, so we can deliver it, and your confirmation that you completed the PAR-Q+ health questions before starting. We ask you to complete the PAR-Q+ yourself and keep it. We don’t collect your answers.
• Payments are processed by Square. We never see or store your full card number.
• Email list: your name and email, only if you opt in to training tips and offers, or bought from us within the last two years.
• Athletic therapy: clinical records are kept by Fresh Physiotherapy in their Jane system, under their privacy policy. They are separate from Pond Performance coaching records.

Why we collect it

We use your information to reply to your inquiry, prepare for your fit call, check that training is safe for you to start, build and adjust your program, contact someone in an emergency, bill you and meet our legal and insurance obligations. We collect only what we need for those purposes.

Health information

Health screening answers and injury details are used only to coach you safely. If you answer yes to a screening question, we may ask you to get clearance from your doctor or another qualified healthcare provider before you start. We never use your health information for marketing, and we never share it with anyone without your explicit consent. The only exceptions are when the law requires us to disclose it, such as a court order, or in an emergency where your health or safety is at risk. Your health information is stored only in the secure tools we use to run your coaching (Formspree while your intake is being processed, then our private Google Workspace client folder). These providers store it on our behalf and can’t use it for their own purposes.

Your consent

You consent when you submit a form or become a client. Sharing your clips, photos or results is a separate, optional choice, and we check with you before posting anything that identifies you. You can withdraw any consent anytime by contacting us, though we may then be unable to continue coaching you.

Who we share it with

We never sell your information. We use a small number of service providers to run the business: Bridge Athletic (training programs), Square (payments), Google Workspace (email, scheduling and client files), Formspree (our website forms), Mailchimp (email updates and program emails), QuickBooks (accounting and invoices), Cloudflare (website hosting) and Anthropic’s Claude, an AI assistant we use to organize orders, scheduling and business records. We don’t put your health screening answers or injury details into Claude. Some of these providers may store information outside Canada, including in the United States, where it may be subject to local laws.

How we protect it

Only Bob can access client information. Accounts are protected with 2-step verification, and devices are encrypted and password-protected. Coaching intake forms and session notes are kept in a private client folder in Google Workspace or in your Bridge Athletic record. Once your intake is saved to your client file, we delete it from Formspree and from our email inbox.

How long we keep it

• Inquiries: if you don’t become a client, we delete your fit call or early access inquiry within 12 months, unless you joined our email list.
• Coaching and program records: kept while you train with us and for 7 years after your last session or purchase.
• Athletes under 18: kept until 7 years after the athlete turns 19, if that is later.

After that, records are securely deleted.

Your rights

You can ask to see or correct the personal information we hold about you. We’ll respond within 30 business days. If you’re not satisfied with how we handle your information, you can contact the Office of the Information and Privacy Commissioner for British Columbia.

Email updates

We only send training tips and offers if you opt in, or if you’ve bought from us in the last two years. Every email includes an unsubscribe link, and we stop within 10 business days of your request.

Website analytics

We may use Cloudflare Web Analytics, which counts visits without cookies and without identifying you personally.