Privacy Policy
On The Mat
Effective Date: August, 2026
On The Mat (“On The Mat,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information entrusted to us.
This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website, communicate with us, create an account, book or attend a class, purchase a membership or other service, participate in an event, or otherwise interact with On The Mat.
This Privacy Policy applies to our website (the “Website”), our studio and services, and information we process in connection with third-party platforms we use to operate our business, including Squarespace and Momence.
By providing personal information to us or using our services, you acknowledge the practices described in this Privacy Policy, subject to any consent requirements under applicable law.
1. Privacy Laws
On The Mat is located in Vancouver, British Columbia, Canada.
Our handling of personal information is governed by applicable Canadian privacy laws, including British Columbia’s Personal Information Protection Act (“PIPA”), where applicable, and any other privacy legislation that applies to our activities.
For the purposes of this Privacy Policy, “personal information” generally means information about an identifiable individual. It does not generally include business contact information where applicable law excludes that information from the definition of personal information.
2. Information We Collect
The personal information we collect depends on how you interact with On The Mat.
Contact and Account Information
We may collect information such as:
First and last name
Email address
Telephone number
Mailing or billing address
Date of birth or age, where required
Account username or profile information
Emergency contact information
Communication preferences
Other information you choose to provide
Booking, Membership and Attendance Information
When you book or attend classes, workshops, appointments, events, or other services, we may collect or have access to information such as:
Classes and services booked
Memberships, class packs, passes, or subscriptions purchased
Booking dates and times
Attendance and check-in history
Cancellations and no-shows
Waitlist activity
Membership status
Purchase and transaction history
Instructor or class preferences
Account credits and balances
Promotions or discount codes used
Payment and Transaction Information
When you make a purchase, payment information may be collected and processed by Momence and/or its applicable payment-processing providers.
Depending on the transaction and systems used, this information may include:
Name of cardholder
Billing information
Payment method
Payment status
Transaction amount
Transaction date
Partial or tokenized payment card information
Refunds, credits, and payment history
On The Mat generally does not intend to directly store complete payment card numbers or security codes when payment processing is handled through third-party payment providers.
Payment information is subject to the terms, privacy policies, and security practices of the applicable payment processor.
Health, Safety and Accessibility Information
Because we operate a fitness and movement studio, you may voluntarily provide information that relates to your ability to safely participate in our services.
This may include information concerning:
Injuries
Physical limitations
Accessibility requirements
Pregnancy
Allergies or relevant medical considerations
Modifications required for participation
Other health or safety information you choose to disclose
We request that you provide only information reasonably necessary for us to safely provide our services.
Health-related information is treated as sensitive personal information and will only be accessed or used where reasonably necessary for the purposes for which it was collected or as otherwise permitted or required by law.
On The Mat is not a medical provider, and information provided to us is not a substitute for professional medical advice.
Waivers and Agreements
We may collect information associated with waivers, releases, informed-consent documents, studio policies, membership agreements, privacy acknowledgements, or other agreements, including:
Your name
Date and time of acceptance
Electronic signature or acknowledgement
Version of the document accepted
Related account information
Communications
If you contact us by email, telephone, our Website, social media, Momence, or another communication channel, we may collect:
Your contact information
The contents of your message
Records of our correspondence
Customer-service requests
Feedback and complaints
Marketing Information
If you subscribe to our newsletter, promotional communications, or other marketing, we may collect information such as:
Name
Email address
Telephone number, where applicable
Marketing preferences
Engagement with emails or other communications
Information about promotions or campaigns through which you subscribed
You may unsubscribe from electronic marketing communications at any time by using the unsubscribe mechanism provided in the communication or by contacting us.
Transactional and service-related communications, such as booking confirmations, cancellations, payment notices, account notices, and important studio updates, may still be sent where appropriate.
Website and Device Information
When you visit our Website, certain information may be collected automatically by us or our service providers.
This may include:
IP address
Browser type
Device type
Operating system
Approximate geographic location derived from an IP address
Referring website
Pages viewed
Links clicked
Date and time of visits
Time spent on pages
Website interactions
Cookie and similar technology identifiers
Other technical or usage information
We use this information to operate, secure, understand, and improve our Website and services.
3. How We Collect Personal Information
We may collect personal information:
Directly from you;
Through the On The Mat Website;
Through Momence;
When you create an account;
When you book or purchase a class, membership, workshop, event, or other service;
When you attend or check into the studio;
When you complete a form, questionnaire, waiver, or agreement;
When you contact us;
When you subscribe to communications;
Through cookies and similar technologies;
Through payment processors and other service providers;
Through social media platforms when you interact with us;
From another person where you have authorized them to provide information on your behalf; or
As otherwise permitted by law.
4. How We Use Personal Information
We may use personal information to:
Create and administer customer accounts;
Process bookings and registrations;
Manage memberships, passes, packages, and subscriptions;
Process payments, refunds, and credits;
Confirm purchases and bookings;
Manage class attendance and waitlists;
Provide classes, workshops, events, and other studio services;
Communicate schedule changes, cancellations, closures, or other service information;
Maintain records of waivers and agreements;
Respond to questions, requests, and customer-service matters;
Accommodate relevant accessibility, health, or safety needs;
Help maintain the safety of clients, instructors, employees, and visitors;
Administer promotions, referral programs, or contests;
Send marketing communications where permitted;
Personalize and improve our services;
Understand how our Website and services are used;
Perform analytics and business reporting;
Prevent fraud, misuse, security incidents, and other unauthorized activity;
Maintain and protect our systems;
Establish, exercise, or defend legal claims;
Comply with accounting, tax, insurance, regulatory, and other legal requirements;
Enforce our agreements and studio policies; and
Carry out other purposes that we identify when information is collected or that are otherwise permitted or required by law.
5. Consent
Where consent is required, On The Mat seeks consent appropriate to the nature and sensitivity of the personal information and the circumstances in which it is collected, used, or disclosed.
Consent may be express or implied where permitted by law.
You may withdraw your consent to certain uses of your personal information, subject to legal or contractual restrictions and reasonable notice.
Withdrawal of consent may affect our ability to provide certain services to you. For example, some information is necessary to create an account, administer a membership, process a booking, or complete a transaction.
6. Momence
On The Mat uses Momence, a third-party software platform, to help manage aspects of our studio operations.
Momence may be used for functions including:
Customer accounts
Class and appointment scheduling
Bookings
Memberships
Passes and packages
Waitlists
Attendance
Payments and transactions
Waivers
Forms
Customer communications
Marketing
Promotions
Customer relationship management
Reporting and analytics
When you create an account, make a booking, purchase a service, or otherwise interact with On The Mat through Momence, personal information may be collected, processed, stored, or transmitted through Momence and its service providers.
Momence has its own privacy practices and Privacy Policy. We encourage you to review Momence’s Privacy Policy for additional information about its handling of personal information.
Information handled through Momence may be processed or stored outside Canada, including in the United States or other jurisdictions in which Momence or its service providers operate.
When personal information is processed outside Canada, it may be subject to the laws of the jurisdiction in which it is processed and may be accessible to courts, law-enforcement authorities, governments, or regulatory bodies in accordance with those laws.
7. Squarespace
Our Website is hosted using Squarespace.
Squarespace may process information necessary to host, secure, operate, and analyze our Website.
Depending on our Website configuration, Squarespace may collect or process information such as:
IP addresses
Browser and device information
Website activity
Traffic information
Cookies and similar identifiers
Form submissions
Analytics information
Squarespace operates according to its own privacy and data-processing practices.
8. Cookies and Similar Technologies
Our Website and third-party services may use cookies, pixels, local storage, analytics tools, and similar technologies.
These technologies may be used to:
Enable essential Website functionality;
Maintain security;
Remember preferences;
Understand Website traffic;
Measure Website performance;
Understand how visitors interact with our Website;
Improve our services;
Support integrations with third-party services; and
Support advertising or marketing where applicable.
Some cookies are necessary for the Website to operate. Other cookies may relate to analytics, functionality, or advertising.
You may be able to control certain cookies through our cookie banner, where provided, or through your browser settings.
Disabling cookies may affect the functionality of certain parts of our Website.
9. Analytics and Advertising Technologies
We may use Squarespace Analytics and may use other analytics or advertising technologies from time to time.
These services may collect information about your device and your interaction with our Website to help us understand Website usage, improve our services, measure marketing effectiveness, or deliver relevant advertising.
If we implement additional technologies such as Google Analytics, Meta Pixel, TikTok Pixel, Google Ads, or similar tools, those providers may process information according to their own privacy policies.
Where required, we will seek appropriate consent before using non-essential cookies or similar technologies.
10. When We Share Personal Information
We do not sell personal information in the ordinary meaning of selling customer information for money.
We may disclose personal information where reasonably necessary to service providers that help us operate our business, including providers of:
Booking and studio-management software;
Website hosting;
Payment processing;
Cloud storage;
Email and communications;
Customer support;
Analytics;
Marketing and advertising;
Accounting and bookkeeping;
Professional services;
IT and cybersecurity; and
Other business infrastructure.
These providers may include Squarespace and Momence, along with their applicable subprocessors.
We may also disclose personal information:
With your consent;
Where necessary to provide a service you requested;
To professional advisers such as lawyers, accountants, insurers, and consultants;
To government, regulatory, law-enforcement, or other authorities where permitted or required by law;
To respond to a court order, subpoena, warrant, or other lawful process;
Where reasonably necessary to investigate fraud, security concerns, or unlawful activity;
Where necessary to protect the rights, safety, or property of On The Mat, our clients, staff, instructors, or others;
In connection with a proposed or completed business transaction, including a financing, reorganization, merger, sale, transfer, or acquisition, subject to applicable legal requirements; or
As otherwise permitted or required by law.
11. Third-Party Websites and Services
Our Website or communications may contain links to third-party websites, platforms, social media accounts, applications, or services.
On The Mat does not control the privacy practices of independent third parties.
When you leave our Website or interact directly with a third-party service, that third party’s privacy policy and terms may apply.
We encourage you to review the privacy policies of services you use.
12. Social Media
On The Mat may maintain accounts on social media platforms such as Instagram, Facebook, TikTok, or other platforms.
When you interact with us through social media, the platform may collect and process information independently from On The Mat.
Information you post publicly may be visible to other users.
Your use of a social media platform is governed by that platform’s own privacy policy and terms.
13. Photographs and Video
From time to time, On The Mat may take photographs or video at the studio, classes, workshops, events, or community activities.
Where required, we will obtain appropriate consent before using an identifiable individual’s image or likeness for promotional or marketing purposes.
If photography or filming is taking place at a particular event, additional notice or consent procedures may be provided.
Please contact us if you have concerns regarding photography or filming.
14. Children and Minors
Our services are not intended to collect personal information from children without appropriate authorization where parental or guardian consent is required.
If On The Mat offers classes, events, or services to minors, we may request information from a parent or legal guardian and obtain consent where required by applicable law.
If you believe a child has provided personal information to us without appropriate authorization, please contact us.
15. Storage and International Processing
On The Mat and its service providers may store or process personal information in Canada, the United States, or other countries.
Our use of cloud-based providers such as Momence, Squarespace, payment processors, email providers, analytics providers, or other technology services may result in information being transferred outside British Columbia or Canada.
Personal information processed in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to foreign governments, courts, law-enforcement agencies, or regulatory authorities in accordance with applicable law.
16. How Long We Keep Information
We retain personal information only for as long as reasonably necessary to:
Provide our services;
Maintain your account;
Complete transactions;
Fulfil the purposes for which the information was collected;
Maintain appropriate business and financial records;
Resolve disputes;
Enforce agreements;
Meet insurance requirements; and
Comply with legal, accounting, tax, regulatory, or other obligations.
Retention periods vary depending on the type of information and the reason it was collected.
When personal information is no longer reasonably required, we may securely delete, destroy, or anonymize it, subject to applicable legal requirements and our service providers’ retention and backup processes.
17. Security
On The Mat uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information in our custody or control.
These safeguards may include:
Limiting access to personal information;
Password and account controls;
Use of reputable technology providers;
Secure payment-processing systems;
Staff privacy practices;
Device and system security measures; and
Secure deletion or disposal practices where appropriate.
No method of electronic transmission or storage is completely secure. While we take reasonable measures to protect personal information, we cannot guarantee absolute security.
You are responsible for maintaining the confidentiality of your account credentials and should notify us promptly if you believe your account has been compromised.
18. Privacy and Security Incidents
If we become aware of unauthorized access to, loss of, or disclosure of personal information, we will assess and respond to the incident in accordance with applicable law.
Where notification to affected individuals, privacy regulators, law enforcement, or other parties is required or appropriate, we will take reasonable steps to provide such notification.
19. Your Privacy Rights
Subject to applicable law, you may have the right to:
Ask whether we hold personal information about you;
Request access to personal information in our custody or control;
Ask how your personal information has been or is being used;
Ask about certain disclosures of your personal information;
Request correction of inaccurate or incomplete information;
Withdraw consent where consent is the basis for our use of information, subject to legal and contractual restrictions;
Ask questions about our privacy practices; and
Make a complaint regarding our handling of personal information.
We may need to verify your identity before responding to a request.
Certain information may be withheld where permitted or required by law.
To exercise a privacy right, contact our Privacy Officer using the information below.
20. Marketing Communications
Where permitted by law, including Canada’s anti-spam legislation where applicable, we may send promotional emails or other electronic communications.
You may unsubscribe from promotional emails by clicking the unsubscribe link included in the message or by contacting us.
Unsubscribing from promotional communications will not necessarily prevent us from sending communications required to administer your account, membership, bookings, purchases, or other relationship with On The Mat.
21. Accuracy of Information
We take reasonable steps to ensure personal information used to make decisions about individuals is accurate and complete.
You are encouraged to keep your account and contact information current.
You may contact us to request correction of personal information that you believe is inaccurate or incomplete.
22. Automated Communications
Our booking, membership, and communication platforms may automatically send communications based on actions associated with your account.
These may include:
Booking confirmations;
Appointment or class reminders;
Waitlist notifications;
Cancellation notices;
Membership renewal notices;
Payment confirmations;
Failed-payment notices;
Waiver or policy requests;
Account notifications; and
Other service-related messages.
Some of these communications are necessary to administer the services you have requested and may not be treated as promotional marketing communications.
23. Business Transfers
If On The Mat is involved in a merger, acquisition, financing, restructuring, sale of assets, or other business transaction, personal information may be disclosed or transferred as part of that transaction where permitted by applicable law.
Any recipient of personal information will be required to handle it in accordance with applicable privacy requirements.
24. Legal Requirements
We may use, preserve, or disclose personal information where we reasonably believe doing so is necessary or permitted to:
Comply with applicable law;
Respond to lawful requests or legal process;
Protect our legal rights;
Enforce agreements;
Detect or prevent fraud or security incidents;
Protect the safety of an individual or the public; or
Cooperate with government, regulatory, or law-enforcement authorities.
25. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes to:
Our services;
Our technology;
Our service providers;
Our business practices; or
Applicable legal requirements.
The current version will be posted on our Website with the “Last Updated” date shown at the top.
We encourage you to review this Privacy Policy periodically.
Material changes may also be communicated through our Website, Momence, email, or another appropriate method.
26. Privacy Officer and Contact Information
On The Mat has designated a Privacy Officer who is responsible for overseeing our privacy practices and responding to questions, requests, and complaints concerning personal information.
Privacy Officer
On The Mat
Vancouver, British Columbia, Canada
Email: [INSERT PRIVACY/CONTACT EMAIL]
Mailing Address: [INSERT BUSINESS MAILING ADDRESS, IF DESIRED]
Please include sufficient information for us to understand and respond to your request. We may request additional information to verify your identity before providing access to personal information.
If you are not satisfied with our response, you may also have the right to contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC) regarding your privacy concern.
Additional Notice Regarding Momence
On The Mat uses Momence as a third-party booking, membership, payment, and studio-management platform.
When you use Momence to interact with On The Mat, Momence may collect or process personal information on our behalf and may separately process certain information for its own purposes in accordance with its Privacy Policy.
We encourage all clients to review Momence’s current Privacy Policy before creating an account or submitting personal information through its platform.
Your use of Momence may also be subject to Momence’s terms of service and other applicable policies.
Cookie Notice
The On The Mat Website uses cookies and similar technologies that are necessary for the Website to function and may also use analytics, functional, and marketing technologies.
Some of these technologies are provided by Squarespace or third-party services integrated into our Website.
Where required, you can manage non-essential cookie preferences through the cookie controls displayed on our Website.
You can also adjust cookie settings through your browser. Blocking certain cookies may affect Website functionality.
For more information about our collection and use of information through the Website, please review the sections above concerning Website and Device Information, Squarespace, Cookies, and Analytics.
Questions about this Privacy Policy?
Please contact:
On The Mat
Vancouver, British Columbia, Canada
Email: [INSERT EMAIL ADDRESS]