Privacy Policy

1. Operator, Scope, and Principles

This Privacy Policy describes how Quinn Wilson, operating as Fat Quinn Coaching (“we”, “us”, or “our”) in Ontario, Canada, collects, uses, stores, discloses, and protects personal information.

This policy applies to the public website at fatquinncoaching.com, the free coaching assessment intake at /assessment, and the private Fat Quinn Group Coaching Hub platform.

Our privacy practices are designed in alignment with the fair information principles set out in Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA). We believe in transparent, truthful disclosures, minimal data collection, express consent for sensitive information, and practical, accountable data governance.

2. Information We Collect

We collect only the categories of personal information necessary to deliver our educational content, evaluate prospective coaching clients, and administer group coaching services.

A. Website Visitors & Technical Metadata

When you browse our public website, standard web server logs temporarily record basic technical attributes, such as your browser type, device operating system, requested page paths, referring URL (if provided by your browser), and cache performance headers.

Abuse Prevention: To protect our intake forms against automated spam and denial-of-service floods, request rates are restricted per server container instance in memory (up to 5 submissions per hour). Client IP addresses are evaluated in server memory solely for rate limiting and are not stored in your permanent lead record.

We do not use third-party behavioral advertising trackers, data broker networks, or cross-site tracking pixels (such as the Meta Pixel or Google Ads remarketing).

B. Free Coaching Assessment Leads

When you submit the free coaching assessment at /assessment, you voluntarily provide:

• Contact Information: Your first name and a valid email address.
• Lifestyle & Fitness Answers: Your primary 12-week fat loss or fitness goal, your diet and exercise history (what you have attempted previously and where routines broke down), your normal weekly work, family, and meal routine, and the specific daily moment or obstacle where you feel most stuck.
• Consent & Provenance Metadata: An affirmative consent record, timestamp of submission, referring host (if provided by your browser), and the intake path.

C. Enrolled Coaching Members (Member Hub)

For individuals accepted and enrolled into the private Group Coaching Hub, we collect and process additional information required to provide the coaching program:

• Account Credentials: Email address, display name, and hashed password credentials managed securely through Google Firebase Authentication.
• Weekly Check-Ins & Habit Roadmaps: Responses to weekly reflection prompts, consistency markers, habit commitments, and coach feedback interactions.
• Private Coach Communications: Direct messages, coach voice notes, office-hours questions, and individualized private feedback exchanged between you and Coach Quinn.
• Live Call Participation & Replays: Audio, video, and spoken or written contributions shared during live group coaching calls. Group sessions are recorded and made available exclusively to active members inside the private Hub in accordance with our Participation, Recording & Confidentiality Agreement.
• Billing Records: Subscription status, period renewal dates, Stripe customer identifier, and payment receipt history. Credit card numbers, expiration dates, and card verification codes (CVCs) are collected directly by Stripe and are never stored or processed on our servers.

3. Purposes of Processing

We process your personal information strictly for distinct, legitimate business and coaching purposes:

• Assessment Evaluation & Fit: Reviewing your assessment answers to evaluate whether the Fat Quinn coaching methodology is a safe, practical, and appropriate fit for your lifestyle and goals.
• Direct Coach Feedback: Contacting you directly by email with individualized observations and coaching feedback based on your submitted assessment.
• Service Delivery: Providing weekly accountability check-ins, custom habit roadmaps, group coaching sessions, and educational modules for enrolled members.
• Security & Abuse Prevention: Enforcing in-memory rate limits, protecting against automated form abuse or unauthorized account access, and verifying session integrity.
• Account Administration: Sending transactional onboarding links, account verification emails, scheduling updates, and membership receipts.
• Billing & Payment Processing: Facilitating recurring monthly subscription billing ($67 USD/month) through Stripe when enrollment is active.
• Legal & Tax Compliance: Maintaining business transaction records, tax documentation, and accounting records required by Ontario and Canadian law.
• Optional Promotional Communications: Sending occasional educational articles, guides, or program announcements ONLY if you have explicitly opted into promotional updates. Status notice: Promotional marketing opt-in collection is currently disabled pending designation of an approved Canadian business postal address under CASL. When enabled, optional marketing is never a condition of assessment evaluation or membership.

4. Meaningful Consent

We obtain express, comprehensible consent before collecting or processing your personal information:

• Assessment Intake Consent: Before you submit an assessment, you are asked to affirmatively agree to the review of your lifestyle and health-goal answers by Coach Quinn Wilson and to receive a direct email response.
• No Marketing Bundling & CASL Compliance: Under Canadian anti-spam legislation (CASL; Canadian Electronic Commerce Protection Regulations, s. 2), requesting express promotional consent requires providing the sender’s physical postal mailing address and withdrawal mechanism. Because Fat Quinn Coaching has not yet designated an approved commercial physical postal address, promotional marketing opt-in collection on /assessment is currently disabled, and no marketing emails are broadcast. When express marketing consent is activated in the future, it will remain unbundled and separate from assessment evaluation, and consent records will be maintained independently from sensitive lifestyle questionnaire answers so that assessment data can be fully purged upon request without compromising minimum CASL audit records.
• Participation Agreement: Members enrolling in the Group Coaching Hub must affirmatively accept the Participation, Recording & Confidentiality Agreement, which governs group call recording, member-only replays, and confidentiality expectations.
• Consent Withdrawal: You may withdraw your consent to non-essential communications or data processing at any time by contacting info@fatquinncoaching.com.

5. Service Providers & International Processing

We never sell, rent, or trade your personal information. We share data only with trusted infrastructure service providers necessary to operate our website and coaching services:

• Google Cloud & Firebase:
  • Database: Cloud Firestore in the northamerica-northeast2 (Toronto, Ontario, Canada) region.
  • Application Compute: Firebase App Hosting / Cloud Run in the us-east4 (Northern Virginia, USA) region.
  • Authentication: Firebase Authentication (managed identity infrastructure).
  • Media Storage: Cloud Storage in the us-east4 region (restricted member call replays).
• Hostinger: Domain registration, DNS management, Titan Email mailboxes (info@fatquinncoaching.com), and Hostinger Reach (email marketing delivery platform; currently retained for future use, but synchronization and broadcasts remain inactive while promotional consent collection is disabled).
• Stripe: Payment processing for recurring subscriptions ($67 USD/month) and customer billing portal management (PCI-DSS Level 1 certified).
• Meeting Platforms: Live group coaching calls take place on Google Meet or Zoom. We do not connect automated third-party AI transcription bots, listening tools, or public AI models to live group coaching sessions.
• Resend: Transactional email delivery service for member invitation outbox automation when enabled.

6. Technical & Organizational Safeguards

We maintain reasonable technical, administrative, and physical safeguards appropriate to the sensitivity of personal information:

• Encryption: All website traffic and API submissions are encrypted in transit using Transport Layer Security (TLS 1.3 / TLS 1.2). Data at rest in Cloud Firestore and Cloud Storage is encrypted using Google-managed encryption keys (AES-256).
• Access Controls: Database access is strictly restricted by least-privilege service account credentials and audited Firestore security rules. Client applications have zero direct database access to assessment leads; all lead submissions are handled via authenticated server-side API handlers.
• Session Security: Authenticated sessions use secure HTTP-only cookies and cryptographically signed tokens. Replay video streams use short-lived, pre-signed URLs (30-minute expiration) that require active member verification.

Security Limitation: While we implement enterprise-grade security practices, no method of electronic storage or transmission over the internet is completely impenetrable. We cannot guarantee absolute security or zero risk of vulnerability, hardware malfunction, or unauthorized interception.

7. Data Retention & Manual Review SOP

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected or to satisfy statutory obligations:

• Assessment Leads (Standard Operating Procedure): Prospective client leads submitted via /assessment are stored in the secure assessment_leads Firestore collection. Automated deletion scripts are deliberately not deployed to avoid unmonitored data loss. Instead, Coach Quinn Wilson personally conducts quarterly administrative reviews (every 3 months: January, April, July, and October).
  • Maximum Retention Ceiling: 24 months from submission date for unenrolled leads.
  • Conservative Deletion Threshold: At each quarterly review, all unenrolled prospect records reaching 21 months or older are systematically purged from the database, guaranteeing that records never exceed the 24-month maximum limit.
  • Earlier Deletion: Leads are purged earlier whenever Coach Quinn determines they are no longer required, or immediately upon applicant request.
• Enrolled Member Records: Coaching check-in logs, habit roadmaps, and private feedback are maintained throughout active membership and for a reasonable period following cancellation to support account resumption or fulfill legitimate legal, accounting, and dispute-resolution requirements.
• Financial & Transactional Records: Business books of account, payment records, and tax documentation (including Stripe invoices and receipts) are generally retained for six (6) years from the end of the relevant tax year to comply with Canada Revenue Agency (CRA) recordkeeping requirements under section 230(4) of the Income Tax Act (and CRA Information Circular IC78-10R5). Specific records or circumstances (such as an unresolved objection, appeal, or late return) may require different retention periods. Legitimate tax and legal holds apply strictly to records subject to those obligations; sensitive assessment questionnaire answers or coaching lifestyle disclosures are never retained under financial or tax hold justifications.
• Group Call Recordings (Member Replays): Live group coaching sessions are recorded and made available exclusively to active members inside the private Hub for educational reference. We adopt a 12-month rolling member-access retention policy for group call replays, measured from the live session date (callDate). Manual administrative audits are conducted quarterly by Coach Quinn Wilson. Replays reaching 12 months from the session date are unpublished in the member portal (published: false), preventing new member access, and new signed playback URLs are no longer generated (previously issued signed URLs expire naturally within their standard 30-minute window). Permanent deletion or archiving of underlying video objects from the recordings/ Cloud Storage bucket is subject to actual bucket storage configuration and is managed administratively; automated technical lifecycle deletion is not currently operational and remains an operational prerequisite (pre-launch gate) before paid membership activation. Members may request the review, redaction, or removal of specific spoken remarks by emailing info@fatquinncoaching.com; requests are evaluated within 10 business days.

8. Your Privacy Rights & Request Procedure

Under Canadian privacy law principles and fair information standards, you have the following rights:

• Access: Request a copy of the personal information we maintain about you.
• Correction: Request the correction of any inaccurate, outdated, or incomplete data.
• Deletion: Request the deletion or purging of your assessment lead submission or coaching profile.
• Withdrawal of Consent: Withdraw your consent to ongoing email communication or marketing at any time.

9. Cookies & Local Storage

Our website uses only essential browser storage necessary for core functionality:

• Session & Security: Minimal authentication tokens and security cookies required to maintain member login sessions and prevent cross-site request forgery.
• Preferences: Local storage flags for user interface preferences (such as dark/light display settings).

We do not use third-party analytics cookies, cross-domain behavioral tracking cookies, or advertising remarketing scripts.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect operational, technical, or legal changes. Any revisions will be published at /privacy with an updated effective and last-updated date.

If we make material changes to how your personal information is handled, we will provide prominent notice on our website or, for enrolled members, via direct email notification before the changes take effect.

11. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or our personal data practices, please contact: