Privacy Policy

Who we are

Key Nutrition Ltd. (“Key Nutrition”, “we”) provides online nutrition coaching from Ottawa, Ontario. This policy explains how we handle your personal information under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Questions or requests go to our privacy contact at support@keynutrition.ca.

What we collect

• Contact and sign-up details: your name, date of birth, address, email, phone number, preferred check-in method and who referred you.
• Health and coaching information: your goals, measurements, weigh-ins, food preferences and allergies, and any medical conditions, medications, pregnancy or history of disordered eating you tell us about, plus progress photos if you choose to share them.
• Agreement records: your signature, the agreement you signed, and when, where (IP address) and on what device you signed it.
• Billing records: your plan, payments and receipts. Card details are entered directly with our payment processor, Stripe; we never see or store your full card number.
• Messages you send us, including through our Contact Us form.
• Your meal menu ratings, your survey answers and any comment or testimonial you choose to give us.
• Your choices about whether we may use your name, photos or comments in our marketing.

Why we collect it

• To provide your coaching, including building and adjusting your meal plan, running your check-ins and answering your questions.
• To bill you, send receipts and keep the financial records the law requires.
• To create, store and prove your Nutrition Coaching Agreement.
• To answer your messages and pay referral fees.
• To improve our coaching from your survey answers, and, only if you allow it, to share your comment or story in our marketing.

We only collect what we need for these purposes, and we don’t use your information for anything else without asking you.

Your consent

You consent to this collection when you sign your Nutrition Coaching Agreement or send us a message. You can withdraw your consent at any time by emailing us; if you withdraw consent to us using your health information, we may not be able to keep coaching you.

Who we share it with

We never sell your personal information. Your coach and our administration staff can see the information they need to coach you. We also use these service providers, who handle information only on our behalf:

• Supabase: our database and secure file storage (client records, agreements).
• Netlify: hosts our website.
• Stripe: processes card payments.
• Resend: sends our emails, such as your signed agreement and receipts.
• Microsoft: Teams, if you choose video calls.
• Amazon: delivers your free scales (your name and shipping address only).
• Sentry: receives technical error reports from our website so we can fix problems.

Some of these providers may store or process information outside Canada, including in the United States, where it may be accessible to authorities under local law. We may also disclose information when the law requires it.

How long we keep it

We keep signed agreements and billing records for 7 years after your coaching ends, as tax and contract records. We keep your coaching and health information for 2 years after your coaching ends, in case you return or have questions, and then delete it. You can ask us to delete it sooner, except where we must keep it by law.

How we protect it

Access is limited to Key Nutrition staff who need it, each with their own password-protected account. Information is sent over encrypted connections, signed agreements are kept in private storage, and each agreement is fingerprinted so any later change can be detected.

Your rights

You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent, by emailing support@keynutrition.ca. We’ll respond within 30 days. If you’re not satisfied with how we handle your request, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Cookies

Our website doesn’t use advertising or tracking cookies. The only cookie we set is a sign-in cookie for Key Nutrition staff using our admin area.

Changes to this policy

If we change this policy, we’ll post the new version here with a new date, and tell current clients about any important change by email.