HEALTH x SOUL INC. ICONIC BODY™ — PRIVACY POLICY Effective Date: April 24, 2026 | Governing Law: Ontario, Canada

 

INTRODUCTION & ABOUT US

Health x Soul Inc. ("we," "us," or "our") is a private fitness and wellness coaching company incorporated in Ontario, Canada. Our flagship program, Iconic Body™, is a premium one-on-one coaching experience designed to help women 40+ rebuild strength, confidence, and vitality.

This Privacy Policy explains how we collect, use, protect, and disclose your personal information in connection with our website, services, and communications. We are committed to handling your information responsibly and in compliance with applicable Canadian and, where relevant, United States privacy law.

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy legislation.

 

INFORMATION WE COLLECT

 

2.1 Information You Provide Directly

When you contact us, apply to Iconic Body™, or become a client, we may collect:

• Full name, email address, and phone number
• Billing address and payment information (processed securely through a third-party payment processor — we do not store your card details)
• Health and fitness intake information, including age, weight, fitness level, medical history, injuries, medications, and wellness goals (provided voluntarily by you)
• Progress check-in data, including written updates, photos, and measurements submitted during your program
• Communications with us via email, messaging platforms, or video calls
• Any other information you choose to share with us during coaching

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address and browser type
• Pages visited and time spent on our site
• Referring URL
• Device and operating system information
• Cookies and similar tracking technologies (see Section 9)

SECTION 3 — HOW WE USE YOUR INFORMATION

We use your personal information to:

• Deliver, personalize, and improve the Iconic Body™ coaching program and our services
• Communicate with you about your program, check-ins, and progress
• Process payments and maintain financial records
• Send you program-related updates, resources, and reminders
• Send marketing emails or promotional content (with your consent — you may unsubscribe at any time)
• Comply with legal obligations and resolve disputes
• Protect the safety and security of our clients and business

HEALTH & FITNESS DATA

Our programs involve the voluntary disclosure of health and fitness information. By providing this information, you acknowledge and agree to the following:

• You are voluntarily sharing health-related information for the sole purpose of receiving personalized fitness coaching
• Health x Soul Inc. and Iconic Body™ are not licensed medical providers, and our services do not constitute medical advice, diagnosis, or treatment
• You are responsible for consulting a qualified physician or healthcare provider before starting any fitness program, particularly if you have pre-existing medical conditions, injuries, or health concerns
• We use your health information only to customize and deliver your coaching program and will not share it with third parties without your explicit consent, except as required by law
• You are responsible for disclosing any conditions or limitations that may affect your participation, and for informing us of any changes to your health during the program

BEFORE & AFTER PHOTOS AND TESTIMONIALS

Progress photos and testimonials you share during your Iconic Body™ program are used solely for the purpose of tracking your personal results and providing coaching feedback.

We will NOT use your photos, results, name, or likeness in any marketing, social media, website, or promotional material without your separate, explicit, written consent. This consent is entirely optional and is not required to participate in any program.

If you have previously provided consent for use of your photos or testimonial, you may withdraw that consent at any time by contacting us in writing. We will remove your materials from active marketing within 30 days of receiving your request. Please note that materials already published or distributed may not be fully recalled.

 

SHARING YOUR INFORMATION

We do not sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:

• Service Providers: Trusted third-party platforms that help us operate our business (e.g., payment processors, email marketing platforms, video coaching tools, scheduling software). These providers are required to protect your information and may only use it to perform services on our behalf.
• Legal Requirements: If required to do so by law, court order, or governmental authority in Canada or the United States.
• Safety: If we believe disclosure is necessary to prevent imminent harm to you or others.
• Business Transfers: If Health x Soul Inc. is acquired or merges with another business, your information may be transferred as part of that transaction. We will notify you in advance of any such change.

THIRD-PARTY PLATFORMS WE USE

Our business may use the following types of platforms to deliver our services. Each platform has its own privacy policy governing how they handle your data:

• Payment Processing (e.g., Stripe, PayPal — we do not store your card numbers)
• Email Marketing (e.g., Mailchimp, Kajabi, or similar)
• Video Coaching and Communication (e.g., Zoom, Voxer, or similar)
• Course or Program Delivery Platform (e.g., Kajabi, ThriveCart, or similar)
• Website Analytics (e.g., Google Analytics)

We encourage you to review the privacy policies of any third-party platforms you interact with through our services.

 

DATA RETENTION

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Client files, health intake forms, and coaching records are retained for a minimum of 7 years following the end of your program, in compliance with applicable Canadian business and tax record requirements
• Marketing communications data is retained until you unsubscribe or request deletion
• Website analytics data may be retained for up to 26 months
• Upon your written request, we will delete personal information not required to be retained by law within 30 days

COOKIES

Our website may use cookies and similar tracking technologies to enhance your experience, understand how our site is used, and deliver relevant content. You may disable cookies through your browser settings; however, doing so may affect the functionality of our website.

 

DATA SECURITY

We take reasonable administrative, technical, and physical measures to protect your personal information from unauthorized access, use, alteration, or disclosure. However, no method of data transmission or storage over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

In the event of a privacy breach that poses a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

 

YOUR PRIVACY RIGHTS

 

Canadian Residents (PIPEDA)

As a Canadian resident, you have the right to:

• Access — Request a copy of the personal information we hold about you
• Correction — Request that we correct inaccurate or incomplete personal information
• Deletion — Request deletion of your personal information, subject to legal retention requirements
• Withdrawal of Consent — Withdraw consent for non-essential uses of your data at any time, including marketing emails
• Complaint — File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated

United States Residents

If you are a resident of the United States, the following additional rights may apply to you depending on your state of residence:

• California (CCPA/CPRA): California residents have the right to know what personal information we collect and how it is used, the right to request deletion, the right to opt out of the "sale" of personal information (we do not sell your data), and the right to non-discrimination for exercising your privacy rights. California residents may submit a verified consumer request by contacting us using the information in Section 14.
• Other US States: Residents of Virginia, Colorado, Texas, Connecticut, and other states with enacted privacy legislation have similar rights to access, correct, delete, and opt out of certain processing of their personal information. We honor these rights upon verified request.
• Opt-Out of Marketing: All US residents may opt out of marketing communications at any time using the unsubscribe link in our emails or by contacting us directly.
• Do Not Track: Our website does not currently respond to "Do Not Track" browser signals. We will update this policy if our practices change.

To exercise any of the above rights, please contact us in writing using the information in Section 14. We will respond to verified requests within 30–45 days.

 

MINORS

Our programs and services are intended exclusively for individuals who are 18 years of age or older. We do not knowingly collect, store, or use personal information from anyone under the age of 18. If we become aware that we have inadvertently collected information from a minor, we will delete it promptly. If you believe we may have collected information from a minor, please contact us immediately.

 

FITNESS DISCLAIMER & LIMITATION OF LIABILITY

 

Not Medical Advice Health x Soul Inc. and Iconic Body™ provide fitness coaching and wellness education only. Our services are not a substitute for professional medical advice, diagnosis, or treatment. Always seek the advice of a qualified healthcare provider before beginning any new fitness program.

 

Results Disclaimer Individual results vary. Testimonials and before-and-after photos shared in connection with Iconic Body™ reflect the experiences of specific clients under specific conditions and are not a guarantee of the results you will achieve.

 

Limitation of Liability To the maximum extent permitted by applicable law, Health x Soul Inc.'s total liability to you for any claim arising out of or relating to our services shall not exceed the total amount paid by you during the program period in which the issue arose. We are not liable for any indirect, incidental, special, or consequential damages.

 

CONTACT US

Health x Soul Inc. Privacy Officer Ontario, Canada Email: [email protected] Website: www.healthxsoul.com

 

CHANGES TO THIS POLICY

 

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will notify active clients by email and post the updated policy on our website with a revised Effective Date. Your continued use of our services after any changes constitutes your acceptance of the updated Privacy Policy.

 

GOVERNING LAW & JURISDICTION

 

This Privacy Policy is governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. For US residents, where required by applicable state law, we acknowledge and honor additional legal rights as described in Section 11.

Any dispute arising under this Privacy Policy shall be submitted to the exclusive jurisdiction of the courts of Ontario, Canada, unless otherwise required by applicable law.

 

Health x Soul Inc. · Iconic Body™ · Privacy Policy · Effective April 24, 2026 · Ontario, Canada