Version 1.0, in effect from not yet set (draft)

Privacy policy

This policy says what Fit With Riley learns about you through this website and our email, why, where it is kept, and how you control it.

Who we are

Fit With Riley runs this website at https://fitwithriley.com. Our postal address is not yet published here. Write to the address on our contact page about anything in this policy; the person responsible for privacy at Fit With Riley reads that address.

The laws that apply to how we handle it are Canada's Personal Information Protection and Electronic Documents Act, British Columbia's Personal Information Protection Act, and, for the notes we send, Canada's anti-spam law.

The short version

• We keep what you give us (your email, and if you send a request, your answers) and what our own server sees when you visit.
• We count visits without storing your network address in our visit records.
• One analytics cookie is set only if you allow it, and you can take that back at any time.
• We never sell, rent or trade what we know about you, we run no advertising trackers, and no other company gets a copy to market to you.

What we collect, and why

When you join the list

When you leave your email on our front page we keep the address, the time you joined, the network address the sign-up came from (to stop abuse), a random key for your personal stop link, and the visitor code described below under "Counting visits". We use your email to send you a welcome note, an occasional note when there is something worth telling you, and the note on the day the door opens. Joining is your consent to those notes. Every note carries a stop link that works at once, and you can also reply and ask us to stop.

When you send a request or book a time

On the full site you can request a build. We keep your name, your email, your answers, and your passcode as a salted one-way hash (never the passcode itself), so you can come back to your request. If your request is approved and you book a time, we keep the times you suggest and any note you add. We use this only to read your request, reply to you and do the work you ask for.

When you talk to the concierge

On the full site, a concierge answers questions in a chat window. What you write and the replies are stored on our server so the conversation can continue, and for a signed-in client a short summary is kept so the concierge remembers earlier conversations. Today these messages are not passed to any other company. If that changes, this policy will say so before it happens.

Counting visits

Our server counts the pages people open, so we know how many people visit and where they came from. For each page view it keeps: the time and day, the page, whether the browser looks like a phone or a desktop, whether it looks like an automated program, the name of the website that sent you (only the site's name, never the full link), and the country and city your network address belongs to. Our own server looks that country and city up in an offline database kept on the server itself, so no other company is asked or told about your visit, and stores them with the visit. It also keeps a visitor code: a one-way hash of a secret that changes every day, your network address and your browser's description. The code tells us that two page views on the same day came from the same browser, and nothing else: it cannot be turned back into your address, and tomorrow's code does not match today's. Each day's secret is deleted after 40 days. Your network address itself is not stored in these records. This counting sets no cookie and is not used to identify you.

If you allow analytics: the profile behind the cookie

If you choose "Allow analytics", your browser keeps one random identifier, the nv_id cookie, and your visits are counted under a code made from it instead of the daily code. That lets us see one profile per browser across days: when you first and last visited, how many visits and pages, the kind of device, the site you first came from, which pages you read, and the country and city your visits come from (looked up on our own server, as described above). The profile has no name and no email in it.

If you join the list while analytics is allowed, your sign-up records the same code, so from then on your visits and your email are one record and we can see which pages someone on our list has read. Without analytics, a sign-up records only that day's code, and your visits are not tied to your email.

To stop the profile, choose "Essential only" (on the cookie bar, or under "Your cookie choice" at the end of any of these pages): the nv_id cookie is deleted and later visits are counted only by the daily code. To have the profile deleted, or to end the link between it and your email, write to the address on our contact page. Stopping the notes with the stop link takes you off our mailings; write to us as well if you want your record removed.

Your cookie choice

When you answer the cookie bar we record the answer, the time, the version of these policies it answered and the visitor code, so we can show that we asked. The details of every cookie are in our cookie policy.

Our server's logs

Like every web server, ours writes a short log line for each request: the network address, the time, the page asked for and the result. We use these logs only to keep the site secure and to fix faults, never to build profiles, and we keep them only as long as that needs.

Who else handles it

• Hosting. The site and its data live on a server we rent from DreamHost, located in the United States.
• Country and city. We look these up on our own server in a copy of DB-IP's free IP to City Lite database. DB-IP never receives your address or learns of your visit.
• Email. Our mailbox and the notes we send run on Google Workspace, so Google handles the messages and the addresses in them.
• Fonts. Our pages load their typefaces from Google Fonts, so Google's servers see your network address and browser when a page loads. Google Fonts sets no cookie.
• Links. A link to our Instagram takes you to Instagram, whose own policy then applies. Nothing from Instagram is loaded until you click.

Because the server and the mail are outside Canada, your information is stored and processed in the United States (the server) and in the countries where Google runs its mail systems, and it may be reached by the courts and authorities there under the laws that apply there. We choose providers who protect it, and we share only what the work needs. Nobody else receives your information unless the law requires it.

How long we keep it

• The list: while you are on it. If you stop the notes, your address stays marked as stopped so you are never mailed again by mistake, unless you ask us to remove it.
• Requests, bookings and chats: as long as we work together, and afterwards as long as our records and the law require.
• Visit counts: kept for our statistics. They hold the country and city, never the network address.
• Consent records: as long as we need to show what you chose.

How we protect it

The site is served over an encrypted connection. Passcodes and staff passwords are stored only as salted one-way hashes. Only Fit With Riley's own staff can open the records, behind a sign-in of their own.

Your choices and rights

You can ask us what we hold about you, ask us to correct it, ask us to delete it, and withdraw any consent you gave (the notes, the analytics cookie). Write to the address on our contact page and we will answer within 30 days. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or to the Office of the Information and Privacy Commissioner for British Columbia.

This site is meant for business owners and is not aimed at children.

Changes

When this policy changes we change its version and its date at the top of this page, and the cookie bar asks you again. If a change affects the notes we send, we tell the list first.