Purpose

You are encouraged to review this Policy in full prior to using the Website. This Privacy Policy (“Policy”) sets forth the practices of The Hive Climbing (“The Hive”, “We”, “Us”, or “Our”), how we collect, use, and share Personal Information, as well as the rights and protections afforded to Users (“You”, “Your”) under applicable privacy laws.

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By accessing or using The Hive’s Website (including, without limitation, hiveclimbing.com) or any affiliated third-party platforms used by The Hive for service delivery (including, but not limited to, Rock Gym Pro), You acknowledge and consent to the terms of this Policy.

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The Hive has links throughout the Website that help with purchasing memberships, buying gift cards, registering for classes or events, and much more. Leaving this Website by clicking on an external link releases The Hive of any responsibility for the content or privacy practices of the external Websites.

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This Policy is designed to comply with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, international data protection laws such as the General Data Protection Regulation (GDPR).

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Interpretation and Definitions

The following definitions are written below to clarify key terms used throughout this Policy.

• Analytics: Data gathered from user interactions with the Website (such as clicks or pages visited) used to understand behaviour and improve functionality. The most common information includes clicks, location, browser, electronic device type.
• Cookie: A small text file stored on Your device by a Website to collect standard internet log information and visitor behaviour, often used to improve Website experience or for Analytics.
• Data Breach: An incident where personal data is accessed or disclosed without authorization.
• EFT (Electronic Funds Transfer): A membership arrangement where funds are charged on a recurring basis through the use of a digital system to withdraw from a member’s credit card or bank account.
• Electronic Communications: Emails and other digital forms of communication sent by The Hive for operational or promotional purposes.
• IP Address: A unique identifier assigned to Your device when You access the internet, used to track general location and browsing activity for Analytics and security purposes.
• The Hive Climbing & Fitness (“The Hive”, “We”, “Us”, or “Our”): Refers to all Hive locations including
• Head Office (680 Industrial Ave), The Hive Heights (670 Industrial Ave), The Hive Bouldering Gym (520 Industrial Ave) Vancouver, BC, V6A 2P3; The Hive North Shore (2270 Dollarton Hwy, North Vancouver, BC, V7h 1A8); The Hive Port Coquitlam (815 Village Drive, Port Coquitlam, BC, V3B 0G9) The Hive Surrey (11125 124 St., Surrey, BC, VV3V 4V2) or The Hive Climbing & Fitness Winnipeg (960 Lorimer Blvd., Winnipeg, MB, R3P 1G1) responsible for the collection and use of Your Personal Information as outlined in this Policy.
• Third (3rd) Party Affiliate: A business entity providing service to The Hive or Honeycomb Climbing Inc., such as Rock Gym Pro, Smartwaiver, Moneris, or Stripe with whom limited Personal Information may be shared as required to provide our services.
• Opt-in/Opt-out: "Opt-in" refers to choosing to receive marketing or promotional communications; "Opt-out" is the ability to unsubscribe or decline these communications. Opt-in should always be explicit, with no pre-toggled boxes within forms.
• Personal Information: Any information about an identifiable individual, such as name, contact details, date of birth, emergency contacts, and payment information.
• Rock Gym Pro: The Hive’s member management and point-of-sale software, used to store and process Personal Information related to memberships, bookings, and Waivers.
• Smartwaiver: An online Waiver service used by The Hive to collect legally binding digital signatures and Personal Information for liability Waivers.
• Google Analytics: The Hive uses Google Analytics to track user actions and behaviours on our Website.
• Four Nine Digital: Website design and development.
  Webflow: The web content management platform used by The Hive to operate its Website and collect certain analytics and webform data.
• Moneris: A secure third-party payment processor used to process card payments in-gym.
• Square: A secure third party payment platform sometimes used for events and offerings outside the gym.
• Stripe: A secure third-party payment processor used by The Hive to handle online payments, including for memberships and class registrations.
• Brevo or Mailchimp: Newsletter delivery services. Your email address will be stored on these platforms and managed according to your wishes through subscribe/unsubscribe functionality within these platforms.
• Users (“You”, “Your”): Any individual who visits The Hive’s Website, interacts with its digital platforms, or provides Personal Information in connection with The Hive’s services.
• Waiver: A legal document that releases The Hive from liability, typically required for participation in climbing activities, and includes the collection of Personal Information.
• Website: Refers to The Hive’s official Website (https://hiveclimbing.com), including any affiliated domains or pages used in connection with The Hive’s services.

Scope and Application

This Policy applies to all individuals who access or use our Website, interact with us through digital platforms, or otherwise provide Personal Information to The Hive in the context of our business operations. This includes:

• Members
• Prospective members
• Program participants
• Event registrants
• Website users.

The Hive processes Your Personal Information based on Your consent, the necessity to perform a contract with You (e.g., for memberships or class registrations), legal obligations, or our legitimate business interests, provided those interests are not overridden by Your rights and freedoms. You may withdraw Your consent at any time by contacting us (see Contact Information section).

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Collection of Personal Information

Personal Information includes any factual or subjective information, recorded or not, about an identifiable individual. Some common general examples include (but are not limited to) age, name, income, credit information, and comments/reviews. To use our services (this website included), You will be required to provide information to The Hive. The Hive collects and shares Personal Information through four (4) different methods: our Website (Webflow), our member management and point of sale system (Rock Gym Pro), our online Waiver host (Smartwaiver), and our online payment processor (Stripe).

We encourage you to review their privacy practices, as we are not responsible for third-party policies or security measures.

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The Hive

While using our services, You may be prompted to provide information to The Hive that is considered Personal Information. We collect Personal Information through Waivers, EFT forms, Booking of services, and potentially other methods. Personal Information We collect includes, but is not limited to:

• Full name (first and last, middle initial)
• Email address
• Phone number(s)
• Postal address, country, province/state, city, postal/zip code
• Date of birth
• How You heard about us
• Emergency contact information
• Credit card information (to process payment)

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Third-Party Platforms and Data Processors

When You click on a link on our Website, You may be sent to an external link hosted by Rock Gym Pro or Smart Waiver. When leaving the Website, Rock Gym Pro or Smart Waiver’s privacy policy will dictate how Your information is handled.

The Hive uses Rock Gym Pro and Smartwaiver to collect information regarding Your bookings, memberships, or release of liability. Personal Information held on Rock Gym Pro or Smart Waiver includes the information above, as well as:

• First and last name
• Date of birth
• Phone number
• Email address
• Address and related information
• Credit card information
• Emergency contact information

Our Website content management is performed through Webflow. To help The Hive improve its Website, review Analytics, and provide an optimal experience, our Website collects personal data to power our Analytics, including:

• First name, last name (where provided)
• Information about Your browser, network, operating system and device
• Your IP Address

This information may also include details about Your use of this Website, including:

• Clicks
• Internal links
• Pages visited
• Scrolling
• Searches
• Timestamps

We share this information with Webflow and Google Analytics to learn about site traffic and activity.

When you sign up for our newsletter, your email address is delivered to Brevo (BC) and/or Mailchimp (MB) and managed within these platforms according to your preferences via subscribe/unsubscribe.

When You submit information to this Website via webform, We collect the data requested in the webform as you provide it, in order to manage and respond to Your submissions. We are not responsible for Your mismanagement of our webform submissions.

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Use of Your Personal Data

The Hive may use Your Personal Information for the following purposes:

• Manage day use, memberships, payment history and waivers
• Respond to inquiries and send relevant updates
• Register you for classes or events and provide follow up communications
• Contact emergency contacts if necessary
• Provide email newsletters or occasional sale information to those who opt-in
• Deliver safety-related information if necessary
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Data Retention

The Hive retains Personal Information only for as long as necessary to fulfil the purposes outlined in this Policy, unless a longer retention period is required or permitted by law. Once information is no longer required, it will be securely deleted or anonymized.

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Electronic Communications

The Hive participates in email communications for various purposes. Users who Opt in to receiving marketing communications have the right to Opt out (unsubscribe) at any time. The Hive is required to unsubscribe this user from the list within a maximum of 10 days. Opting in to email communications may be done through our Website, social media, our online Waiver, or in person with help from staff at the front desk.

The Hive will continue to send non-promotional email communications. This information may include member and membership information, payment information, and other information to help manage business relations between The Hive and its customers. Some examples include membership confirmation, membership expiration, price changes related to memberships, changes in hours of operations, and/or policy changes.

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Sharing and Disclosure

The Hive does not and will never unlawfully sell or trade Your Personal Information. The following summarize the reasons Your information may be shared with third parties:

• Enabling The Hive to operate and conduct its business with you
• Business owners and shareholders
• The Hive’s employees, as necessary to operate the business
• Third party service providers where necessary

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Miscellaneous Transfer of Data

The Hive will disclose data in some other instances that may not be listed above, which may include (but are not limited to):

• Protect the rights or property of The Hive and against personal liability
• Process insurance claims
• Comply with legal obligations, such as responding to subpoenas, court orders, or other lawful requests for information
  

International Data Transfer

Certain third-party service providers used by The Hive may store or process Your Personal Information outside of Canada. By providing Your Personal Information, You acknowledge and consent to its transfer to jurisdictions that may have different privacy protection standards than those in Canada. This may include Europe or the U.S.A.

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Consent and Your Rights

When You provide The Hive with Your Personal Information for business purposes, You consent to its collection and use as described above. You have the right to:

• Access your information
• Request corrections
• Request deletion, in rare cases
  

Security of Your Personal Data

The Hive prioritizes the safety of Your personal data. We train our employees on information privacy, and perform due-diligence in our external partnerships to the best of our ability. The Hive is not responsible for guaranteeing 100% security of the transmission of information between electronic devices, and We are unable to guarantee its absolute safety. In the event of a Data Breach where Your information may have been disclosed without consent, We will contact the users via the provided email, as stored in your Rock Gym Pro account.

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Cookies

We use both first party and third party cookies on our websites.

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First party cookies are the ones placed by us. We use first party cookies for a variety of reasons but the most common ones are to remember your preferences, such as login information or language settings, and to enhance your browsing experience on our websites.

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Third party cookies, on the other hand, are set by entities other than The Hive. They may be set by service providers whose services were added to the page. Third parties whose services we use to support your experience on the website include Vimeo (showing videos), Embedly (managing embedded information for viewing) and Four Nine Digital (website developers).

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The types of cookies we use include:

Essential cookies

These cookies are necessary for the website to function as intended. Without these cookies, the website will not operate so they cannot be disabled. For example, remembering your selected location to filter the information you see, without having to select location again for each page you visit.

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Performance cookies

These cookies allow us to count visits and identify traffic sources so we can measure and improve website performance. They help us identify which pages are the most and least popular and see how users move around the site. If you do not allow these cookies via your browser/device settings, we will not know what content is most valued and how often unique visitors return to the site, making it difficult to improve the information we offer to you. 

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Rock Gym Pro and Smartwaiver also use Cookies. Please refer to their respective privacy policies for more details on their Cookie usage.

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Privacy for Those Under 13

We do not knowingly collect Personal Information from individuals under the age of 13 without verifiable parental consent. If Your child has used this Website and provided Personal Information without Your consent, please contact us immediately to help take next steps.

If You provide information for Your legal dependent, You accept the terms of this privacy policy on their behalf.

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Changes to This Policy

The Hive reserves the right to amend this Privacy Policy at any time. Changes will be posted on our Website with an updated effective date. Continued use of the Website following such changes constitutes Your acceptance of the revised Policy.

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Contact Information

For inquiries, please use the contact information below:

Kate Bell
Marketing & Communications Manager
kate@hiveclimbing.com

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effective July 25, 2025