Privacy Policy
Effective Date:TBD · Last Updated: DRAFT
Honor Bound FIT LLC · 45 Centreport Parkway Suite 137, Fredericksburg, VA 22406
rich@honorboundfit.com
DRAFT — Review by a qualified Virginia attorney recommended before use.
Honor Bound FIT LLC ("HBFIT," "we," "us," or "our") is committed to protecting the privacy of our members, prospective members, and website visitors. This Privacy Policy explains what personal information we collect, how we use it, with whom we share it, and the rights you have with respect to your information. By enrolling in a membership, attending HBFIT activities, or using our website, you acknowledge and agree to the practices described in this Policy.
1. Information We Collect
We collect information you provide directly to us, information generated by your participation in HBFIT activities, and limited technical information from your use of our website.
1.1 Identity & Contact Information
- →Full legal name
- →Date of birth
- →Mailing address and email address
- →Phone number(s)
- →Profile photo (if voluntarily provided)
1.2 Emergency Contact Information
- →Emergency contact name, relationship, and phone number
- →Any additional emergency contact details you choose to provide
1.3 Health & Medical Information
- →Health history and self-reported medical conditions relevant to safe participation
- →Current medications relevant to exercise safety
- →Known allergies or physical limitations
- →Pre-participation health questionnaire responses
- →Physician clearance documentation (if applicable)
1.4 Payment Information
Billing and payment processing is handled through Stripe, Inc. HBFIT collects your name and billing address for invoicing purposes. HBFIT does not collect, store, or have access to your full credit card or bank account numbers. See Section 4 for more information on our Stripe integration.
1.5 Attendance & Participation Records
- →Session attendance history and check-in records
- →Class or program enrollment records
- →Participation in events, competitions, or special programming
1.6 Fitness Progress & Coaching Notes
- →Performance benchmarks, test results, and tracked metrics (e.g., lifts, times, body weight if voluntarily shared)
- →Coaching notes and programming adjustments
- →Goal-setting records and progress assessments
1.7 Website Analytics
- →IP address, browser type, device type, and operating system
- →Pages visited, time spent on pages, referral URLs
- →Cookies and similar tracking technologies (see our Cookie notice below)
Website analytics data is used in aggregate to improve our website and is not linked to individual member profiles unless you are logged into a member account.
2. How We Use Your Information
2.1 Membership Management
We use your identity, contact, and attendance information to create and manage your HBFIT membership account, process enrollment, track participation, and communicate membership status updates including renewals, billing notices, schedule changes, and policy updates.
2.2 Billing & Payment Processing
Your billing information is used to process 4-week membership cycle payments, issue receipts, manage failed payment follow-up, and process any applicable refunds. All payment transactions are processed securely by Stripe (see Section 4).
2.3 Member Communications
We use your contact information to send:
- →Transactional emails: membership confirmations, billing receipts, schedule updates, policy changes
- →Operational communications: class changes, facility closures, safety notices
- →Coaching and programming updates relevant to your participation
- →Marketing and promotional content — only with your explicit consent, and only to members who have opted in
We do not send marketing communications without your consent. You may withdraw consent for marketing communications at any time (see Section 6).
2.4 Safety & Emergency Purposes
Health and emergency contact information is used to ensure your safety during training and to facilitate emergency response if needed. Coaches are informed of relevant health conditions or limitations to provide safe, appropriate programming and supervision.
2.5 Coaching & Program Development
Fitness progress data and coaching notes are used to personalize your training experience, track your development over time, and improve HBFIT's coaching programs and overall service quality.
3. Payment Processing & Stripe
HBFIT does not store your payment card numbers. Full card numbers, CVV codes, and bank account details are never transmitted to or stored on HBFIT's systems. All payment processing is handled exclusively by Stripe, Inc., a leading payment infrastructure provider certified at PCI DSS Level 1 — the highest level of payment card industry security certification.
When you provide payment information during enrollment, that information is collected and encrypted directly by Stripe. HBFIT receives only a tokenized representation of your payment method, which allows us to initiate recurring billing charges without accessing your actual card data.
Stripe's use of your payment data is governed by their own Privacy Policy, which you can review at stripe.com/privacy.
HBFIT retains billing records (transaction dates, amounts, membership tier) as required for accounting, tax, and dispute resolution purposes.
4. How We Share Your Information
Our Core Commitment
HBFIT does not sell, rent, or trade your personal information to any third party for commercial or marketing purposes. Ever.
We share your information only in the following limited circumstances:
4.1 Service Providers
We engage a limited number of trusted service providers who assist us in operating our business. These providers are permitted to access personal information only to perform their services for HBFIT and are contractually prohibited from using it for any other purpose. Current categories of service providers include:
- →Payment processing: Stripe, Inc.
- →Email communications: email service provider used for member communications
- →Website hosting and infrastructure: web hosting providers
- →Member management software: any platform used to manage scheduling and memberships
4.2 Legal Requirements
We may disclose your information if required to do so by law, regulation, court order, or lawful request of governmental authorities, or when we believe disclosure is necessary to protect the rights, property, or safety of HBFIT, our members, or the public.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of all or substantially all of HBFIT's assets, member information may be transferred as part of that transaction. You will be notified via email and/or prominent notice on our website prior to any such transfer and any material change to how your information is used.
4.4 With Your Consent
We may share information with third parties when you have given us explicit consent to do so (for example, if you consent to being featured in HBFIT marketing materials or social media).
5. Health & Medical Information
HBFIT treats health and medical information with the highest level of confidentiality. This information is collected solely to ensure member safety during training and to allow our coaching staff to provide appropriate programming and supervision.
- ▸Health information is accessible only to HBFIT's owner and coaching staff who have a direct training relationship with you.
- ▸Health information is not shared with other members.
- ▸Health information is never sold, rented, or disclosed to third parties for commercial purposes.
- ▸Health information may be shared with emergency responders in a life-threatening emergency.
- ▸Health information may be disclosed if required by law or a valid court order.
6. Your Rights as a Member
You have the following rights with respect to your personal information held by HBFIT:
6.1 Right of Access
You may request a copy of the personal information HBFIT holds about you. We will provide this information within a reasonable timeframe.
6.2 Right of Correction
You may request that we correct any inaccurate or incomplete personal information. To update your contact information, health records, or emergency contacts, contact us at rich@honorboundfit.com.
6.3 Right of Deletion
You may request deletion of your personal information. We will honor deletion requests subject to our obligation to retain certain records as required by law (e.g., tax and billing records) or as necessary to resolve disputes or enforce our agreements. After your membership ends, we will retain your records for a reasonable period before deletion.
6.4 Opt-Out of Marketing Communications
You may opt out of marketing emails at any time by clicking the "unsubscribe" link in any marketing email, or by contacting us at rich@honorboundfit.com. Note that opting out of marketing communications does not affect transactional or operational communications related to your active membership.
6.5 Photo & Media Consent Revocation
If you have previously consented to HBFIT using your image, name, or likeness in marketing materials, social media, or other promotional content, you may revoke that consent at any time by contacting us at rich@honorboundfit.com. Revocation will be honored for future use; it does not require us to remove content already published and in circulation.
7. Virginia Consumer Data Protection Act (VCDPA)
HBFIT acknowledges the Virginia Consumer Data Protection Act (Va. Code § 59.1-575 et seq.) and is committed to honoring the rights it provides to Virginia residents. Virginia residents have the right to:
- →Know whether HBFIT is processing personal data about them
- →Access personal data HBFIT holds about them
- →Correct inaccuracies in their personal data
- →Delete personal data provided by or obtained about them
- →Obtain a copy of their personal data in a portable and readily usable format
- →Opt out of targeted advertising, sale of personal data, or profiling (note: HBFIT does not sell personal data or engage in targeted advertising or profiling)
To exercise any VCDPA right, contact HBFIT at rich@honorboundfit.com. We will respond to verified requests within the timeframes required by applicable law.
Note: Whether HBFIT meets the VCDPA's applicability thresholds (100,000 consumers / 25,000 with 50% revenue from data sales) should be confirmed with legal counsel. This section is included as a best-practice commitment regardless of strict threshold applicability.
8. Data Security & Retention
HBFIT implements reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, or disclosure. However, no security system is impenetrable and we cannot guarantee absolute security.
We retain member information for as long as your membership is active and for a reasonable period thereafter as necessary to comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed, we take reasonable steps to securely delete or de-identify it.
9. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:
Honor Bound FIT LLC
45 Centreport Parkway Suite 137
Fredericksburg, VA 22406
Email: rich@honorboundfit.com