Client portal — school logo
Client portal — school logo

Privacy Policy

Timeless Performing Arts

Effective May 4, 2026

1. Introduction

Timeless Performing Arts (hereinafter "we," "our," or "the Studio") is committed to protecting the personal information of its clients in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian privacy legislation.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, and what rights you have as a client using our online portal.

2. Privacy Officer

Our designated Privacy Officer oversees compliance with this Policy. For any questions or to exercise your rights:

3. Personal Information We Collect

We collect the following categories of personal information in connection with our services:

3.1 Identification and Contact

  • First and last name
  • Email address
  • Phone number
  • Preferred language of communication

3.2 Service-Related Information

  • Class and session booking history
  • Purchases, memberships, and credit balances
  • Electronically signed contracts (including signature and IP address at time of signing)
  • Participant information (first and last name) for group classes
  • Satisfaction survey responses (displayed in anonymized form)

3.3 Login and Technical Information

  • Email address and password (hashed — never stored in plain text)
  • Session token (session cookie — see Section 6)
  • Selected interface language
We do not collect credit card numbers or banking information. Payments are processed directly and securely by Square, which is PCI-DSS certified.

4. Purposes of Collection

Your personal information is used to:

  • Create and manage your client account on the portal
  • Process your bookings, purchases, and payments
  • Send booking confirmations, invoices, and reminders by email
  • Manage your credit balance and memberships
  • Prepare, sign, and retain electronic contracts
  • Respond to your support requests
  • Invite you to complete satisfaction surveys (optional)
  • Meet our legal and accounting obligations

We do not use your personal information for targeted advertising or commercial profiling.

5. Marketing Communications

If you have consented to receive promotional communications, your email address may be shared with our email marketing platform (CyberImpact or MailerLite). You may withdraw your consent at any time by clicking the unsubscribe link in any marketing email or by contacting us directly.

6. Cookies

Our client portal uses a single, strictly necessary cookie to operate:

  • Name: TRAMTRAM_CLIENT_SID
  • Type: Session cookie (functional)
  • Duration: 2 hours (expires on logout or after 2 hours of inactivity)
  • Purpose: Maintaining your active login session and remembering your language preference
  • Access: Inaccessible to browser scripts (httpOnly), never shared with third parties

This cookie is strictly necessary — without it, login is not possible. It is not used for tracking, analytics, or advertising. No other cookies are set by our portal.

Under applicable privacy laws, strictly necessary cookies required for the operation of a service do not require prior consent.

7. Sharing with Third Parties

We do not sell your personal information. We may share it only with:

  • Square — secure payment processing (PCI-DSS certified)
  • CyberImpact / MailerLite — promotional email delivery (with your consent)
  • Mailgun — transactional email delivery (confirmations, invoices)
  • Competent authorities — if required by law or legal proceedings

8. Retention

  • Active account data: retained for as long as your account is active
  • Transaction history: retained for 7 years (tax obligations)
  • Signed contracts: retained per applicable civil limitation periods
  • Inactive accounts: deleted or anonymized after 3 years of inactivity

9. Security

We implement appropriate technical and organizational safeguards: password hashing, session cookie protections (httpOnly, SameSite), HTTPS encryption, and access controls based on the principle of least privilege.

10. Your Rights

Under PIPEDA, you have the following rights:

  • Access: request access to the personal information we hold about you
  • Correction: request correction of inaccurate or incomplete information
  • Withdrawal of consent: for marketing communications, at any time
  • Complaint: file a complaint with the Office of the Privacy Commissioner of Canada

To exercise your rights, contact us at info@timelessperformingarts.ca. We will respond within 30 days.

11. Minors

Our portal is not intended for use by individuals under 14 years of age acting independently. Parents or legal guardians may register their minor children for our classes. Information relating to children is used solely in connection with our educational services.

12. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. In the event of a significant change, we will notify you by email or through a prominent notice on the portal.

13. Contact Us

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Timeless Performing Arts — Privacy Policy — May 4, 2026