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security and law 25

Your clients' health data is kept only with their consent, seen only by you, and encrypted. Every time someone opens it, a record is written that you can read back.⁠​‌​​‌‌‌‌​‌​​‌​‌‌​‌​‌​‌​​​‌​​‌‌‌‌​​‌​​​​​​‌​‌​​‌‌​‌‌​‌‌‌‌​‌‌​‌‌​​​‌‌‌​‌​‌​‌‌‌​‌​​​‌‌​‌​​‌​‌‌​‌‌‌‌​‌‌​‌‌‌​​‌‌‌​​‌‌​​‌​​​​​​‌‌​​‌​​​​‌‌​‌‌​​‌‌​‌​​‌​‌‌​​‌‌​​‌‌‌​​​‌​‌‌‌​‌‌​⁠

  • Consent given by the clientOne checkbox per use: health, photos, email, text messages.
  • Access limited to the client's trainerNot even the account administrator, by default.
  • A log of every accessWho read, downloaded, changed or exported what, and when.

what we do with your clients' data

the data we keep

Depending on what you ask your clients, OKTO Fit keeps:⁠​‌​​‌‌‌‌​‌​​‌​‌‌​‌​‌​‌​​​‌​​‌‌‌‌​​‌​​​​​​‌​‌​​‌‌​‌‌​‌‌‌‌​‌‌​‌‌​​​‌‌‌​‌​‌​‌‌‌​‌​​​‌‌​‌​​‌​‌‌​‌‌‌‌​‌‌​‌‌‌​​‌‌‌​​‌‌​​‌​​​​​​‌‌​​‌​​​​‌‌​‌‌​​‌‌​‌​​‌​‌‌​​‌‌​​‌‌‌​​​‌​‌‌‌​‌‌​⁠

  • the physical activity readiness questionnaire (PAR-Q);
  • the health profile: height, allergies, injuries and, if you ask for them, medications;
  • measurements, check-ins, habits and completed workouts;
  • progress photos and files the client uploads.

client consent

When you invite a client, they fill out their questionnaire and tick each consent themselves: health data, email, text messages. Photos have their own consent.⁠​‌​​‌‌‌‌​‌​​‌​‌‌​‌​‌​‌​​​‌​​‌‌‌‌​​‌​​​​​​‌​‌​​‌‌​‌‌​‌‌‌‌​‌‌​‌‌​​​‌‌‌​‌​‌​‌‌‌​‌​​​‌‌​‌​​‌​‌‌​‌‌‌‌​‌‌​‌‌‌​​‌‌‌​​‌‌​​‌​​​​​​‌‌​​‌​​​​‌‌​‌‌​​‌‌​‌​​‌​‌‌​​‌‌​​‌‌‌​​​‌​‌‌‌​‌‌​⁠

Without consent, nothing is kept: a photo is refused and the health profile is not saved. Each choice is recorded with its date and the exact text accepted. The client can withdraw it at any time.

who can see it

A client's health file opens only for the trainer who coaches that client. The account administrator can't see it by default, and an API key never can.

Every read, download, addition, change, deletion or export is written to the access log. If the record can't be written, the read doesn't happen. The log is kept for five years.

encryption

PAR-Q answers, the client profile, measurement notes, photos and uploaded files are encrypted before they are saved (AES-256). So are message attachments.

Progress photos are never sent by email or text message. They stay in the app.

virus scanning

Every photo, uploaded file and message attachment is scanned for viruses before it is kept. The real file type is checked: a program disguised as an image is refused.

Client uploads accept images, PDFs, and Word, Excel, CSV and text files.

backups and retention

The service's data is backed up every night, and a copy is kept in a second location.

Once coaching has ended for 24 months, that client's measurements, check-ins, habits and photos are erased automatically. A deleted photo or file is destroyed for good 30 days later.

your clients' rights

  • Access and correction: the client sees and corrects their profile in the app.
  • Portability: you export their progress file as a ZIP (structured data, photos and files).
  • Deletion: you erase their progress file on request.
  • Withdrawal: if they withdraw photo consent, the photos are removed that night.

Requests can also be sent to us. We reply within 30 days.

who is responsible

OKTO Solutions acts as the trainer's service provider. The person in charge of the protection of personal information is Antonio Pazzi, President of OKTO Solutions.

OKTO Solutions994 boulevard du Saint-Maurice, Suite 2, Trois-Rivières, Quebec G9A 3R3
info@oktosolutions.ca

Details are in our privacy policy.

The legal information on this page was written with care, but the trainer remains responsible for their obligations to their clients, including obtaining their consent. If a confidentiality incident presents a risk of serious injury, we notify the Commission d'accès à l'information and the people affected, as the law requires.

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