We're pretty serious about keeping your info safe. Here's the full scoop on how we handle your data when you stay with us or visit our site.
Last Updated: November 4, 2025
Hey there! Look, we get it - privacy policies can be a real snooze-fest. But this stuff actually matters, so we're gonna keep it straightforward and honest.
At Flameward Nexus, we've built something special here in Vancouver. Our fire-themed wellness retreat isn't just about luxury stays and thermal treatments - it's about creating experiences you'll remember. And to do that well, we need some info from you. This policy explains what we collect, why we need it, and how we keep it safe.
We're committed to respecting your privacy under Canadian law (PIPEDA, for those keeping track), and we won't ever sell your personal data to random third parties. That's not how we roll.
By booking with us, browsing our site, or using any of our services, you're agreeing to what's laid out here. If something doesn't sit right with you, give us a shout at reservations@flamewardnexus.info and we'll talk it through.
When you book a room or contact us, we'll ask for the basics: your name, email, phone number, mailing address, and payment info. For spa treatments or special wellness experiences, we might need health-related details to make sure everything's safe and tailored to you.
Like most websites these days, ours picks up some technical bits when you visit - your IP address, browser type, device info, and which pages you check out. We use this to keep things running smooth and figure out what's working and what's not.
We keep track of your stay preferences - like whether you dig the king suite with the fireplace view, if you're gluten-free, or if you prefer morning spa slots. This helps us make your next visit even better without you having to repeat yourself.
If you email us, call, or chat with our team, we might keep records of those conversations. It's mainly so we don't forget what we talked about and can follow through on any requests you made.
Here's the deal with what we do with your info:
Everything we do with your data has a purpose, and we don't go poking around in your info just for kicks.
We're not in the business of selling your personal info. Period. But there are some specific situations where we share data with others:
We work with trusted third parties who help us run things - payment processors, booking platforms, email services, and website hosting. They only get access to what they need to do their job, and they're bound by confidentiality agreements.
If you book an experience that involves an outside provider (like guided tours or special event catering), we'll share relevant details with them so they can deliver what you signed up for.
If the law says we gotta hand over information - like for a court order or government investigation - we'll comply. We're also gonna share data if we genuinely believe it's necessary to prevent harm or protect someone's safety.
If Flameward Nexus ever gets acquired or merged with another company (hey, you never know), your info would be part of that transfer. We'd make sure the new owners respect this privacy policy though.
Yeah, we use cookies. No, not the chocolate chip kind (though we do serve those at breakfast).
Cookies are tiny files that get stored on your device when you visit our site. They help us remember your preferences, keep you logged in, and understand how people use our website.
You can manage cookie settings through your browser, but heads up - disabling certain cookies might make parts of the site wonky or unusable.
We also use analytics tools like Google Analytics to understand visitor behavior. These services have their own privacy policies if you wanna dig deeper.
We take security pretty seriously around here. Your trust means everything to our business, so we've put solid measures in place to protect your personal information.
That said, no system's perfect. While we do our best, we can't guarantee 100% security. If you ever suspect a breach or notice something fishy with your account, let us know ASAP at reservations@flamewardnexus.info.
Under Canadian privacy law, you've got several rights when it comes to your personal information. Here's what you can do:
You can request a copy of the personal information we have about you. We'll provide it in a readable format, usually within 30 days.
If something we've got on file is wrong, just let us know and we'll fix it. It's in everyone's interest to keep things accurate.
You can ask us to delete your personal information, though there are some exceptions (like if we legally need to keep records for tax purposes or if there's an ongoing transaction).
Not into our promotional emails? No hard feelings - just click the unsubscribe link at the bottom of any marketing email, or contact us directly.
If we're processing your data based on consent, you can withdraw that consent anytime. Note that this won't affect any processing that already happened while we had your consent.
If you think we've mishandled your data, you can file a complaint with the Office of the Privacy Commissioner of Canada. But we'd really appreciate it if you'd talk to us first so we can try to sort things out directly.
We don't keep your information forever - that'd just be weird and unnecessary. How long we hold onto data depends on why we collected it in the first place.
We typically keep reservation details and transaction records for 7 years. This is partly for tax and accounting purposes, and partly so we can resolve any disputes or questions that might come up down the line.
Your stay preferences and profile information stick around as long as you're an active guest. If you haven't stayed with us or interacted with us in 5 years, we'll usually delete or anonymize this data.
If you've subscribed to our newsletter or promotional emails, we'll keep your contact info until you unsubscribe. After that, it's gone within 30 days.
Anonymous usage data gets aggregated and stored for analysis, but this doesn't contain personally identifiable information after processing. We typically keep analytics data for up to 3 years to track trends.
We're based in Canada, but we welcome guests from all over the world. Some of the service providers we work with might be located in other countries, which means your data could potentially be transferred outside Canada.
When this happens, we make sure there are appropriate safeguards in place. We only work with partners who meet solid privacy standards and comply with data protection regulations.
If you're visiting from the EU, UK, or another jurisdiction with specific data protection laws, you might have additional rights under those regulations. Feel free to reach out if you have questions about how your local laws apply.
Bottom line: your data's protected to the same standards regardless of where it's physically stored or processed.
Our services are designed for adults, and we don't knowingly collect personal information from children under 13 through our website or booking systems.
Of course, families with kids are welcome to stay with us! But any bookings or accounts should be set up by a parent or legal guardian. If you're booking for your family, you're responsible for any information you provide about your children.
If we somehow discover that we've collected data from a child under 13 without proper parental consent, we'll delete it as quickly as possible. If you think this has happened, please contact us right away.
Things change, and sometimes we need to update this privacy policy. Could be new services, changes in the law, or feedback from guests that makes us rethink how we're doing things.
When we make significant changes, we'll let you know. How? Usually through an email to our registered guests or a prominent notice on our website. For minor updates (like fixing typos or clarifying existing practices), we'll just update the "Last Updated" date at the top of this page.
We'd recommend checking back here once in a while, especially if it's been a couple years since your last stay. We'll always post the current version here, and we can provide older versions if you want to compare.
If you keep using our services after we update the policy, that means you're cool with the changes. If you're not okay with a major update, you can close your account or let us know you want your data deleted.