Ultra Black Wellness Society

Privacy Policy

Effective Date: July 23, 2026

Our Commitment to Your Privacy

At Ultra Black Wellness Society (“Ultra Black,” “UBWS,” “we,” “our,” or “us”), protecting your privacy is one of our core responsibilities. We recognize that when you participate in our programs, subscribe to our communications, volunteer with us, donate, or visit our website, you are placing your trust in our organization.

That trust extends beyond your participation in our community—it includes the personal information you choose to share with us. We are committed to collecting, using, storing, and protecting your information responsibly, transparently, and in accordance with applicable Canadian privacy laws.

Our goal is simple: to collect only the information we need, use it only for legitimate organizational purposes, and safeguard it with appropriate security measures.

About Ultra Black Wellness Society

Ultra Black Wellness Society is a Canadian nonprofit organization dedicated to improving the health and well-being of Black communities through movement, education, connection, and holistic wellness.

Our programs include, but are not limited to:

  • Community run clubs

  • Wellness education

  • Mental health initiatives

  • Fitness programming

  • Hybrid and endurance training

  • Community events

  • Youth and family programming

  • Volunteer opportunities

  • Fundraising initiatives

  • Educational workshops

  • Newsletters and community communications

Our website is:

https://www.teamultrablack.com

Information We Collect

Depending on how you interact with our organization, we may collect the following information.

Personal Information

This may include:

  • First and last name

  • Email address

  • Telephone number

  • Mailing address

  • Emergency contact information

  • Date of birth (where required)

  • Gender (optional)

  • Preferred pronouns (optional)

  • Race or ethnicity only where voluntarily provided for equity reporting or grant purposes

  • Volunteer information

  • Membership information

  • Event registrations

  • Waiver acknowledgements

  • Newsletter subscriptions

  • Donation history

  • Payment confirmations

  • Communications you send to us

We only collect information that is reasonably necessary to deliver our programs, communicate with our community, fulfill legal obligations, and improve our services.

Wellness and Program Information

Certain programs may require additional information to help us safely administer activities.

This may include:

  • Emergency medical information

  • Accessibility accommodations

  • Dietary restrictions

  • Emergency contacts

  • T-shirt sizing

  • Running pace

  • Athletic experience

  • Program attendance

We request only the information necessary for the safe operation of each specific program.

Website Information

When you visit our website, certain information may be collected automatically, including:

  • IP address

  • Browser type

  • Device type

  • Operating system

  • Pages visited

  • Time spent on pages

  • Referring websites

  • General geographic location

  • Website performance data

This information helps us understand how visitors use our website so we can improve accessibility, performance, and user experience.

Newsletter and Email Communications

When you subscribe to the Ultra Black Wellness Newsletter, you consent to receiving communications relating to:

  • Upcoming events

  • Wellness resources

  • Community announcements

  • Volunteer opportunities

  • Partnership announcements

  • Educational content

  • Organizational updates

You may unsubscribe at any time by clicking the “Unsubscribe” link contained in every email or by contacting us directly.

We respect your inbox and strive to send meaningful communications rather than excessive promotional messages.

Event Registration

When registering for an event, we may collect information necessary to organize and safely operate the event.

This information may include:

  • Registration details

  • Emergency contacts

  • Waiver acknowledgements

  • Accessibility requests

  • Payment confirmation

  • Attendance records

Some events may require participants to complete additional waivers or health declarations.

Photography, Video & Media

Ultra Black Wellness Society frequently documents its programs through photography and videography to celebrate our community, share participant stories, promote wellness initiatives, recognize sponsors, and showcase the impact of our work.

Images, video recordings, interviews, testimonials, and event footage may be used in:

  • Social media

  • Our website

  • Newsletters

  • Annual reports

  • Promotional campaigns

  • Grant applications

  • Documentary projects

  • Educational materials

  • Community presentations

Where required, we obtain participant consent before using identifiable images or personal stories.

We recognize that some moments shared within our community are deeply personal. We are committed to treating these stories with dignity, sensitivity, and respect, and we will never intentionally publish vulnerable content in a manner that exploits or misrepresents an individual.

Participants may contact us if they have concerns regarding the use of their image or personal story.

Donations

If you make a donation to Ultra Black Wellness Society, payment information is processed securely by trusted third-party payment providers.

We do not store complete credit card information on our servers.

Donation records may be retained for:

  • Tax receipting

  • Financial reporting

  • Audit requirements

  • Regulatory compliance

Volunteers

Volunteers may provide additional information, including:

  • Availability

  • Skills

  • Certifications

  • Emergency contacts

  • Training records

Volunteer information is used solely for coordinating volunteer activities and fulfilling organizational responsibilities.

Cookies

Our website uses cookies and similar technologies to improve functionality and understand visitor behaviour.

Cookies may be used to:

  • Remember preferences

  • Maintain secure sessions

  • Improve website performance

  • Measure visitor engagement