Brodie Wood Fitness ("BWF", "we", "us" or "our"), ABN 58 248 199 745, respects your privacy and is committed to appropriately managing and protecting the personal and health information we collect.

This Privacy Policy explains the kinds of information BWF collects and holds, why we collect it, how it is used and disclosed, how it is stored and protected, and how you can request access, correction or make a privacy complaint.

BWF provides personal training, online coaching and related fitness services. Because these services may involve collecting health information for the purpose of assessing, maintaining or improving a person's physical health, Australian privacy obligations may apply to BWF's handling of that information.

1. Personal Information We Collect

Depending on how you interact with BWF, we may collect information including your name, date of birth, email address, telephone number, occupation, contact preferences, training goals, exercise and training history, appointment and booking information, coaching records, progress information, communications between you and BWF, billing and payment-related information, information submitted through forms or coaching platforms, and other information you choose to provide.

We aim to collect only information that is reasonably necessary for providing our services or operating the business.

2. Health and Sensitive Information

BWF may collect health information where reasonably necessary to provide safe and appropriately personalised training and coaching.

This may include information relating to medical conditions, injuries, pain or physical limitations, medications, previous surgeries, exercise restrictions, exercise readiness, physical or psychological health information relevant to training, pregnancy where relevant, sleep, stress and recovery, smoking or alcohol use where relevant to coaching, and other health information you choose to provide during screening or coaching.

Health information is sensitive information under Australian privacy law and receives additional protection.

Where consent is required, BWF will seek your consent before collecting health or other sensitive information.

If relevant health information is not provided, BWF may be unable to safely provide some or all training or coaching services.

3. How We Collect Information

BWF generally collects personal information directly from you.

Information may be collected when you visit or interact with the BWF website, submit an enquiry, sign up for BWF Coaching, arrange standalone personal training, authorise a payment, complete onboarding or pre-exercise screening, use BWF's coaching platform, book or attend an in-person training session, complete workouts or progress tracking, communicate with BWF, participate in coaching, or otherwise provide information to us.

Where appropriate, BWF may receive relevant information from another person or health professional with your consent or where collection is otherwise permitted or required by law.

4. Why We Collect, Hold and Use Information

BWF may collect, hold and use personal information to respond to enquiries, establish and manage client relationships, provide and personalise training and coaching, assess exercise readiness, identify factors relevant to safe exercise, prepare and modify exercise programs, monitor progress, provide feedback and support, provide general nutrition and lifestyle guidance, manage in-person training sessions, communicate with clients, process and administer payments, maintain appropriate business and coaching records, improve BWF's services and website, meet insurance and legal obligations, investigate complaints or incidents, and protect the safety and legal rights of BWF, clients and others.

Health information will not ordinarily be used for a purpose unrelated to the reason it was collected unless you have consented or the use is otherwise permitted or required by law.

5. BWF Coaching Platform

BWF currently uses Everfit as part of delivering coaching services.

Information stored or processed through Everfit may include contact details, exercise programs, workout completion and performance information, progress measurements, goals, coaching messages, nutrition or habit information, health-related information provided for coaching purposes and other information entered into the platform by you or BWF.

Everfit processes client information in connection with providing its platform services to BWF.

Everfit may use infrastructure and service providers located outside Australia, including in the United States. EverFit Help

6. Payments

BWF currently uses GoCardless to process recurring payments for some services.

GoCardless may collect and process information required to establish and operate your Direct Debit or other payment authorisation.

BWF may receive information such as payment status, transaction details, customer identifiers and other information required to administer your account.

Banking and payment information required by GoCardless is handled through its systems rather than being stored by BWF as part of your normal coaching records.

GoCardless operates internationally, including through its United Kingdom headquarters and offices in Australia, Europe and the United States, and may use service providers in other countries. GoCardless

7. Website, Forms, Analytics and Cookies

BWF's website is currently built and hosted using Framer.

When you visit or interact with the website, technical information may be collected automatically. This can include your browser and device information, IP address, pages visited, referral source, approximate location derived from technical information, website interactions and timestamps.

BWF may use Google Analytics and similar services to understand website performance, advertising effectiveness and how visitors interact with the website.

These services may use cookies or similar technologies.

Information submitted through BWF website forms may be processed through Framer, Google services or other services used by BWF to operate enquiries and onboarding.

Framer is based in the Netherlands and may use international infrastructure and subprocessors to provide its services. Framer

8. Booking and Communication Services

BWF may use booking, email, calendar and communication services to manage appointments and communicate with clients.

These may include Google services, Cal.com and other platforms used by BWF from time to time.

Information processed by these services may include your name, contact information, booking details and information reasonably required to arrange your appointment.

BWF aims to avoid placing unnecessary health or sensitive information into general booking or communication systems.

Cal.com is a United States company and states that booking data may be processed in the United States and by subprocessors in other locations. Cal.com

9. Email Marketing

BWF may use MailerLite or another email service to send training, nutrition and coaching information, business updates or marketing communications.

Where express consent is requested through BWF's onboarding process, the marketing consent option is optional and is not required to receive BWF training or coaching services.

If you choose to receive marketing communications, BWF may provide your name and email address to its email marketing provider for that purpose.

Health screening information, injury information, medications and other health information are not intended to be provided to MailerLite for marketing purposes.

You can withdraw your consent or unsubscribe from marketing communications at any time.

Unsubscribing from marketing does not prevent BWF from sending necessary communications relating to your coaching, appointments, payments or account.

MailerLite's services for customers outside the EEA, UK and Switzerland are provided through its United States entity, and subscriber data may therefore be transferred internationally. MailerLite

10. Third-Party Service Providers

BWF uses third-party technology and service providers to operate and deliver its services.

These may include providers for website hosting and forms, cloud storage, coaching and exercise programming, payment processing, appointment scheduling, email and communication, analytics, marketing, accounting and general business administration.

Current providers may include Framer, Google, GoCardless, Everfit, Cal.com, MailerLite and other providers used by BWF from time to time.

These providers may process information on BWF's behalf where reasonably necessary to provide their services.

Their own privacy policies, security arrangements and contractual obligations also apply to information processed through their systems.

11. Overseas Processing and Disclosure

Some technology providers used by BWF operate outside Australia or use international infrastructure and subprocessors.

As a result, personal information may be processed, stored or disclosed outside Australia.

Based on the services currently used by BWF, overseas processing may occur in countries including the United States, United Kingdom, Netherlands, Germany and other locations used by the relevant providers or their subprocessors.

The exact locations used by third-party providers may change over time.

Where Australian privacy law requires BWF to take reasonable steps in relation to an overseas disclosure of personal information, BWF will seek to comply with those requirements.

Australian Privacy Principle 1 requires covered organisations to explain whether personal information is likely to be disclosed overseas and, where practicable, identify the countries involved. OAIC

12. Disclosure of Personal Information

BWF does not sell your personal or health information.

BWF may disclose personal information where reasonably necessary to service providers helping BWF operate or deliver services, payment providers, booking and communication providers, professional advisers, insurers, another health professional where you have authorised the disclosure, emergency services where reasonably necessary to protect health or safety, regulators or government authorities where required or authorised by law, courts or law enforcement where legally required, or another person where you have consented to the disclosure.

Health information will not ordinarily be disclosed to another person merely because they are your family member, partner, employer, friend or another third party.

13. Storage and Security

BWF takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Information may be stored on BWF devices and through third-party cloud, coaching, communication and business systems.

Security measures may include password-protected accounts, authentication controls, restricted access, security features provided by the platforms BWF uses and reasonable device and account security practices.

No electronic transmission or storage system can be guaranteed to be completely secure.

14. Data Breaches

BWF will take reasonable steps to investigate and respond to suspected or confirmed data breaches.

Where a breach is likely to result in serious harm and notification is required under the Notifiable Data Breaches scheme, BWF will notify affected individuals and the Office of the Australian Information Commissioner as required by law.

15. Retention and Destruction

BWF retains personal information for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, insurance, tax, business and record-keeping requirements.

When information is no longer required and BWF is legally permitted to dispose of it, reasonable steps will be taken to securely delete, destroy or de-identify it.

16. Access to Your Personal Information

You may request access to personal information BWF holds about you.

Requests can be sent to:

brodie@brodiewoodfitness.com

BWF will respond in accordance with applicable privacy law.

In limited circumstances, access may lawfully be refused or restricted. Where required, BWF will explain the reason.

17. Correcting Your Information

If you believe personal information held by BWF is inaccurate, incomplete, out of date, irrelevant or misleading, you may ask BWF to correct it.

BWF will take reasonable steps as required by applicable privacy law in relation to correction requests.

You can request a correction by contacting:

brodie@brodiewoodfitness.com

18. Privacy Complaints

If you have a concern about how BWF has handled your personal or health information, please contact:

brodie@brodiewoodfitness.com

Please provide enough information for BWF to understand and investigate your concern.

BWF will review privacy complaints and aim to respond within a reasonable period.

If you are not satisfied with BWF's response, you may be entitled to make a complaint to the Office of the Australian Information Commissioner (OAIC).

Information about making a privacy complaint is available through oaic.gov.au.

19. Marketing Consent and Unsubscribing

BWF will only send commercial electronic marketing where BWF has consent or is otherwise legally permitted to do so.

Where you expressly opt in through the BWF website or onboarding process, BWF will keep a record of that consent where reasonably practicable.

Marketing communications will identify BWF and provide a way for you to unsubscribe.

You can withdraw your consent at any time.

Australian spam rules require businesses to have consent for commercial electronic messages, identify the sender and provide a functional unsubscribe mechanism. ACMA recommends express consent where practicable. ACMA

20. Automated Decision-Making

BWF does not currently use automated systems to make decisions using your personal information that could reasonably be expected to significantly affect your rights or interests without meaningful human involvement.

If BWF begins using personal information in this way, this Privacy Policy will be updated where required.

21. Changes to This Privacy Policy

BWF may update this Privacy Policy where its services, technology, information-handling practices, third-party providers or legal obligations change.

The current version will be published on the BWF website and will display the date it was last updated.

22. Contact

Brodie Wood Fitness

ABN: 58 248 199 745

Website: brodiewoodfitness.com

Email: brodie@brodiewoodfitness.com

For privacy questions, requests to access or correct your information, or privacy complaints, please contact BWF using the details above.