Privacy Policy – Fitness Through Motion

Fitness Through Motion – Privacy Policy
Effective Date: 21/05/2025
Last Updated: 21/05/2025

At Fitness Through Motion ("FTM", "we", "our", "us"), we are committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, store, and protect your personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), as well as the General Data Protection Regulation (GDPR) for users in the European Union (EU).

1. WHO WE ARE

Fitness Through Motion is an athlete-focused performance coaching and educational service based in Australia. We operate the website www.fitnessthroughmotion.com.au and associated services, including online coaching, consultations, and educational email courses.

Contact Details:
Email: admin@fitnessthroughmotion.com.au
Business Address: [Insert Address]
ABN: [Insert ABN]

2. TYPES OF INFORMATION WE COLLECT

We may collect and process the following types of information:

2.1 Personal Identifiable Information (PII)

• Full name

• Email address

• Phone number

• Mailing or billing address

• Date of birth (if required for program suitability)

• Training goals and health declarations (e.g. PAR-Q forms)

• Payment information (processed via Stripe or other secure gateway)

2.2 Sensitive Information (only with explicit consent)

• Health and injury history

• Physical performance data

• Nutritional or recovery concerns

2.3 Technical and Usage Data

• IP address

• Browser type and version

• Device identifiers

• Website referral sources

• Pages visited and session duration

• Cookies and local storage data (see section 10)

3. HOW WE COLLECT INFORMATION

We collect personal data through:

• Website forms (e.g. newsletter, consultations)

• Email sign-up services (e.g. MailerLite)

• Online course registrations

• Consultation intake forms

• Cookies and analytics platforms (e.g. Google Analytics, Hotjar)

• Calendly bookings

• Stripe payment gateways

4. WHY WE COLLECT AND USE YOUR INFORMATION

We only collect personal data necessary to provide our services. This includes:

• To deliver coaching and consulting services

• To provide access to educational content (e.g. email courses)

• To process bookings and payments

• To personalise content and recommendations

• To respond to enquiries or feedback

• To monitor and improve our services

• To comply with legal obligations

• To send marketing emails (with your consent)

5. LEGAL BASIS FOR DATA PROCESSING

Under the GDPR, we rely on the following legal bases:

• Consent: when you opt in to receive marketing emails or sign up voluntarily

• Contract: when processing is necessary for service delivery

• Legal Obligation: where required by law (e.g. accounting)

• Legitimate Interests: to maintain and improve services

6. MARKETING AND COMMUNICATION PREFERENCES

You may receive communications from us if:

• You signed up to a mailing list or downloaded content

• You booked a consult or interacted with our content

You can opt out of marketing emails at any time by clicking “unsubscribe” at the bottom of any email or by contacting us directly at admin@fitnessthroughmotion.com.au.

We do not send spam or sell your information to third parties.

7. DATA STORAGE AND SECURITY

Your data is stored on secure platforms:

• MailerLite (email database)

• Google Workspace (client files)

• Calendly (appointments)

• Stripe (payments)

• Squarespace (website backend)

We take reasonable steps to ensure your data is secure:

• SSL encryption

• Password-protected access to client files

• Firewalled systems and platform-level security

• Two-factor authentication (2FA) on admin accounts

8. THIRD-PARTY DISCLOSURE

We may share your data with:

• Email automation providers (e.g. MailerLite)

• Analytics tools (e.g. Google Analytics)

• Scheduling tools (e.g. Calendly)

• Payment processors (e.g. Stripe)

• Legal or regulatory authorities (where required)

We will never sell your information.

9. CROSS-BORDER TRANSFER OF INFORMATION

Our providers (e.g. MailerLite, Stripe) may store or process your data outside of Australia (e.g. in the United States or the EU). We only use providers with adequate safeguards in place (e.g. GDPR-compliant or Standard Contractual Clauses).

10. COOKIES AND ANALYTICS

Our website uses cookies and tracking tools to enhance your user experience. These tools help us understand how users interact with our site and allow us to improve content.

You may choose to disable cookies in your browser settings or opt out via a cookie consent banner.

Cookies used may include:

• Session cookies (essential functionality)

• Google Analytics

• Facebook Pixel (if running ads)

• YouTube embedded video trackers

11. ACCESS, CORRECTION & DATA RIGHTS

You have the right to:

• Request access to your personal data

• Request correction of inaccurate data

• Request deletion of your data (in some cases)

• Lodge a complaint with the OAIC (Australia) or GDPR authority (EU)

To request access or changes, email: admin@fitnessthroughmotion.com.au

12. CHILDREN’S PRIVACY

We do not knowingly collect information from individuals under the age of 16 without parental consent. If we learn we’ve collected data from a minor without authorisation, we will delete it promptly.

13. RETENTION OF INFORMATION

We only retain personal data for as long as necessary:

• Coaching records: 12–24 months post-service

• Transaction records: 5–7 years (for tax and legal compliance)

• Mailing list: until you unsubscribe

14. CHANGES TO THIS POLICY

This Privacy Policy may be updated from time to time to reflect operational or legal changes. We will notify you of significant changes by email or site notice.

Latest version will always be available at: www.fitnessthroughmotion.com.au/privacy-policy

15. CONTACT US

If you have any questions about this Privacy Policy or your data rights, contact us at:

Fitness Through Motion
Email: admin@fitnessthroughmotion.com.au
ABN: 30 290 287 867
Location: Australia