PRIVACY POLICY

TONED AUSTRALIA PTY LTD | ABN 33 651 453 397 84 Swan Street, Wollongong NSW 2500, Australia

1. About us

TONED AUSTRALIA PTY LTD, trading as THE BOX GYM ("THE BOX", "we", "us" or "our"), respects your privacy. This policy explains how we collect, hold, use and disclose personal information in connection with enquiries, memberships, training, coaching, our website and social media.

Privacy contact: info@theboxgym.com.au

Website: www.theboxgym.com.au

2. Personal information we collect

The information we collect depends on the services you enquire about or receive. It may include:

Your full name, email address, mobile number and other contact details.
Membership, booking, attendance, payment and transaction records.
Enquiries, feedback, complaints and communications with us.
Fitness goals, exercise experience and coaching information.
Health information relevant to screening and safe participation, including injuries, medical conditions, exercise restrictions and medical clearance information.
Emergency contact and parent or guardian details where relevant.
Photographs and videos, subject to the consent arrangements in section 10.

We seek to collect only information reasonably necessary for our services and business activities. We collect sensitive information, including health information, with your consent unless otherwise permitted or required by law. Please obtain a person's permission before providing their details as an emergency contact or other contact person.

3. How we collect information

We generally collect information directly from you through our website enquiry forms, Google Forms used for membership documentation, Facebook and Instagram lead forms or messages, membership and screening documentation, bookings, telephone calls, emails, consultations and participation in our services.

Where authorised or otherwise permitted by law, we may receive relevant information from a parent, guardian, authorised representative or treating professional.

You may make a general enquiry anonymously or using a pseudonym where practical. We may need identifying, contact or screening information to arrange services, administer membership, process payments or assess safe participation. Without necessary information, we may be unable to provide the relevant service.

4. Why we collect and use information

To respond to enquiries and arrange trials, consultations, bookings and memberships.
To deliver and personalise training and coaching, understand your goals and support safe participation.
To process payments and invoices, administer memberships and communicate about services, bookings,payments and changes.
To maintain records, manage incidents, respond to complaints and meet applicable legal, regulatory,accounting and insurance obligations.
To send marketing communications where you have consented or the law otherwise permits.

We use health information for relevant screening, safety and service delivery purposes. Providing this information does not itself constitute consent to use it for advertising.

5. Facebook and Instagram lead enquiries

When you submit a THE BOX GYM lead form on Facebook or Instagram, we receive the details you choose to submit. These may include your name, email address, telephone number and responses to enquiry questions. We use those details to contact you about the service, trial, consultation or offer you requested and manage that enquiry.

Submitting an enquiry does not commit you to purchasing a membership. Ongoing promotional communications are handled as described in section 6. Meta separately processes information submitted through its platforms under its own privacy policy: www.facebook.com/privacy/policy/.

6. Marketing communications

Where you have consented or the law otherwise permits, we may send information about THE BOX GYM services, offers and events. You can opt out at any time by using an email unsubscribe link, following the opt-out instructions in a marketing text message, or emailing info@theboxgym.com.au.

We will action your request in accordance with applicable requirements. Opting out does not prevent necessary communications about an existing booking, membership, payment or service.

7. Who we disclose information to

Where reasonably necessary, we disclose personal information to staff and trainers involved in your services, technology and payment providers, professional advisers, emergency services, and other recipients where you authorise disclosure or the law permits or requires it.

The platforms we use include:

Momence: bookings, membership administration, member records and email/SMS communications.
WhatsApp: direct messaging and service-related communications.
Pay Advantage and Stripe: payment processing and related transaction administration.
Wix: our website and website enquiry forms.
Google Forms: membership forms and documentation.
Meta, including Facebook and Instagram: advertising, lead enquiries and communications, as explained in sections 5 and 11.

Information handled through these services may include your full name, email address, mobile number and relevant booking, membership, communication or transaction details. The information provided to each platform depends on its function. We seek to limit disclosures to information relevant to the purpose. Our use of Meta does not include sending customer contact details for advertising matching or customer-list audiences, as described in section 11.

8. Overseas handling

Some technology providers we use operate internationally. Personal information may be stored, processed or accessed outside Australia when we use their services. Overseas locations may include the United Kingdom, depending on the provider and service used. Other countries may also be involved.

We take reasonable steps required by applicable Australian privacy law in connection with overseas disclosures.

9. Storage, security and retention

We hold personal information in the electronic systems used to manage enquiries, bookings, memberships, communications and payments, including Momence and the other platforms described in section 7. Staff access is restricted to authorised personnel who need the information to perform their duties.

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No electronic transmission or storage system can be guaranteed completely secure.

We retain information for as long as reasonably necessary to provide our services and meet applicable legal, accounting, insurance and record keeping requirements. Different requirements may apply to health, incident and child-related records. When information is no longer required, we take reasonable steps to securely destroy or de-identify it, subject to applicable obligations.

Where a data breach occurs, we assess it and take response and notification steps required by applicable law.

10. Photographs and videos

We seek express opt-in consent before using identifiable photographs or videos of you for marketing, promotional or training purposes, including publication on our website or social media.

You may withdraw consent for future use and request removal of identifiable images from channels controlled by THE BOX GYM by emailing info@theboxgym.com.au. We will explain any practical limitations, including material already printed, distributed or independently shared by third parties.

For members under 18, we obtain appropriate parent or guardian consent before taking or using identifiable images. Agreement to membership terms alone is not treated as an optional marketing-image consent.

11. Website cookies, analytics and Meta advertising

We use cookies and similar technologies, including Meta advertising tracking, to understand interactions with our website and advertisements, measure advertising performance and improve our marketing.

Depending on the tools and settings used, information shared with Meta may include website visits, page views, interactions, device and browser information, IP addresses and advertising identifiers.

We do not upload or otherwise send customer names, email addresses or mobile numbers to Meta for advertising matching or customer-list audiences. We use those contact details to manage enquiries, bookings, memberships and communications through our business systems and service providers.

If you submit a lead form directly on Facebook or Instagram, Meta processes the information you enter through its platform before making it available to us. Meta handles information it receives in accordance with its privacy policy: www.facebook.com/privacy/policy/.

You can manage cookies through your browser settings and adjust advertising preferences through your Meta account. Blocking cookies may affect some website features and may not prevent all information sharing through other technologies.

12. Children and authorised representatives

Where we provide services to a person under 18, we involve a parent or guardian as appropriate, taking account of the young person's capacity and applicable requirements. Where someone acts on another person's behalf, we may verify their identity and authority before sharing information or acting on instructions.

13. Access, correction and deletion requests

You may request access to, or correction of, personal information we hold about you by emailing info@theboxgym.com.au. We may need to verify your identity and clarify your request. We will respond within a reasonable period and explain any lawful reason for refusing access or correction, together with available complaint options.

You may also ask us to delete information that is no longer required. Deletion may be limited by legal, regulatory or other lawful retention requirements.

14. Privacy complaints

Please direct privacy complaints to info@theboxgym.com.au, including enough detail for us to understand the concern and your preferred outcome. We will acknowledge your complaint, investigate it and aim to provide a substantive response within 30 days. If more time is required, we will explain why and keep you informed.

If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner to ask about available complaint options: www.oaic.gov.au.

15. Changes and availability

We may update this policy as our services, legal obligations or information-handling practices change. The current policy will display its update date. You can request a copy by emailing info@theboxgym.com.au.

Privacy contact - THE BOX GYM

TONED AUSTRALIA PTY LTD | ABN 33 651 453 397 84 Swan Street, Wollongong NSW 2500, Australia info@theboxgym.com.au | www.theboxgym.com.au