PRIVACY POLICY
Last updated: 21 October 2026
1. Our Commitment to Your Privacy
Chris Wilson Fitness Studio (CW) is committed to protecting the privacy, confidentiality and security of personal information entrusted to us by members, clients, visitors, employees, contractors and our wider community.
This policy explains how CW (WA) Pty Ltd, trading as Chris Wilson Fitness Studio, collects, holds, uses, discloses and protects personal information.
We handle personal information in accordance with applicable Australian laws, including the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other relevant privacy obligations.
This policy applies to our website, studios, memberships, personal training, group fitness classes, Academy programmes, events, marketing and business operations.
2. Information We Collect
Depending on your relationship with CW, we may collect:
Names, dates of birth, contact details and emergency contacts.
Membership information, attendance records and booking history.
Payment and transaction records.
Health questionnaires, injury histories, medical conditions, exercise limitations and training notes.
Fitness assessments, goals, performance measurements and progress records.
Emails, enquiries, complaints and feedback.
Photographs and video recordings.
CCTV footage captured within our studios.
Website usage, cookies and technical information.
Recruitment and employment-related information.
We collect information that is reasonably necessary for our services, business operations and legal obligations.
3. Health and Sensitive Information
We collect health information to support safe exercise participation, individual programme design, coaching and risk management.
This may include medical conditions, previous injuries, exercise restrictions, fitness assessments and information voluntarily disclosed to our coaches.
We seek consent to collect sensitive information where required by law, unless an exception applies.
Relevant health information may be accessible to authorised coaches and management personnel through our membership management system, Mindbody.
Access is intended to support safe and appropriate delivery of services.
Coaches may access relevant information using authorised business accounts on studio or personal devices. They are expected to maintain confidentiality, secure their devices and use information only for legitimate coaching and operational purposes.
We do not permit unauthorised sharing, personal use or disclosure of member health information.
4. How We Collect and Use Information
We collect information through membership applications, health screening forms, booking systems, direct communications, training sessions, online enquiries, payments and website interactions.
We use this information to:
Deliver personal training and group fitness services.
Manage memberships, bookings and payments.
Provide individualised coaching and programme recommendations.
Support member safety and respond to emergencies.
Monitor attendance and improve member experiences.
Communicate operational information and service changes.
Respond to complaints and enquiries.
Manage recruitment, employees and contractors.
Send marketing communications where permitted.
Meet legal, regulatory and financial obligations.
We will not use or disclose personal information for unrelated purposes without appropriate consent or another lawful basis.
5. Membership, Payment and Business Platforms
CW uses third-party platforms to manage memberships, communications, payments and administration.
These include:
Mindbody: Membership administration, class bookings, attendance, client profiles, relevant health information and member communications.
Xero: Invoicing, accounting, payment reconciliation and financial administration.
Stripe: Processing eligible online and invoice payments.
Square: Payment processing and related transaction administration.
Mailchimp: Email marketing, newsletters and promotional communications.
GymSales: Enquiry management, prospective member communications, sales follow-up and relevant email marketing.
We may also use website hosting, analytics and other professional service providers.
Information shared with these providers is limited to what is reasonably necessary for the services they perform or otherwise permitted by law.
Payment card details may be collected and processed by payment providers under their own security and privacy arrangements.
CW does not sell member personal information.
6. Overseas Data Processing
Some technology providers used by CW may store, access or process personal information outside Australia.
We take reasonable steps required by applicable privacy law to protect information disclosed to overseas recipients.
Where practicable, the countries in which overseas recipients are likely to be located will be identified following a review of our providers’ data-handling arrangements.
7. Marketing and Communications
CW may use Mindbody, Mailchimp and GymSales to communicate with members, former members, prospective clients and subscribers.
Communications may include class updates, membership offers, studio announcements, events, newsletters and relevant services.
We send electronic marketing in accordance with applicable Australian laws, including the Spam Act 2003 (Cth).
Recipients may unsubscribe from marketing communications through the relevant unsubscribe facility or by contacting hello@chriswilsonpt.com.
Unsubscribing from marketing does not prevent essential service-related communications.
8. CCTV and Studio Security
CCTV operates at our Nedlands, Highgate, Applecross and South Perth studios.
CCTV is used for legitimate purposes including:
Maintaining the safety and security of members, staff and visitors.
Protecting facilities, equipment and property.
Investigating incidents, accidents or security concerns.
Supporting the management of disputes and safety-related complaints.
CCTV footage may contain identifiable personal information.
Access to footage is restricted to authorised personnel and may be disclosed to law enforcement, insurers, professional advisers or other parties where authorised or required by law.
Footage is retained only for an appropriate period having regard to its purpose, operational requirements and applicable legal obligations.
CCTV is not used for general promotional or marketing purposes.
9. Photography, Video and Social Media
CW regularly captures photographs and videos of studio activities, classes, events and training sessions to showcase our community and services.
Images or recordings may be used on our website, social media channels, digital advertising and other promotional materials.
We aim to notify participants when promotional photography or filming is taking place and respect requests not to be included.
Where required, we seek appropriate consent before publishing identifiable images or recordings.
Members may raise concerns about the use of their image or request removal from CW-controlled digital channels by contacting hello@chriswilsonpt.com.
We will assess and respond to removal requests reasonably, recognising that previously distributed materials or content shared by third parties may not always be fully retractable.
Additional safeguards and appropriate parental or guardian consent will be used for promotional content involving children.
10. Children and Young People
CW offers selected services to young people, including Academy programmes for ages 13–16.
We take additional care when collecting, using and disclosing children’s personal information.
Where required or appropriate, we obtain consent from a parent or legal guardian.
Information about young participants is used for appropriate programme administration, communication, safety and coaching purposes.
We take particular care with health records and identifiable promotional imagery involving children.
11. Website Cookies and Analytics
Our website may use cookies and analytics technologies to understand website activity, improve functionality and assess marketing performance.
These technologies may collect IP addresses, device information, browsing activity and other technical data.
Visitors may manage cookies through their browser settings. Where required by law, we will obtain appropriate consent.
12. Information Security and Staff Access
CW takes reasonable technical and organisational steps to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure.
This includes managing staff access to business platforms, maintaining appropriate confidentiality expectations and reviewing information-security practices.
Authorised staff and contractors may access relevant information through approved systems and devices where necessary for their roles.
Personal information must not be accessed, copied, retained or disclosed for unauthorised purposes.
13. Data Breaches
We assess suspected privacy and security incidents and take appropriate action to contain, investigate and respond to them.
Where the Notifiable Data Breaches Scheme applies, we will assess and notify eligible data breaches in accordance with applicable legal requirements.
14. Information Retention
We retain personal information for as long as reasonably necessary for its collection purpose, business requirements or applicable legal obligations.
When no longer required, we take reasonable steps to securely destroy or de-identify information, subject to relevant legal requirements.
15. Access and Correction
Individuals may request access to their personal information or ask us to correct information that is inaccurate, incomplete, outdated, irrelevant or misleading.
Requests should be directed to hello@chriswilsonpt.com.
We may verify identity before processing a request and will respond within a reasonable period in accordance with applicable law.
16. Automated Decision-Making
CW uses digital platforms to support membership administration, booking management, payments and communications.
We will review whether any of these systems use personal information to make or substantially inform decisions that could reasonably be expected to significantly affect an individual’s rights or interests.
Where applicable, our policy will disclose the relevant categories of personal information and automated decisions in accordance with requirements commencing on 10 December 2026.
17. Complaints and Privacy Concerns
Privacy concerns or complaints may be directed to:
Chris Wilson Fitness Studio
Email: hello@chriswilsonpt.com
Phone: 1300 002 978
We will investigate complaints and respond within a reasonable period.
Individuals who are dissatisfied with our response may be able to contact the Office of the Australian Information Commissioner at www.oaic.gov.au.
18. Changes to This Policy
We may update this policy to reflect changes in legislation, technology, our services or operational practices.
The current version will be available on our website.
19. Contact
CW (WA) Pty Ltd
Trading as Chris Wilson Fitness Studio
Website: www.chriswilsonpt.com
Email: hello@chriswilsonpt.com
Phone: 1300 002 978
Studio locations: Nedlands, Highgate, Applecross and South Perth, Western Australia.