Privacy policy

Definitions

We, Us, Our, The Gym means Vitality Health Club. You, Your, Yourself means any person whose personal information we hold. That includes members, holders of casual and short-term passes, parents and guardians, prospective members who enquire with us, and visitors to our website and app.

Our Commitment

Vitality Health Club is committed to protecting your privacy and any personal information we collect. We are bound by the Privacy Act 1988 (Cth). We recognise that you have a right to control how your personal information is collected and used. Providing personal information is an act of trust and is taken seriously. Unless consent is provided to do otherwise, we will only collect and use personal information as set out below.

Personal Information and Sensitive Information

This Privacy Policy explains the ways in which we collect, use, store, secure, and disclose your personal information. Personal Information includes, but is not limited to:

• Name, address, date of birth, phone numbers, email addresses, emergency contact details
• Bank account or credit card details
• Employment or student identification details
• Membership records, usage of our clubs, purchase history
• A profile photo taken during sign-up, used to identify you at the club

Sensitive Information includes health information such as:

• Medical history, medications, injuries, health conditions, pregnancy status, and fitness readiness
• Lifestyle factors relevant to exercise (e.g. smoking)
• Health data from pre-exercise questionnaires and from the Strength for Life 50+ pre-entry assessment
• For members under 18, we may collect parental/guardian details and additional health or safety information

We will obtain your consent when it is necessary to collect sensitive information. Without this information, we may not be able to safely provide you with access to our facilities.

Collection of Information

We collect personal information to:

• Provide you with goods and services
• Process membership applications and administer your account
• Communicate with you about your membership, products, and services
• Ensure your safety when using our facilities
• Operate Vitality Vault and calculate the points and rewards you earn
• Improve our services through feedback, surveys, and analytics
• Promote our gyms, including through photos and videos taken during classes or in the facility

We may also collect information when you:

• Sign up online or in person
• Use our website, mobile apps, or online member portal
• Enter either club with your fob key or app key, which records the time and location of your entry
• Participate in promotions, competitions, or events
• Interact with us via phone, SMS, social media, or in writing

Our clubs are open 24 hours a day and are monitored by CCTV 24 hours a day, for health, safety and security purposes.

Vitality Vault

Vitality Vault is our own rewards system. To run it, we hold information about you and your activity at the club. This includes, but is not limited to, your name, contact details, membership identifier and membership status, your points balance and streak progress, and a record of your check-ins.

• The check-in record includes which club you attended, which class you attended if applicable, the date and time, and the points awarded. We use it to calculate your points and to answer questions about your balance.
• Information held by Vitality Vault is stored in a secure database located in an Australian region.
• Your Vault portal sign-in credentials are handled securely and are protected in the way described under Storage and Security below.
• If your membership or pass ends and is not reactivated within 60 days, your points balance is forfeited, as set out in our Terms and Conditions.

Who We Share Information With

We do not sell your personal information. We share it with service providers who help us run the club, and only so far as they need it to do that. Those providers include:

• Our gym management and membership software provider, which runs your membership record, the member portal, class bookings, online sign-up and our website enquiry form
• Our payment processing provider, which collects membership fees and other payments
• Our hosting and data storage providers, which store the information described in this policy
• Our website analytics and advertising providers, described under Cookies and Online Data below
• Professional advisers, insurers, and law enforcement or regulators where we are required or permitted by law to disclose

Information Held or Processed Overseas

Some of the service providers described above are located outside Australia, or store information outside Australia. This means your personal information may be held or processed in Australia, New Zealand or the United States.

Where we disclose personal information to an overseas recipient, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles. Information held by Vitality Vault is stored in an Australian region.

Photography and Promotions

By visiting our facilities or participating in classes, you consent to Vitality Health Club taking photos or videos that may include you. These may be used in promotional materials, on social media, our website, or other marketing channels. If you do not wish to appear in promotional material, please tell staff at your home gym and we will not use them.

Members under 18:

• We will not use any photo or video of a member under 18 in marketing or promotional material without express written consent from their parent or guardian.
• That consent is separate from joining and is never assumed from attendance.
• It can be withdrawn at any time by telling us, and we will stop using the material in future promotion.

Storage and Security

We take all reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification, or disclosure.

How Long We Keep Information

We retain your membership record and the information described in this policy for as long as we need it to run the club, meet our legal and financial record-keeping obligations, and deal with any future question or claim. We do not routinely delete member profiles when a membership ends.

• You can ask us to delete your personal information at any time. We will action a deletion request within 14 days, provided you have no outstanding balance or amount owing to us.
• Where we are required by law to keep certain records, such as financial records, we will keep those for the period the law requires and delete the rest.
• Deleting your information means we can no longer provide you with services, and any Vitality Vault points balance is lost.

Cookies and Online Data

When you use our website or apps, we may collect information through cookies, web beacons, and similar technologies. This information is shared with our website analytics and advertising providers, and is used to:

• Understand how our website is used, and improve it
• Measure how our advertising performs
• Show you advertising for Vitality Health Club on other websites and platforms, including through remarketing audiences based on the pages you visited

You can disable cookies in your browser, and you can opt out of personalised advertising through the settings offered by the relevant advertising platform. Some features of our website may not function properly with cookies disabled.

Links to Other Websites

Our website includes links to third-party sites, and embeds services provided by third parties such as the member portal, class booking, online sign-up and maps. We are not responsible for their privacy practices. Please review their policies separately.

Your Rights

• You may request access to, correction, or deletion of the personal information we hold about you.
• If we cannot action your request, we will explain why.
• Deleting information may affect our ability to provide services to you.
• You may opt out of receiving marketing materials at any time.
• You can make any of these requests by email, in the app, by text message or social media message, on live chat, over the phone, or in person at either club.

Complaints

If you believe we have breached the Privacy Act 1988 (Cth) or mishandled your information, you may make a complaint by contacting either club using the details below. We will respond within a reasonable timeframe and work to resolve the issue. If you are not satisfied, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC):

• Phone: 1300 363 992, Monday to Thursday, 10am to 4pm
• Post: GPO Box 5288, Sydney NSW 2001
• Online: www.oaic.gov.au

Notices and Revisions

Our business evolves, and so may this Privacy Policy. We may update it from time to time. The date it was last updated is shown at the top of this page, and the current version will always be available on our website.

Contact

For further information about Vitality Health Club’s privacy practices, to access or correct your personal information, or to make a complaint, contact either club directly. You can reach us by email, in the app, by text message or social media message, on live chat, over the phone, or in person at either club.

• Berri: 16 Kay Ave, Berri SA 5343 · (08) 8582 3434 · berri@vitalityhealthclub.com.au
• Renmark: 53 Ral Ral Ave, Renmark SA 5341 · (08) 7510 3767 · renmark@vitalityhealthclub.com.au