Privacy Policy

Business: The Trustee for Kin Health Co Unit Trust trading as Kin Health Co Pty Ltd
ABN: 68 227 636 121
Contact: kinhealthco@gmail.com
Effective date: 16 October 2026

Version 1.0

1. About this policy

Kin Health Co respects your privacy. This policy explains how we collect, hold, use and disclose personal information when you enquire about our services, become a member, attend classes or personal training, complete our forms or interact with us online.

It also explains how to request access to or correction of your information and raise a privacy concern.

In this policy, “Kin”, “we”, “us” and “our” mean the business identified above.

2. Information we collect

Depending on your interactions with Kin, we may collect:

• Your name, contact details and information needed to identify your membership.
• Membership selections, purchases, bookings, attendance and cancellation records.
• Payment status, transaction references and limited payment-method details made available by our payment provider.
• Fitness goals, training preferences, availability and questionnaire responses.
• Relevant health information, such as injuries, medical conditions, pregnancy or postpartum considerations, exercise restrictions and health-professional clearance.
• Emergency contact information.
• Waivers, accepted membership terms and records of consent.
• Messages, enquiries, feedback and complaints.
• Photographs and videos where you have provided the relevant consent.
• Limited information about children where necessary for participation, safety or a separately authorised purpose.
• Website usage and technical information collected through cookies or similar technologies.

We aim to collect only information reasonably necessary for our services and business activities.

3. How we collect information

We generally collect information directly from you through:

• Glofox registration, bookings and membership purchases.
• Our website and contact forms.
• The Find Your Fit questionnaire and other forms.
• Conversations with coaches and management.
• Email, telephone, SMS and social media messages.
• Signed documents and consent forms.

We may receive relevant information from a parent or guardian, an authorised representative, a payment provider or another person where you have authorised it or the law permits it.

Where you give us another person’s details, such as an emergency contact, please make sure they know you have done so.

4. Health information

We collect relevant health information to help assess whether our services are appropriate, plan or adapt exercise, support safe participation and respond to incidents.

We will explain the purpose of collection and obtain consent where required. Accepting this Privacy Policy alone is not blanket consent to collect or use health information for any purpose.

Health information may be accessed by Kin management and coaches to support coaching and service delivery. Our current access arrangements are described in Section 13.

Health information will not be used in testimonials, promotional stories or advertising without separate, specific permission.

Please tell us when relevant health information or exercise restrictions change.

5. Why we use information

We use personal information to:

• Respond to enquiries and provide requested information.
• Manage memberships, bookings, payments and attendance.
• Recommend suitable classes or coaches.
• Provide and adapt coaching and personal training.
• Communicate about bookings, accounts, timetable changes and service issues.
• Respond to emergencies, incidents and complaints.
• Maintain appropriate business records and meet legal obligations.
• Understand and improve our services.
• Send marketing where we have the necessary consent or other lawful basis.
• Publish promotional images only within the permission you have given.

We will seek further consent where required before using information for a new purpose.

6. Find Your Fit questionnaire

The Find Your Fit questionnaire helps us understand your goals, availability and preferred support so we can respond to your enquiry and suggest suitable options.

The Find Your Fit form and its linked response spreadsheet are owned through Kin coach Emma Forwood’s Google account and shared only with Kin Health Co’s Google account. Response notifications are enabled for Emma and Kelsie.

Responses are collected for Kin Health Co to understand your goals, preferences and support needs, help match you with suitable classes or coaching, and follow up on your enquiry.

Completing this questionnaire does not automatically subscribe you to promotional emails or SMS.

7. Who we share information with

Where necessary for the purposes described above, we may share relevant information with:

• Kin management, employees and contracted coaches.
• Providers supporting bookings, payments, communications, website hosting and record storage.
• Professional advisers, insurers or claims handlers where reasonably necessary.
• Emergency services or treating professionals where authorised or otherwise permitted by law.
• Regulators, courts or other parties where disclosure is legally required or permitted.

We limit disclosures to information relevant to the purpose. Kin does not sell personal information.

We share relevant member information with contracted coaches where needed to provide coaching, manage bookings or respond to a member’s enquiry.

Contracted coaches must keep this information confidential and use it only for authorised purposes connected with their work for Kin. Access through Kin does not give a coach permission to add members to their own business’s marketing lists.

When a coach stops working with Kin, their access is removed. Any Kin member information they hold must be returned or securely deleted, except where retention is legally required.

Independent services offered by coaches

Some coaches also operate independent businesses and may collect personal information directly for their own services, merchandise sales or events. Where a coach collects information independently of Kin Health Co, the coach should identify the business responsible for collecting it and provide access to its privacy policy or collection notice.

This policy applies to information coaches handle on behalf of Kin Health Co. Information collected for a coach’s independent business is governed by that business’s applicable privacy policy and legal obligations.

If information is to be shared between Kin Health Co and a coach’s independent business, the purpose and arrangements for sharing should be explained to the client, and consent obtained where required.

Allied health professionals

With your consent, we may share relevant information with allied health professionals involved in supporting your health and exercise, such as physiotherapists or exercise physiologists.

This may help coordinate your care, clarify exercise restrictions and adapt your training to their recommendations. We limit the information shared to what is reasonably necessary for that purpose.

Where we seek consent, we will explain who the information will be shared with, what will be shared and why. You may withdraw that consent by contacting Kin, subject to any disclosures otherwise required or permitted by law.

8. Platforms and payment processing

Kin uses third-party platforms to support its services, including:

• Glofox: member accounts, memberships, bookings, attendance, payment arrangements and related communications.
• Google services, including Gmail, Google Forms and Google Sheets: email correspondence, questionnaires and response records.
• GoDaddy: our website platform and website contact-form services.
• Google reCAPTCHA: security and spam prevention on our website contact form.
• Instagram and Facebook (Meta): enquiries, messages, community updates and promotional content.
• SMS services: booking, account and other communications, with marketing messages subject to the relevant consent requirements.
• Canva: preparation of brochures and promotional materials, which may include photographs used with the relevant permission.
• Everfit: training programs, workout and progress tracking, and coaching communications.
• Slack: internal team communications, which may include relevant client information used to coordinate coaching and service delivery.

We share information with these providers only as needed for the relevant service.

Card-payment processing - Glofox Payments (Stripe)

Kin processes card payments through Glofox Payments, powered by Stripe. Payment card details are stored by Stripe.

Authorised Kin staff may enter card details into the payment system on your behalf with your permission. Once saved, staff can view only masked card information, including the last four digits, together with relevant payment and transaction records. Staff cannot retrieve your full saved card number through Glofox.

This Privacy Policy does not authorise payment charges. Recurring-payment arrangements and authorisation are addressed separately through the membership terms and payment process.

9. Overseas handling of personal information

Kin Health Co uses external providers to support membership management, bookings, payments, coaching, communications, website services and design. These providers may store, process or access personal information outside Australia, including through their related companies, support teams and service providers.

The information involved depends on the service used and may include contact details, membership and booking records, payment information, form responses, coaching records and photographs or videos. Not all information is shared with every provider.

Our providers include:

• Glofox / ABC Fitness: membership management, bookings and communications. Glofox has identified overseas processing, including in the United States.
• Stripe, through Glofox Payments: payment processing. Stripe identifies international transfers including to the United States and India.
• Google: email, forms, spreadsheets and document storage. Google processes information using infrastructure worldwide, including in the United States. The locations used depend on the service and applicable account arrangements.
• GoDaddy: website and related services. GoDaddy’s Australian privacy notice identifies possible transfers outside Australia, including to the United States.
• Meta: Instagram and Facebook communications and content. Meta operates internationally and has documented processing in the United States.
• Canva: creating and storing designs and any personal information included in uploaded content. Canva identifies processing in Australia, the United States, Singapore, the United Kingdom, the Philippines, New Zealand and the European Union, as well as other locations where its group or service providers operate.
• Everfit: delivery of training programs, workout and progress tracking, and coaching communications. Everfit identifies processing in the United States and potentially other countries where its affiliates or service providers operate.
• Slack: internal team communications, which may include relevant client information used to coordinate coaching and service delivery. Slack stores data in the United States by default unless alternative data-residency arrangements have been enabled. Some information may also be processed in other countries by Slack and its service providers.

These are locations identified in our providers’ published information, rather than a complete list of where each person’s information is held. Locations may vary according to the services used and providers’ operating arrangements.

Overseas countries may have privacy laws that differ from those in Australia. Where we disclose personal information overseas, we will take reasonable steps required by applicable privacy law to protect that information.

You may contact us using the details in this policy to ask about overseas handling of your personal information.

10. Email and SMS marketing

Email and SMS marketing preferences are managed separately through Glofox or another clearly identified consent process.

Signing a waiver, accepting membership terms, providing photography consent or completing a questionnaire does not automatically provide marketing consent.

You can unsubscribe using the instructions in a marketing message or contact kinhealthco@gmail.com. We will action requests within the applicable legal timeframe.

We may still send necessary service communications, such as booking confirmations, cancellations, payment information and important account notices.

11. Photography and video

Permission to use identifiable images for promotion is obtained through a separate Photography & Video Consent form or another specific consent process.

You may decline or withdraw consent without affecting your membership or participation.

Images of children require separate consideration and permission. Publicly posted images may be viewed overseas or copied by third parties.

12. Website, cookies and analytics

Our website, kinhealthco.com.au, is hosted through GoDaddy. It uses cookies and similar technologies to support website functionality and provide information about website traffic and performance.

We use GoDaddy’s built-in analytics to help understand how visitors use our website and improve their experience. This may include information about page visits, interactions and page-loading performance.

Our cookie banner allows you to accept or decline optional cookie tracking. Declining optional tracking does not prevent you from accessing the website. Cookies necessary for website functionality may still be used.

You can also manage or delete cookies through your browser settings. Restricting cookies may affect how some website features work.

We do not currently use Google Analytics, Meta Pixel, Google Tag Manager or Google AdSense on our website.

If you submit an enquiry through our website, we use the information you provide to respond and assist with your request. Submitting an enquiry does not, by itself, subscribe you to marketing emails or SMS.

For information about how GoDaddy handles data, please refer to GoDaddy’s Privacy Policy.

13. Storage, security and retention

Kin Health Co stores personal information electronically through the platforms described in this policy, including Glofox, Everfit, Google services and Slack.

Client notes about current concerns and information relevant to coaching are recorded in Glofox. Relevant client information may also be shared through Slack for internal coordination. All coaches currently have access to client notes in Glofox and the coaching team’s internal Slack channels.

Coaches use individual accounts to access Glofox and Slack. Multi-factor authentication is enabled for Glofox administrator and super-administrator accounts.

Some health information collected for perinatal classes is initially recorded on paper. These records are held securely in the gym’s office area, with access intended to be limited to coaches. Paper records are scanned and added to the relevant client’s Glofox profile, after which the paper copies are destroyed.

Former-client records are archived in Glofox and remain stored within that platform. Glofox’s privacy policy and contractual arrangements provide further information about its handling of stored information. Kin remains responsible for determining how long its client records need to be retained.

Our service providers’ privacy policies contain further information about their handling of information. Kin remains responsible for its own collection, use, access and retention arrangements.

14. Access, correction and choices

You may request access to your personal information or ask us to correct inaccurate, outdated or incomplete information by contacting kinhealthco@gmail.com.

We may need to verify your identity. We will respond within the applicable legal timeframe and explain any lawful reason for refusing a request, together with available complaint options.

You may ask us to delete information. We will consider the request, but some records may need to be retained by law or for another legitimate purpose.

You may make general enquiries anonymously or using a pseudonym where practical. Identifying information is generally needed for memberships, bookings and payments.

You can choose not to provide information. If information is necessary to deliver a service or assess safe participation, we will explain how this may affect what we can provide.

15. Privacy complaints

Please contact Kin’s privacy contact:

Privacy contact: Kelsie Grezl, Business Owner
Email: kinhealthco@gmail.com
Address: Unit 14, 132 Garden Grove Parade, Adamstown Heights NSW 2289

Please describe your concern and the outcome you are seeking. We will acknowledge your complaint, investigate and explain our response. If more time is needed, we will let you know.

If your concern remains unresolved, you may contact the relevant privacy regulator, depending on the issue and applicable law:

• Office of the Australian Information Commissioner: oaic.gov.au
• Information and Privacy Commission NSW: ipc.nsw.gov.au

16. Changes to this policy

We may update this policy to reflect changes in our services, practices or legal obligations. The current version will be available on our website with its effective date.

Where required, we will notify you of material changes or seek fresh consent. Updating this policy does not retrospectively authorise a new use of your information.