Coaching Society Privacy Policy

Privacy Policy

 

Fitness Society (VIC) Pty Ltd, ABN 53 654 528 631, trading as Coaching Society

 

Last updated: 10 September 2026

 

Coaching Society is run by Fitness Society (VIC) Pty Ltd. In this policy, "we", "us" and "our" mean that company. "You" means anyone whose personal information we hold, whether you are a client, a past client, or someone who has simply messaged us.

 

We are bound by the Australian Privacy Principles in the Privacy Act 1988 (Cth). This policy explains what we collect, why, who sees it, and what you can do about it. It is written to be read, not to be impenetrable. If anything in it is unclear, email us and a person will explain it.

 

 

1. What this policy covers

 

This policy applies to our website, our Instagram and other social accounts, our coaching programs, the Coaching Society App, our Clients Area, and any form, email or message you send us.

 

It does not apply to other companies' websites we link to. Their policies are their own.

 

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2. The information we collect

 

When you contact us on social media

 

If you message our Instagram account, or comment on a post, we store your username, your display name, the messages between us, and notes our team adds about what you told us you are working towards. We store this so a real person can answer you properly, and so that if you message again next month we have not forgotten the conversation.

 

When you fill in a form or enquire

 

Name, email address, phone number, and the answers you give us. Which questions we ask depends on the form.

 

When you become a client

 

Everything above, plus payment information, your program details, your check-in responses, and your communications with your coach.

 

Health and fitness information

 

To coach you we need to collect information about your body and your health. This includes your weight, height, age, measurements, progress photos if you send them, your training and eating habits, your goals, and anything you tell us about injuries, medical conditions, pregnancy, medications or dietary requirements.

 

Under Australian privacy law this is "sensitive information" and gets stronger protection than ordinary personal information. We only collect it with your consent, we only collect what we actually need to coach you safely, we only use it to deliver your coaching, and we never sell it or use it for advertising.

 

You can decline to give us any of it. Some of it we genuinely need, and if we do not have it we will tell you honestly what we cannot safely do without it.

 

Payment information

 

Payments are processed by Stripe. We do not see or store your full card number. We hold a record that a payment succeeded or failed, the amount, and the date.

 

When you visit our website

 

Standard technical information: IP address, browser type, pages viewed, and the site that referred you. This is used to understand what people find useful and to keep the site working.

 

 

3. How we collect it

 

Almost always directly from you: a message, a form, a check-in, an email, a conversation with your coach.

 

Sometimes we receive it indirectly. If you click one of our ads, the advertising platform tells us the ad worked, though not who you are. If somebody refers you, they may give us your first name and contact details, and we will tell you who referred you if you ask.

 

 

4. Why we use it

 

- To answer you when you contact us

- To work out whether our coaching suits you, and to tell you honestly if it does not

- To deliver your coaching: your program, your check-ins, your feedback

- To take payment and to contact you if a payment fails

- To improve our coaching, our content and our service

- To send you emails you have opted into, which you can stop at any time

- To meet our legal and tax obligations

 

We do not sell your personal information. We do not trade it. We do not hand it to data brokers.

 

 

5. Automated processing and artificial intelligence

 

We should be straightforward about this, because many businesses are not.

 

We use AI systems, currently Anthropic's Claude, to help us do our work. They are used to help draft replies to enquiries, to help prepare check-in feedback for your coach to review, and to help organise and summarise information. Where AI is involved, the content that reaches you has been through our team.

 

To do this, the relevant information, including message content and check-in responses, is sent to that provider for processing. It is not used to train their public models.

 

No decision that materially affects you is made by a machine alone. A person decides whether we take you on, what your program is, and anything to do with your money.

 

 

6. Who we share it with

 

We share personal information with service providers who help us operate. The significant ones are:

 

- Meta (Instagram and Facebook), for messaging and advertising. United States.

- Anthropic, for AI processing as described in section 5. United States.

- Stripe, for payments. United States and Ireland.

- Trainerize, which powers the Coaching Society App. Canada.

- ActiveCampaign, for email. United States.

- Twilio, for SMS messages. United States.

- Supabase, which hosts our Clients Area database. United States.

- Cloudflare, for website hosting and security. United States and globally.

- Slack, for internal team notifications. United States.

- Google, for documents and spreadsheets. United States.

 

We also share information with our coaches, who are contractors bound to keep it confidential, and with our accountants and professional advisers where required.

 

We will disclose personal information where the law requires it, or where it is necessary to prevent a serious threat to someone's life, health or safety.

 

Sending information overseas

 

As the list above shows, some of our providers are outside Australia, mainly in the United States, and Trainerize is in Canada. By using our services you consent to your personal information being disclosed to those countries. We take reasonable steps to use providers with proper security practices, but once information is overseas it is also subject to the laws of that country.

 

Your core records, including our leads database, our client database and your coaching records, are held on servers located in Sydney, Australia.

 

 

7. How we store and protect it

 

Our own systems are hosted in Australia. Access is restricted to the people who need it to do their job, protected by individual accounts and, where available, two factor authentication. Credentials are held in restricted files on our servers and are not shared over email or chat.

 

No system is perfectly secure, and we are not going to pretend otherwise. If a data breach occurs that is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner, as the law requires.

 

 

8. Marketing, and how to stop it

 

If you have enquired or been a client, we may send you emails about our coaching, recipes, guides and offers.

 

Every one of those emails has an unsubscribe link at the bottom and it works immediately. You can also reply and ask us to stop, or email us. We will not keep emailing you after you have asked us not to.

 

Unsubscribing from marketing does not stop messages we have to send you as a client, such as a failed payment notice or a change to your program.

 

 

9. How long we keep it

 

- Enquiries that never became clients: up to 2 years from your last contact.

- Client records: for the duration of your coaching and 7 years afterwards, because Australian tax and business law requires us to keep financial records that long.

- Health and sensitive information: deleted on request, except where it forms part of a record we are legally required to keep.

- Marketing lists: until you unsubscribe.

 

 

10. Getting a copy, correcting it, or deleting it

 

You can ask us for a copy of the personal information we hold about you. Email us and we will provide it within 30 days, free of charge in most cases. If we cannot give you something, we will tell you why.

 

You can ask us to correct anything that is wrong. Just tell us and we will fix it.

 

You can ask us to delete your information. Instructions are at join.coachingsociety.com.au/data-deletion, or simply email us. We will delete within 30 days and confirm when it is done. The only things we keep are records we are legally required to retain, and those are not used to contact you.

 

If you have connected our app to your Instagram account, you can also remove that access yourself at any time in Instagram under Settings and privacy, then Apps and websites.

 

 

11. Cookies and website analytics

 

Our website uses cookies to make it work properly and to understand how it is being used. Most browsers let you refuse cookies or delete them. Some parts of the site may not work as well if you do.

 

 

12. Making a complaint

 

If you think we have mishandled your personal information, tell us first. Email info@coachingsociety.com.au with the subject "Privacy complaint". We will acknowledge it within 5 business days and give you a written response within 30 days.

 

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner:

 

Website: www.oaic.gov.au

Phone: 1300 363 992

Post: GPO Box 5218, Sydney NSW 2001

 

 

13. Changes to this policy

 

We may update this policy. The current version is always on this page with the date at the top. If we make a change that materially affects how we handle your information, we will tell you.

 

 

14. Contact us

 

Fitness Society (VIC) Pty Ltd, trading as Coaching Society

ABN 53 654 528 631

 

Email: info@coachingsociety.com.au

 

We aim to answer privacy questions within 5 business days.