Sphere Wellness Studio Pty Ltd ("Sphere", "we", "us", "our") respects your privacy. This policy explains how we collect, use, store and share your personal information, including health information, when you use our studio, website, app or services.
We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and health information in line with the Health Records Act 2001 (Vic) and its Health Privacy Principles. Because we provide health services, these laws apply to us regardless of the size of our business.
We only collect information that is reasonably necessary to provide our services.
| Type | Examples |
|---|---|
| Personal details | Name, date of birth, gender, address, phone, email |
| Emergency contact | Name, relationship and phone number of the person you nominate |
| Parent or guardian details | For clients under 18: the parent or guardian's name, contact details and consent |
| Health information (sensitive information) | Pre-exercise screening (APSS), injuries, medical conditions, medications, pregnancy, GP clearances, goals |
| Body composition data | Body scan results such as weight, body fat %, skeletal muscle mass |
| Training records | Programs, weights, reps, session notes, progress reviews |
| Exercise physiology records | Assessments, clinical notes, treatment plans, referral letters, and — where relevant — NDIS, Medicare or DVA details (e.g. NDIS number, plan manager, Medicare or DVA card details, referring practitioner) |
| Recovery records | Sauna and ice bath waivers and health declarations |
| Payment information | Card or bank details (processed and stored by our payment providers — we do not keep full card numbers), billing and purchase history |
| CCTV footage | Video recorded by security cameras in and around the studio (see section 10) |
| Photos and video | Only with your written consent, for coaching feedback or marketing |
| Digital and usage data | Bookings, attendance, app activity, IP address, device and browser type, website activity via cookies, analytics and the Meta pixel |
| Communications | Emails, SMS, calls, social media messages and feedback you send us |
Anonymity: you can make general enquiries without identifying yourself. We can't provide training, recovery or clinical services anonymously, because we need your details to deliver them safely.
Other people's information: if you give us someone else's details (e.g. an emergency contact or a gift voucher recipient), please let them know.
We collect health information only with your consent, or where the law allows (for example, in an emergency).
We use your information to:
We will never use your health information for marketing or advertising without your express consent.
We do not make decisions about you using fully automated processes.
We never sell or rent your personal information. We share information only as needed with:
| Who | Why |
|---|---|
| PT Minder | Membership, bookings, client records, our branded app |
| Nookal | Exercise physiology clinical records |
| GoHighLevel | Client communications, enquiries, SMS and email |
| Stripe | Membership and online payments |
| Square | In-studio retail purchases at reception |
| Xero | Accounting and invoicing |
| Google Workspace | Email, calendars and secure document storage |
| ClassPass | Bookings made through ClassPass |
| Meta (Facebook/Instagram) | Website activity via the Meta pixel, to measure and target our advertising — we never share health information with Meta |
| Your GP, referring practitioner or allied health providers | With your consent, for your care |
| NDIA / NDIS plan managers, Services Australia (Medicare), DVA | To process claims and reports for those services |
| Emergency services | Where needed to protect your life, health or safety |
| Police, insurers and lawyers | CCTV footage or records where needed to investigate an incident, a claim, or where required by law |
| Our accountants and professional advisers | To manage our business and meet obligations |
| Government or law enforcement | Where required or authorised by law |
Our service providers may only use your information to provide services to us and must protect it.
Some of our providers (such as GoHighLevel, Stripe, Square, Google, Meta and ClassPass) may store or process information on servers outside Australia, including in the United States. We take reasonable steps to choose providers with strong security and privacy protections. By using our services, you acknowledge this may occur.
If a data breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme, and take steps to contain it.
With your consent, we may send you news, offers and event invitations by email, SMS or app notification. You can opt out anytime by:
Opting out of marketing doesn't stop important service messages about your bookings, membership or billing.
We only use photos, video, results or testimonials that identify you with your written consent (for clients under 18, a parent or guardian's written consent). You can withdraw consent anytime; we'll stop using the material in new content and remove it where reasonably possible.
We use CCTV cameras in and around the studio for the safety and security of our clients, staff and property. Signs are displayed at the entrance.
Our website and app use cookies and analytics tools to understand how people use them. Our website also uses the Meta pixel, which lets Meta (Facebook/Instagram) collect information about your visit — such as pages viewed and actions taken — so we can measure our ads and show relevant ads to people who have visited our site.
You can:
Some website features may not work as well if cookies are disabled.
You can ask to see or correct the information we hold about you at any time. Contact our Privacy Officer (below). We'll confirm your identity and respond within 30 days. There's no fee to ask; we may charge a reasonable cost to provide copies of large records. If we refuse, we'll tell you why in writing.
If you think we've mishandled your information, please contact our Privacy Officer first. We'll acknowledge your complaint within 7 days and aim to resolve it within 30 days.
If you're not satisfied, you can contact:
Privacy Officer:
Lonnie Pitcher, Director
Sphere Wellness Studio Pty Ltd
79 Errol Street, North Melbourne VIC 3051
Email: [email protected]
Phone: +61 414 533 268
We review this policy at least every 12 months and when our services, systems or the law change. The current version is always on our website and in our app. If we make significant changes, we'll let members know.