Authentic Personal Training Pty Ltd
ABN 17 606 483 756
Level 1, 22 Willoughby Road, Crows Nest NSW 2065
Last updated: September 2026
1. Our commitment to privacy
Authentic Personal Training Pty Ltd (Authentic PT, APT, we, us or our) respects the privacy of our members, prospective members, past members and other people who interact with our business.
We are committed to handling personal information responsibly and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where they apply to us.
As part of providing personal training and related health and fitness services, we may collect health information. Health information is sensitive information and is treated with particular care.
2. What information we collect
The information we collect depends on your relationship with Authentic PT and the services you use.
It may include:
- your name, date of birth and contact details;
- emergency contact details;
- membership details and training history;
- information about your fitness goals, exercise history and lifestyle;
- health and medical information relevant to safely providing our services, including injuries, medical conditions, medications, physical limitations and medical clearances;
- body composition information, measurements, progress results and fitness assessments;
- training programs, exercise records and trainer notes;
- attendance, appointment and session information;
- communications between you and Authentic PT or our trainers;
- payment and transaction information;
- photographs, videos, testimonials or progress information where appropriate consent has been obtained;
- information provided through our website, enquiry forms, email, telephone, SMS, social media or other communications; and
- marketing preferences and information about your interactions with our communications and website.
We only seek to collect health and other sensitive information where it is reasonably necessary for our services and where we have the appropriate consent or another lawful basis to collect it.
3. How we collect information
We generally collect personal information directly from you.
This may occur when you:
- make an enquiry;
- complete an online or paper form;
- become a member;
- complete health, lifestyle, medical history or goal-planning information;
- undertake a body composition scan or fitness assessment;
- communicate with a trainer or another member of our team;
- participate in a training session;
- make a payment;
- use our website or respond to marketing communications; or
- otherwise provide information to us.
In some circumstances, information may be provided by another person, such as an emergency contact, medical or allied health professional, or another person acting with your authority.
4. Why we collect and use personal information
We collect, hold and use personal information where reasonably necessary to operate Authentic PT and provide our services.
This includes:
- assessing whether exercise and training are appropriate and safe;
- designing and delivering personalised training programs;
- understanding your goals, health, training history and circumstances;
- monitoring progress and updating your training;
- conducting body composition assessments;
- managing memberships, bookings and attendance;
- communicating with you about your training and membership;
- processing and administering payments;
- responding to enquiries;
- providing member support;
- maintaining appropriate business and administrative records;
- improving our services and member experience;
- complying with legal and regulatory obligations; and
- managing safety, incidents and emergencies.
We will not use health information for an unrelated purpose simply because we hold it.
5. How your information is held
Personal information may be held electronically or in physical form.
Depending on the information involved, APT records may be held within:
- our member management system, Xoda;
- trainer programming spreadsheets and training records;
- Authentic PT email accounts and communications;
- authorised trainers’ business-related contact records on phones or other devices;
- Mailchimp for appropriate member and marketing communications;
- Ezidebit for payment administration; and
- physical member files, including Body Composition and Goal Planning forms.
Access to information is based on operational requirements and the person’s role within Authentic PT.
Trainers have access to member information required to perform their roles. Access within Xoda is restricted according to system permissions. The owner of Authentic PT has full administrative access.
6. Payment information
Authentic PT uses Ezidebit to administer membership payments.
Payment details such as bank account or card information provided for payment processing are handled within Ezidebit’s system rather than being independently stored by Authentic PT as complete payment credentials.
Authentic PT may retain information relating to payments, membership charges and transactions where required for membership administration, accounting or legal purposes.
7. Protecting your information
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
These measures may include access restrictions, passwords and system permissions, appropriate handling of physical records and limiting access to information according to staff responsibilities.
Our trainers are expected to handle member information confidentially and only access, use or retain information necessary to perform their role.
No method of electronic storage or transmission is completely secure. If we become aware of a privacy or data security incident, we will assess and respond to it in accordance with our legal obligations.
8. Disclosure to other organisations
We may disclose personal information where reasonably necessary to organisations that assist us in operating Authentic PT and providing our services.
These may include providers of:
- member management software;
- payment processing;
- email and communication services;
- website hosting and technology services;
- accounting and professional services;
- data storage and IT services; and
- marketing and analytics services.
We may also disclose information where:
- you have consented or authorised us to do so;
- disclosure is necessary in an emergency or for an appropriate health or safety purpose;
- it is required or authorised by law; or
- another permitted circumstance applies under applicable privacy law.
We do not sell member personal information.
9. Overseas handling of personal information
Some of the technology and service providers used by Authentic PT may process, store or provide access to personal information outside Australia.
In particular, Authentic PT uses Mailchimp for email and marketing communications. Information provided to Mailchimp may be processed in the United States and other countries in which Mailchimp and its service providers operate.
Authentic PT also uses Xoda for member management. Xoda advises that information may be transferred to and stored in countries outside Australia, although the particular countries are not currently specified by Xoda.
Other service providers used by Authentic PT may also use overseas infrastructure or service providers from time to time.
Where Authentic PT discloses personal information to an overseas recipient, we will take reasonable steps as required by applicable Australian privacy law to ensure that the information is handled appropriately.
10. Marketing communications
Authentic PT may communicate with members, past members or prospective members about our services, programs, offers, events and other relevant information where permitted by law.
Marketing communications may be sent by email, SMS or other appropriate communication channels.
You can ask us to stop sending you direct marketing communications at any time, including by using an unsubscribe facility where one is provided or contacting us directly.
We will respect valid opt-out requests.
We do not use sensitive health information for direct marketing unless permitted by law and the appropriate consent has been obtained.
11. Photographs, videos and testimonials
Authentic PT may occasionally use photographs, videos, testimonials, member results or other member content for promotional or marketing purposes.
Where consent is required, we will obtain appropriate permission before using identifiable member content for those purposes.
Any separate consent or permission applying to photographs, videos, testimonials or member results operates alongside this Privacy Policy.
12. Website, cookies and analytics
When you use the Authentic PT website, certain technical information may be collected automatically, such as browser or device information, website activity and information collected through cookies or similar technologies.
We may use website analytics and advertising technologies, including services associated with Google and Meta, to understand website usage, measure advertising performance and improve our marketing.
You may be able to manage cookies and related technologies through your browser or device settings.
13. Accessing or correcting your information
You may request access to personal information Authentic PT holds about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
Requests can be made by contacting:
Alec Draffin
Authentic Personal Training
Level 1, 22 Willoughby Road
Crows Nest NSW 2065
Phone: (02) 8040 5892
Email: alec@authenticpt.com.au
We may need to verify your identity before providing access to personal information.
There may be limited circumstances where access cannot be provided. Where applicable, we will handle the request in accordance with our obligations under privacy law.
14. Retention and destruction
We retain personal information for as long as it is reasonably required for the purposes for which it was collected, to operate our business, maintain appropriate records or comply with legal obligations.
When personal information is no longer required and we are not legally required to retain it, we will take reasonable steps to securely destroy it or de-identify it where appropriate.
This applies to electronic and physical records.
15. Privacy complaints
If you have a concern or complaint about how Authentic PT has handled your personal information, please contact:
Alec Draffin
Email: alec@authenticpt.com.au
Phone: (02) 8040 5892
Please provide enough information for us to understand and investigate your concern.
We will acknowledge and investigate privacy complaints and aim to respond within a reasonable period.
If you are not satisfied with our response, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, systems, information-handling practices or legal obligations.
The current version will be made available through the Authentic PT website.
17. Contact us
For questions about this Privacy Policy, requests to access or correct personal information, or privacy complaints, please contact:
Authentic Personal Training Pty Ltd
ABN 17 606 483 756
Level 1, 22 Willoughby Road
Crows Nest NSW 2065
Phone: (02) 8040 5892
Email: alec@authenticpt.com.au