Privacy Policy

Esprit Pilates
23/5B Curtis Rd
Mulgrave NSW 2756
Australia

Effective Date: 25^th June 2026

Esprit Pilates (“Esprit Pilates”, “we”, “us”, or “our”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, hold, use, disclose, and otherwise handle personal information when you use our website, booking system, memberships, classes, wellness services, facilities, creche services, and related offerings.

By accessing our website or using our services, you acknowledge that you have read this Privacy Policy.

1. What this Privacy Policy covers

This Privacy Policy applies to personal information we collect in connection with:

• our website and online booking system;
• in-person Pilates and fitness classes;
• personal training and group training;
• online or virtual classes;
• memberships, casual bookings, packages, and prepaid sessions;
• 24-hour facility access;
• sauna and red light therapy services;
• creche or child minding services; and
• communications with us, including by email, phone, forms, and social media.

This Privacy Policy should be read together with our Terms of Service and any collection notices or consent forms we provide at the time of collection.

2. The kinds of personal information we collect

The personal information we collect depends on how you interact with us, but may include the following.

2.1 Identity and contact details

We may collect:

• your name;
• date of birth;
• residential or postal address;
• email address;
• phone number;
• emergency contact details; and
• account login details or profile information.

2.2 Booking, account, and transaction information

We may collect:

• membership details;
• booking history;
• attendance records;
• class preferences;
• package and session usage;
• waitlist history;
• payment status;
• billing information;
• records of purchases, refunds, credits, and cancellations; and
• information connected with payments processed through Ezidebit.

We use Bookings Essential to help manage bookings, scheduling, memberships, and client accounts. We use Ezidebit to process certain payments, recurring direct debits, and related billing transactions.

We do not usually store your full payment card or bank account details ourselves. Those details are generally collected and processed by our payment and billing providers, although we may receive limited transaction, status, and account information needed to manage your membership or booking.

2.3 Health and wellness information

Because we provide fitness and wellness services, we may collect information relevant to your safe participation, such as:

• pre-exercise screening responses;
• injury information;
• medical conditions or physical limitations you choose to disclose;
• pregnancy or post-partum status where relevant to participation;
• information about heat sensitivity, skin sensitivity, or other wellness-related concerns;
• health declarations and waivers; and
• incident or injury reports.

This type of information may be considered sensitive information under Australian privacy law.

2.4 Facility access and security information

If you use our facility, particularly 24-hour access, we may collect:

• access credential or member tag information;
• access logs and entry records;
• CCTV or surveillance footage where used at our premises;
• records of access incidents, misuse, or safety events; and
• records relating to account restrictions or access suspensions.

2.5 Creche and child information

If you use our creche or child minding service, we may collect information about your child, including:

• name;
• date of birth or age range;
• allergies, medical conditions, support needs, or behavioural information;
• authorised collection details;
• emergency contact details;
• session attendance records; and
• incident records relating to the child’s attendance.

Information about children and health information is handled with particular care.

2.6 Website and device information

When you use our website or booking platform, we may collect technical information such as:

• IP address;
• browser type;
• device type;
• operating system;
• pages viewed;
• session activity;
• referral URLs;
• approximate location derived from IP address; and
• cookie or similar tracking information.

2.7 Communications and enquiries

We may collect information you provide when you:

• contact us by email, phone, website form, social media, or in person;
• make an enquiry;
• request support;
• participate in a survey, promotion, or feedback request; or
• communicate with our staff about bookings, health, account, or service issues.

3. How we collect personal information

We collect personal information in a range of ways, including:

• directly from you when you create an account, make a booking, purchase a membership, complete a form, sign a waiver, or contact us;
• when you attend our Studio, use our Facility, or participate in classes or wellness services;
• from your parent or legal guardian where a minor participates in a permitted service;
• from you when you provide information about your child for creche use;
• automatically through our website, booking system, cookies, analytics tools, and access systems;
• through Bookings Essential, where you enter or manage booking, membership, attendance, or profile information using that platform;
• through Ezidebit, where payment, direct debit, or billing information is collected or processed in connection with your membership or purchase; and
• from incident reports, staff observations, or communications where relevant to safety, service delivery, or account administration.

Where it is reasonable and practical, we will collect personal information directly from you.

4. Why we collect, use, and hold personal information

We collect, use, and hold personal information for purposes including:

• providing and managing our classes, memberships, bookings, packages, and online services;
• delivering personal training, group training, and wellness services;
• helping us provide services safely and appropriately;
• managing 24-hour facility access and studio security;
• administering sauna, red light therapy, and other wellness bookings;
• providing creche or child minding services;
• communicating with you about bookings, schedules, changes, support requests, and service updates;
• processing payments, direct debits, renewals, credits, refunds, and failed payments, including through Ezidebit;
• verifying identity and managing accounts;
• administering client records through Bookings Essential;
• responding to incidents, complaints, or disputes;
• maintaining safety, security, and operational integrity at our premises;
• improving our services, systems, website, and customer experience;
• sending marketing communications where permitted by law or with your consent; and
• complying with legal and regulatory obligations.

We may also use de-identified or aggregated information for internal reporting, service planning, and business improvement.

5. Sensitive information

Some information we collect, especially health information, is sensitive information under Australian privacy law.

We will only collect sensitive information where:

• you consent;
• the information is reasonably necessary for one or more of our functions or activities;
• collection is required or authorised by law; or
• another lawful exception applies.

We use sensitive information primarily to assess suitability for participation, provide services more safely, respond to incidents, and manage our business operations.

You do not have to provide health information to us, but if you choose not to provide information relevant to safe participation, we may not be able to provide certain services or may need to limit your participation.

6. What happens if you do not provide information

If you do not provide requested personal information, we may be unable to:

• create or manage your account;
• process bookings or payments;
• provide memberships, classes, or wellness services;
• assess whether a service is suitable or safe for you or your child;
• provide 24-hour facility access;
• provide creche services; or
• respond fully to your enquiry or request.

7. Disclosure of personal information

We may disclose personal information to third parties where reasonably necessary for the purposes described in this Privacy Policy, including to:

• Bookings Essential, for booking management, scheduling, membership administration, and client account management;
• Ezidebit, for payment processing, recurring billing, direct debit management, and related account administration;
• website hosting, IT, analytics, and cloud storage providers;
• access control, security, and CCTV service providers;
• email, SMS, and customer communication providers;
• trainers, instructors, child minding staff, and contractors who need the information to provide services;
• professional advisers, such as accountants, lawyers, insurers, and auditors;
• regulators, government authorities, law enforcement, or courts where required or authorised by law; and
• emergency contacts, medical professionals, or emergency services where reasonably necessary to protect health or safety.

We do not sell personal information to third parties.

Where third-party providers handle personal information on our behalf, we take reasonable steps to ensure they are subject to appropriate confidentiality and privacy obligations.

8. Overseas disclosure

Some of our third-party service providers, including technology, booking, cloud, communications, or payment providers, may store or process personal information outside Australia.

This may include providers used by us directly, as well as subprocessors used by Bookings Essential or Ezidebit as part of their service delivery.

Where we disclose personal information to overseas service providers, we will take reasonable steps to ensure that the information is handled in a manner consistent with applicable Australian privacy law, unless an exception applies.

Because service provider infrastructure may change from time to time, it may not be practical to list every country in which data is processed. If you would like more information about overseas disclosures relevant to our current systems, you can contact us using the details below.

9. Cookies, analytics, and online tracking

Our website may use cookies and similar technologies to:

• keep the website functioning properly;
• remember preferences;
• analyse website traffic and usage;
• improve website performance and user experience; and
• support marketing or remarketing activities where used.

If our website or booking pages use cookies or similar tracking through Bookings Essential or related integrations, information about your use of those services may also be collected through those technologies.

You can usually control cookies through your browser settings. If you disable some cookies, parts of the website or booking system may not function properly.

We may use analytics or advertising tools provided by third parties. Those providers may collect information in accordance with their own privacy practices.

10. Direct marketing

We may send you marketing communications about our classes, memberships, events, promotions, or related services where permitted by law.

You can opt out of marketing emails at any time by using the unsubscribe link in the message or by contacting us.

Even if you opt out of marketing, we may still send you non-marketing communications that are necessary for service delivery, such as booking confirmations, billing notices, failed payment notices, policy updates, safety information, or account-related messages.

11. Storage and security of personal information

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

Those steps may include:

• secure booking and payment systems;
• password-protected accounts;
• restricted staff access to information;
• physical security measures at our premises;
• CCTV and access controls where appropriate;
• secure document storage;
• policies and procedures for handling personal information; and
• use of reputable third-party software and service providers, including Bookings Essential and Ezidebit.

No method of transmission over the internet or electronic storage is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee absolute security.

12. How long we keep personal information

We keep personal information for as long as reasonably necessary for the purposes for which it was collected, including to:

• provide services;
• maintain business, payment, and safety records;
• comply with legal, accounting, tax, insurance, and regulatory obligations;
• resolve disputes; and
• enforce our agreements.

When personal information is no longer reasonably needed, we will take reasonable steps to destroy it or de-identify it, unless we are required or authorised by law to retain it.

13. Access to and correction of personal information

You may request access to personal information we hold about you, and you may request correction of inaccurate, out-of-date, incomplete, irrelevant, or misleading information.

We may need to verify your identity before processing your request.

In some circumstances, the law may allow us to refuse access or correction, in whole or in part. If that happens, we will provide written reasons where required by law.

To request access or correction, contact us using the details in the Contact section below.

14. Children’s information

Where we collect personal information about a child in connection with our creche or another permitted service, we generally collect that information from the child’s parent or legal guardian.

Parents and guardians are responsible for ensuring that the information they provide about a child is accurate and up to date.

We collect and use children’s information only to the extent reasonably necessary to provide the relevant service, maintain safety, communicate with parents or guardians, and manage our operations.

15. CCTV, surveillance, and facility monitoring

We may use CCTV or other lawful monitoring measures at or around our premises for purposes including:

• site security;
• member and staff safety;
• incident investigation;
• prevention of misuse, theft, or unauthorised access; and
• management of 24-hour facility access.

Where CCTV is used, we aim to use signage or other reasonable notice.

Surveillance footage may be accessed by authorised personnel and disclosed where reasonably necessary for the purposes above or where required by law.

16. Third-party links and platforms

Our website or communications may contain links to third-party websites, apps, or platforms, including Bookings Essential, Ezidebit, social media platforms, payment processors, or video platforms.

We are not responsible for the privacy practices of those third parties. You should review their privacy policies before providing personal information through their services.

17. Complaints

If you believe we have mishandled your personal information, you can contact us using the details below and explain your concern.

We will review your complaint and 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).

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, systems, or business practices.

When we update this Privacy Policy, we will post the revised version on our website and update the Effective Date. If the changes are material, we may also take additional steps to notify you, such as by email or through the booking platform.

19. Contact us

If you have questions, want to request access or correction, or wish to make a privacy complaint, please contact us:

Esprit Pilates
23/5B Curtis Rd
Mulgrave NSW 2756
Australia

Email: melissasiniawski@hotmail.com
Phone: 0424467751
Website: espritpilates.com.au