Privacy Policy

1. Introduction

State of Fitness Pty Ltd (ABN 39 641 837 989) operates the website stateoffitness.com.au and the State of Fitness member platform at app.stateoffitness.com.au. We are committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Health Records Act 2001 (Vic).

This policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights in relation to it. If you have any questions, please contact us at info@stateoffitness.com.au.

2. Information We Collect

Identity and contact information:

• Name, email address, phone number, date of birth, home address
• Emergency contact name, phone number, and relationship to you

Health and fitness information:

• Health history, injuries, medical conditions, and medications provided during consultations and assessments
• Movement assessment results, range of motion data, and Movement Quality Scores
• Body composition data collected via Evolt 360 scanning (weight, muscle mass, body fat, visceral fat)
• Training history, program data, exercise logs, and progress records
• Session attendance and booking history
• Coaching notes, feedback, and progress observations

Wearable and health device data (where you choose to connect a device):

• Activity: daily steps, active minutes, calories burned, distance
• Sleep: duration, sleep stages (deep, REM, light), sleep quality scores
• Recovery and readiness: recovery scores, readiness scores, Heart Rate Variability (HRV), resting heart rate
• Strain and training load
• Respiratory rate and blood oxygen levels (where recorded by your device)
• Body Battery or energy scores (Garmin)
• Stress scores (where recorded by your device)

Connecting a wearable device is entirely optional. You can disconnect at any time.

Nutrition data (where you choose to connect a nutrition platform):

• Daily calorie and macronutrient intake (protein, carbohydrates, fat)
• Micronutrient data
• Meal logs

Connecting a nutrition platform is entirely optional. You can disconnect at any time.

Payment and billing information:

Processed via Stripe or EziDebit. We do not store your full payment card or bank account details.

Website and app usage data:

Pages visited, features used, device type, IP address, session duration

Communications:

Messages sent via the member app, email, SMS, or contact forms

3. How We Collect Information

We collect information:

• Directly from you when you complete forms, assessments, or profile information in studio or via our member platform
• Through your use of the State of Fitness member app and coaching platform
• From wearable fitness platforms you explicitly choose to connect (such as Garmin, Whoop, Oura Ring, Polar, Suunto)
• From nutrition tracking platforms you explicitly choose to connect (such as Cronometer)
• Via cookies and analytics tools when you visit our website
• From third-party payment processors when you make a payment

4. How We Use Your Information

We use your personal information to:

• Deliver and personalise our personal training and coaching services
• Design and update your training program based on your health, fitness, and recovery data
• Provide your assigned coach with context about your health trends, recovery status, and nutrition to inform programming decisions
• Generate AI-assisted coaching insights and program recommendations (see Section 5b)
• Communicate with you about your program, schedule, bookings, and progress
• Process payments and manage your membership
• Send you relevant updates, session reminders, and program notifications (you may adjust preferences at any time in the app)
• Conduct movement assessments and track progress over time
• Comply with our legal obligations
• Improve our services and platform

5. Third Parties We Share Data With

All third-party providers are required to handle your data in accordance with applicable privacy laws. We only share the minimum data necessary for each service to function.

5a. Sensitive Information

Health information is classified as sensitive information under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic), and is subject to a higher standard of protection.

We collect sensitive information — including health history, injury data, body composition, movement assessment results, and wearable health metrics — only where necessary to deliver our coaching and personal training services.

We will only use or disclose your sensitive information:

• For the primary purpose for which it was collected (delivering your personalised training program and coaching services)
• For a secondary purpose directly related to the primary purpose
• With your explicit consent
• Where required or authorised by law

We will not use your health or fitness information for marketing purposes without your explicit consent.

Access to your sensitive health information within State of Fitness is restricted to your assigned coach and authorised State of Fitness owners and senior administrative staff. Your health data is never shared with other members or third parties beyond what is described in this policy.

5b. AI-Assisted Coaching

AI Program Generation:

Your coach uses an AI-assisted tool to help design personalised training programs based on your health information, assessment results, coaching notes, and goals. All AI-generated programs are reviewed, modified as appropriate, and approved by your coach before being assigned to you. The AI is a tool that supports your coach — your coach makes all final decisions about your training.

Maverick AI Assistant:

Our member platform includes an AI chat assistant named Maverick, powered by Anthropic PBC. Maverick can help answer questions about your program and training. Conversations with Maverick are processed by Anthropic to generate responses. We do not use Maverick conversations for marketing purposes.

Maverick is not a substitute for advice from your coach and is not a medical service. Please do not share sensitive personal or financial information via Maverick. For health concerns, speak directly with your coach or a qualified health professional.

Anthropic’s privacy policy is available at anthropic.com/privacy.

5c. Wearable and Health Integration Data

What we collect and why:

When you choose to connect a wearable device or nutrition platform to your State of Fitness account, we sync daily health metrics to your coaching profile. This data is used exclusively to help your coach understand your recovery, sleep quality, and overall health status so they can personalise your training accordingly.

Your control:

• Connecting any wearable or nutrition platform is entirely your choice
• You can disconnect any integration at any time via Settings → Health Integrations in the member app
• Disconnecting stops future data from syncing immediately
• You can request deletion of all previously synced wearable or nutrition data at any time (see Section 8)

Who can see your wearable data:

Your assigned coach and authorised State of Fitness owners and senior administrative staff. No other parties.

How long we keep it:

Daily wearable metrics (steps, sleep, HRV, recovery scores) and nutrition logs are retained for 90 days on a rolling basis and then automatically deleted. Clinical health records (assessment results, injury history, program data) are retained for a minimum of 7 years as required by law (see Section 9).

Apple Health:

Apple Health integration is planned for a future version of the State of Fitness app. Due to Apple’s HealthKit requirements, this feature requires a native iOS app and is not currently available.

6. Cookies

Our website uses cookies to:

• Analyse website traffic and usage (Google Analytics)
• Remember your preferences
• Improve site performance

You can disable cookies in your browser settings. Some site features may not function correctly without cookies.

7. Data Storage and Security

Your personal information is stored on servers located in Australia and the United States. We take the following steps to protect your information:

• Encrypted data transmission (TLS/SSL) for all data in transit
• Database-level security ensuring staff can only access data relevant to their role
• Access controls limiting sensitive health data to authorised staff only
• Regular security reviews of our platform and third-party integrations
• Automated deletion of time-limited data categories (wearable metrics and nutrition logs after 90 days)

No internet transmission is completely secure. If you have concerns about the security of your data, please contact us at info@stateoffitness.com.au.

8. Your Rights

Under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic), you have the right to:

Access: Request a copy of the personal information we hold about you.

Correction: Request correction of inaccurate or incomplete information.

Deletion: Request deletion of your personal information, subject to legal retention requirements. Clinical health records must be retained for a minimum of 7 years under Victorian law and cannot be deleted on request during this period. Wearable sync data and nutrition logs can be deleted at any time on request.

Wearable data deletion: Request deletion of all wearable and nutrition integration data specifically, without affecting your broader membership or health record. You can do this via Settings → Health Integrations in the member app, or by contacting us directly.

Disconnect integrations: Disconnect any wearable or nutrition platform at any time via Settings → Health Integrations in the member app.

Opt out of marketing: Unsubscribe from marketing communications at any time via the unsubscribe link in any email, or by contacting us directly. Transactional communications (session reminders, program updates, booking confirmations) are part of delivering your service and cannot be opted out of while your membership is active.

Adjust notification preferences: Update your notification preferences at any time via Settings in the member app.

To exercise any of these rights, contact us at info@stateoffitness.com.au or via the member app.

9. Data Retention

For clients who were minors at the time of their last contact, health records are retained until they reach 25 years of age or 7 years from last contact, whichever is longer.

10. Notifiable Data Breaches

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme (Privacy Act 1988, Part IIIC).

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via email or a notice in the member app. The current version is always available at:

• stateoffitness.com.au/privacy-policy
• app.stateoffitness.com.au/privacy

12. Contact Us

• State of Fitness Pty Ltd
• ABN 39 641 837 989
• Level 2, 349 Chapel Street, South Yarra VIC 3141
• Email: info@stateoffitness.com.au
• Phone: 0488 869 732

If you are not satisfied with our response, you may contact:

• Office of the Australian Information Commissioner (OAIC)
  oaic.gov.au | 1300 363 992
• Health Complaints Commissioner (Victoria)
  hcc.vic.gov.au | 1300 582 113