Privacy Policy

The Vault Gym
ABN: 56 116 363 391
Effective date: 11 August 2026
Last updated: 11 August 2026

The Vault Gym respects your privacy and is committed to protecting the personal information and health information that we collect, use, store and disclose.

This Privacy Policy explains how The Vault Gym handles personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where applicable.

By using our services, website or facilities, you acknowledge that you have had the opportunity to read this Privacy Policy.

1. Who we are

In this Privacy Policy, “The Vault Gym”, “we”, “us” or “our” means:

The Vault Gym
ABN: 56 116 363 391
Email:chelsea@thevaultgym.com.au
Phone: 5998 8737 or 0459 737 992

Our gym is located in Tooradin, Victoria, Australia.

If you have any questions about this Privacy Policy or how we handle your personal information, you can contact us using the details above.

2. What personal information do we collect?

Depending on how you interact with The Vault Gym, we may collect and hold the following types of information.

Contact and identification information

This may include:

  • Full name

  • Date of birth

  • Residential or postal address

  • Email address

  • Telephone or mobile number

  • Emergency contact details

  • Membership information

  • Account details

  • Information required to verify your identity where reasonably necessary

Payment and financial information

We collect information necessary to establish and administer memberships, payments and other services.

This may include:

  • Payment details

  • Transaction information

  • Membership fees

  • Payment history

  • Direct debit information

  • Information relating to outstanding, failed or cancelled payments

Payment information may be processed and stored by our membership and payment service providers rather than directly by The Vault Gym.

Health and fitness information

When you become a member or participate in our services, we may collect health and fitness information that is reasonably necessary to provide safe and appropriate services.

This may include:

  • Pre-exercise screening information

  • Health information voluntarily provided by you

  • Injuries or physical limitations

  • Relevant medical or health information

  • Exercise history

  • Fitness information

  • Training goals

  • Exercise preferences

  • Training programs

  • Measurements and progress information

  • Information relevant to exercise programming or nutrition coaching

Health information is sensitive information under Australian privacy law and is handled with additional care.

3. Information collected through ClubFit

The Vault Gym uses ClubFit to manage memberships and related gym administration.

Information held or processed through ClubFit may include:

  • Contact details

  • Membership information

  • Payment and transaction information

  • Health and fitness information

  • Pre-exercise screening information

  • Other information provided as part of membership registration or management

ClubFit may store or process information on our behalf as part of providing its services.

4. Information collected through My PT Hub

For members who receive an exercise program or related coaching services, The Vault Gym uses My PT Hub to assist with program delivery and management.

Information stored or processed through My PT Hub may include:

  • Health and fitness information

  • Exercise programs

  • Training history

  • Exercise performance

  • Progress information

  • Fitness goals

  • Other information provided for the purpose of delivering exercise programming or coaching

Access to this information is limited to authorised persons who reasonably require it to provide the relevant service.

5. CCTV and security information

Our premises are monitored by CCTV for security and safety purposes.

CCTV may be used for:

  • Protecting members, staff, contractors and visitors

  • Protecting gym property and equipment

  • Preventing and investigating theft, vandalism or other incidents

  • Monitoring security

  • Investigating incidents

  • Responding to emergencies and safety matters

CCTV footage may capture images of members, visitors, staff, contractors and other individuals entering or using our premises.

We also use 24/7 security monitoring provided by Securitas Australia Remote Services, including monitoring connected to our security system and duress buttons.

Securitas Australia Remote Services may receive or process information generated by our security systems, including alarm events, duress button activations and other information reasonably necessary to assess and respond to security or emergency incidents.

6. Website and online information

The Vault Gym operates a website using Square and may collect information when you visit or interact with our website.

Depending on the services and features enabled on our website, information collected may include:

  • IP address

  • Browser and device information

  • Pages visited

  • Date and time of website visits

  • Website usage information

  • Cookies and similar technologies

  • Information submitted through website forms

  • Information relating to online purchases, enquiries or interactions

Square and other technology providers may collect or process information in connection with the operation of our website.

Third-party providers may have their own privacy policies and terms governing how they collect and handle information.

7. Social media

The Vault Gym operates social media accounts, including Instagram and Facebook.

If you interact with us through social media, we may receive information associated with that interaction, including:

  • Your name or username

  • Comments

  • Messages

  • Reactions or interactions

  • Information you choose to provide to us

Instagram and Facebook may independently collect and process information about your use of their platforms in accordance with their own privacy policies.

8. How do we collect personal information?

We may collect personal information directly from you when you:

  • Become a member

  • Complete membership or registration forms

  • Complete health or pre-exercise screening information

  • Make a payment

  • Renew or change your membership

  • Participate in personal training

  • Participate in group fitness

  • Receive an exercise program

  • Participate in nutrition or fitness coaching

  • Contact us by phone, email or social media

  • Use our website

  • Enter a competition or promotion

  • Attend or participate in a gym event

We may also collect information automatically through our website, CCTV and security systems.

In some circumstances, we may receive information from third-party service providers that assist us in operating our business and providing services to you.

9. Why do we collect and use your information?

We collect and use personal information where reasonably necessary for our business activities and to provide our services.

This may include:

  • Establishing and administering memberships

  • Processing payments

  • Managing member accounts

  • Communicating with members

  • Providing personal training

  • Providing group fitness services

  • Developing exercise programs

  • Providing nutrition or fitness coaching

  • Understanding relevant health and fitness considerations

  • Managing classes and bookings

  • Responding to enquiries

  • Maintaining gym security

  • Protecting members, staff and visitors

  • Responding to emergencies and incidents

  • Managing complaints

  • Maintaining business records

  • Improving our services

  • Operating our website

  • Managing online services

  • Sending relevant marketing communications where permitted

  • Complying with legal and regulatory obligations

  • Establishing, exercising or defending legal claims

  • Preventing fraud, theft or misuse of our services

We will not use health information for unrelated purposes without an appropriate legal basis or consent where consent is required.

10. Health information

Because The Vault Gym provides fitness and exercise-related services, we may collect information about your health and physical condition where reasonably necessary to provide those services safely and appropriately.

We will take reasonable steps to ensure that health information is:

  • Collected only where reasonably necessary

  • Used for appropriate purposes

  • Kept secure

  • Accessible only to authorised persons who reasonably require access

  • Not disclosed to unrelated third parties without an appropriate legal basis or consent where consent is required

Health information will not be used for direct marketing unless we have obtained any consent required by applicable privacy law.

11. Who may we disclose your information to?

We may disclose personal information where reasonably necessary to provide our services and operate our business.

Depending on the circumstances, this may include:

  • ClubFit

  • My PT Hub

  • Payment and direct debit providers

  • Square

  • Website and technology providers

  • Securitas Australia Remote Services

  • CCTV and security service providers

  • Trainers and contractors where access is reasonably necessary to provide services

  • Professional advisers, including accountants, lawyers and insurers

  • IT and technology service providers

  • Emergency services

  • Government bodies and regulators

  • Law enforcement agencies where required or authorised by law

  • Other parties where you have provided consent or disclosure is otherwise permitted or required by law

We do not sell or rent members’ personal information to third parties.

12. Third-party service providers

The Vault Gym uses third-party software and service providers to operate our business and provide services to members.

These providers may store or process personal information on our behalf.

ClubFit

Used for membership administration and may process contact details, membership information, payment-related information and health and fitness information.

My PT Hub

Used for members who receive exercise programs or related coaching services and may process health and fitness information, exercise programming and progress information.

Square

Used in connection with our website and related online services and may process information associated with website interactions and transactions.

Securitas Australia Remote Services

Provides 24/7 security monitoring for The Vault Gym, including monitoring associated with our security system and duress buttons.

Securitas Australia Remote Services may receive information necessary to monitor alarms, respond to duress activations, assist with emergencies and investigate security incidents.

13. Overseas disclosure and storage

Some third-party technology and service providers used by The Vault Gym may store or process personal information outside Australia.

The Vault Gym does not represent that all personal information will always be stored exclusively within Australia.

Where personal information is likely to be disclosed overseas, we will take reasonable steps to comply with applicable Australian privacy requirements.

Because third-party providers may change their infrastructure, subcontractors or data-storage arrangements, the countries in which information may be stored or processed may change from time to time.

14. Security of personal information

We take reasonable steps to protect personal information from:

  • Misuse

  • Interference

  • Loss

  • Unauthorised access

  • Unauthorised modification

  • Unauthorised disclosure

Security measures may include:

  • Access controls

  • Password protection

  • Restricted staff access

  • Secure third-party software platforms

  • Physical security measures

  • CCTV

  • 24/7 security monitoring

  • Alarm and duress systems

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

If we become aware of an eligible data breach that is likely to result in serious harm, we will comply with our obligations under Australia’s Notifiable Data Breaches scheme.

15. CCTV footage retention

CCTV footage is collected for security and safety purposes.

Access to CCTV footage is restricted to authorised persons and may be provided to:

  • Securitas Australia Remote Services

  • Law enforcement

  • Emergency services

  • Insurers

  • Legal advisers

  • Other relevant parties where reasonably necessary or required or authorised by law

CCTV footage is generally retained only for as long as reasonably necessary for security, operational, incident investigation, legal or insurance purposes, subject to the capabilities and retention settings of our security system.

Where footage is relevant to an incident, complaint, insurance claim or legal matter, it may be retained for longer.

16. Accessing your personal information

You may request access to personal information that The Vault Gym holds about you.

We will generally provide access unless an exception under applicable law applies.

To request access, please contact us using the contact details at the end of this Privacy Policy.

We may need to verify your identity before providing access to personal information.

17. Correcting your personal information

We take reasonable steps to ensure that personal information we hold is accurate, complete and up to date.

If you believe information we hold about you is inaccurate, incomplete or out of date, you can request that we correct it.

We will consider your request and, where appropriate, update the information.

18. Marketing communications

We may use your contact information to communicate with you about:

  • The Vault Gym

  • Memberships

  • Classes

  • Events

  • Promotions

  • New services

  • Other relevant gym-related information

We will comply with applicable laws relating to electronic marketing communications.

You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.

Opting out of marketing communications will not prevent us from sending important administrative or service-related communications, such as membership information, payment notices, safety information or other communications necessary to manage your membership.

We will not use health information for direct marketing unless we have obtained any consent required under applicable privacy law.

19. Children and young members

Where The Vault Gym provides services to children or young people, we may collect personal information and relevant health or fitness information necessary to provide those services safely.

Where appropriate, we may seek information or consent from a parent or legal guardian.

We take additional care when handling information relating to children and will only collect information reasonably necessary for the services being provided.

20. Cookies and website analytics

Our website may use cookies and similar technologies to:

  • Operate the website

  • Remember preferences

  • Understand website usage

  • Monitor website performance

  • Improve our website and services

  • Measure marketing or advertising effectiveness where applicable

Some cookies or analytics technologies may be provided by third parties.

You may be able to manage or disable cookies through your browser settings. Disabling certain cookies may affect website functionality.

21. Photographs and video

From time to time, The Vault Gym may take photographs or videos at the gym for legitimate business purposes, including:

  • Marketing

  • Social media

  • Events

  • Promotions

  • Gym-related communications

Where an identifiable individual is intentionally featured in promotional material, we will seek appropriate permission where required.

Members and visitors should be aware that other people may appear incidentally in photographs or videos taken at the gym.

We will take reasonable steps to respect individuals’ privacy when creating and publishing promotional content.

22. Complaints

If you believe The Vault Gym has mishandled your personal information, you can contact us and make a privacy complaint.

We will:

  1. Acknowledge your complaint where appropriate;

  2. Investigate the circumstances;

  3. Consider the information available to us;

  4. Take reasonable steps to address the complaint; and

  5. Provide you with the outcome of our investigation.

We aim to resolve privacy complaints promptly and fairly.

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).

23. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

  • Our business operations

  • Technology and service providers

  • Privacy laws

  • Our information-handling practices

The latest version of this Privacy Policy will be made available through our website.

24. Contact us

If you have questions about this Privacy Policy, want to access or correct your personal information, or wish to make a privacy complaint, please contact:

The Vault Gym
ABN: 56 116 363 391

Email:chelsea@thevaultgym.com.au
Phone: 5998 8737
Mobile: 0459 737 992
Location: Tooradin, Victoria, Australia

Privacy Policy version: 1.0
Effective date: 11 August 2026