This policy explains what personal information Wheatbelt Strength collects, why, and what we do with it. Effective from 7 October 2026.

1. What we collect

• Contact details: name, email, phone, address and date of birth.

• Payment details: handled by our payment provider. We don't store your full card or bank details ourselves.

• Emergency contact: the name, relationship and phone number of someone we can call if you're unwell or injured. Please let them know you've given us their details.

• Health and injury information: your pre-exercise screening answers, current and past injuries, pain, and any guidance from your physio, GP or other health professional. We only collect this with your consent, and only what we need to train you safely.

• Training information: your goals, training history, program and progress.

• Photos and video: only if you've agreed to it (see section 3).

• Website data: basic information such as your browser, device and IP address, collected automatically when you visit our website.

2. How we use it and who we share it with

We use your information to run your membership, take payments, write your program, coach you safely and contact you about your training.

We don't sell, rent or trade your information. We only share it:

• With your health professional, and only if you've given us written consent on your intake form. You can withdraw that consent at any time.

• With the systems we use to run the business, which store your information on our behalf:

Service + What it holds

PTMinder + Membership, bookings, payments and contact details

ClickUp + Intake form answers, including health information, and client admin

Stripe + Payment details

Squarespace + Website and online shop orders

Mailchimp + Name and email, for newsletters

Some of these services store data outside Australia, including in the United States. We choose services that take security seriously, but overseas laws may not give the same protection as Australian law.

• In an emergency, with your emergency contact or ambulance staff.

• Where the law requires it.

3. Photos, emails and your choices

• Photos and video: we take photos and video in the gym for our social media and website. We follow the choice you made on your intake form. If you change your mind, tell us and we'll stop using new images of you and remove existing ones from our own pages where we can.

• Emails: we'll send you emails about your membership and bookings. We may also send newsletters and offers. You can unsubscribe from those at any time using the link in the email.

4. Storage, security and how long we keep it

Your information is stored in the systems listed in section 2, with access limited to the Wheatbelt Strength coaches and staff who need it. Health information is only seen by the coaches who program for you.

No system is completely secure, but we use password-protected accounts and limit who can see what.

We keep:

• Financial records for at least 5 years, as required for tax.

• Health screening and injury records for 7 years after your membership ends, in case they're needed for an injury or insurance claim.

• Everything else for as long as you're a member, then for 2 years, after which we delete or de-identify it.

5. Your rights and complaints

• Access and correction: you can ask to see the information we hold about you, or ask us to correct it. Email us and we'll respond within 30 days.

• Deletion: you can ask us to delete your information. We'll delete what we can, but some records must be kept for the periods in section 4.

• Complaints: if you're unhappy with how we've handled your information, email us with the details. We'll respond within 30 days. If you're still not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

6. Changes and contact

We may update this policy. The current version is always on our website, with the date it took effect.

• Email: wheatbeltstrength@gmail.com

• Phone: 0439 995 569

• Wheatbelt Strength, 13B Clayton Road, Narrogin WA 6312