Privacy Policy

What Information We Collect

We may collect personal information directly from you when:

• You sign up as a member or trial user
• You complete our Health Check, a waiver, or a consultation
• You visit our website or social media platforms
• You contact us via phone, email, web form, or in person
• You interact with our lead forms, landing pages, or third-party integrations

Information we may collect includes:

• Name, address, phone number, email
• Date of birth and gender
• Emergency contact details
• Payment information (via secure payment gateways)
• Health information you give us, such as your Health Check answers, injuries, conditions, or limitations
• For members under 18: the parent or guardian's name, relationship, and contact details
• Membership preferences, booking history, and attendance (including door entry records)
• CCTV footage (see below)

Information We Get From Others

Sometimes we receive your information from someone other than you, for example:

• Fitness Passport or other corporate wellness partners, when you join through them
• Meta (Facebook/Instagram) lead forms, when you send us an enquiry through an ad
• A parent or guardian, when they consent to a member under 18 joining
• A friend or member who refers you

When this happens, we'll let you know we have your information, why, and how to contact us, as soon as reasonably practicable, unless an exception under the Privacy Act applies.

CCTV Use

Champs Fitness premises are monitored by closed-circuit television (CCTV) for safety, security, and incident verification purposes.

• Cameras record 24/7, but they are not monitored live. In an emergency, call 111.
• We do not record inside toilets or changing areas.
• Footage is stored for up to 28 days, unless it's needed longer to investigate an incident.
• Access to footage is limited to the directors and authorised management. It may be shared with Police or WorkSafe where required or permitted by law.
• Signs at the entrance let you know CCTV is in use.

How We Use Your Information

We use your personal information to:

• Provide gym access, membership services, and communication
• Keep you safe: your Health Check answers are used only to make sure you're set up to train safely, and to follow up with you if needed
• Respond to incidents and emergencies, including contacting your emergency contact
• Track attendance and support your training journey
• Process payments and renewals
• Send updates, announcements, and class notifications
• Deliver marketing and promotional communications (you may opt out at any time)
• Respond to queries or customer service requests
• Comply with legal obligations

We may also use non-identifiable information for internal reporting, performance analysis, or system improvements.

Sharing of Information

We do not sell your personal information to third parties. However, we may share data with trusted service providers to help us operate effectively, including:

• GymMaster (membership, access, bookings, and the emails and messages we send members)
• Our payment provider, for direct debits and card payments
• Google Workspace (email and internal documents)
• Webflow (our website and its forms)
• Meta (Facebook/Instagram) for lead capture and ads

Your health information is not shared with marketing platforms. It's only shared with emergency services or medical professionals where needed to protect your health or safety, or with your consent.

All providers are subject to confidentiality agreements and meet data protection standards. We may also disclose information to law enforcement or regulators if required by law.

Overseas Storage & Transfers

Some information (e.g. GymMaster, Google, Meta) may be stored or processed on servers located outside New Zealand, including in the United States. We only share data with providers who uphold protections comparable to the NZ Privacy Act.

Marketing & Communications

We may use your details to contact you with:

• Member updates and announcements
• Class reminders or changes
• Promotional content (offers, new programs, challenges)

All messages include an unsubscribe option. You can also contact us directly at hello@champsfitness.co.nz to be removed from any communication list. We'll still send you essential service and safety messages about your membership.

Website Cookies & Tracking

Our website (champs.fitness) uses the Meta Pixel, a tracking tool from Meta that uses cookies. It helps us measure how our ads perform and show relevant ads to people who've visited our site. Meta may combine this with information it holds about you, under Meta's own privacy policy.

You can control this by:

• Blocking or clearing cookies in your browser settings
• Updating your ad preferences in your Facebook or Instagram account settings

Data Security

We take reasonable steps to ensure your information is protected from unauthorized access, loss, or misuse. This includes:

• Secure passwords, firewalls, and encrypted systems
• Staff training in privacy best practices
• Limited internal access based on role and necessity. Health information can only be seen by management.

We will not retain your information longer than needed for operational or legal reasons. Some records, such as serious incident reports, must be kept for set periods by law.

Access & Correction

You have the right to:

• Request a copy of any personal information we hold about you
• Ask for corrections if you believe it is inaccurate or incomplete

Requests should be made in writing to hello@champsfitness.co.nz.

Privacy Breaches

If a suspected or actual privacy breach occurs, we will investigate promptly. If the breach is likely to cause serious harm, we will notify both the affected individuals and the Office of the Privacy Commissioner as required under the Privacy Act.

Contact Us

For questions, concerns, access requests, or complaints, please contact:

Privacy Officer, Champs Fitness: hello@champsfitness.co.nz

We are committed to resolving any concerns in a respectful and timely manner. If you're not happy with our response, you can contact the Office of the Privacy Commissioner at privacy.org.nz.

Updates to This Policy

This Privacy Policy may be updated from time to time. All changes will be posted on our website, and the most current version will apply. We recommend checking back periodically.

Thank you for trusting Champs Fitness. Your privacy matters to us.