CoachedByB is a fitness coaching business operated by Brooke Granger, ABN 97 713 548 760, 63 Spencer Street, Bunbury WA 6230. You can reach us at brooke@coachedbyb.com.au.

We handle your information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This policy explains what we collect, why, who we share it with, and what you can do about it.

It covers everyone whose personal information we hold. That includes coaching clients, membership clients, anyone who buys a training program, anyone who enquires and never signs up, subscribers to our email list, visitors to our website, and anyone else we deal with in running the business.

Contact and account information. Your name, date of birth, email address, phone number, postal or billing address, your Instagram or other social media handle, your signature where you sign a form, and your login details for the coaching app.

Health information. Your pre-exercise screening answers, injuries, medical conditions, medications, supplements, allergies and intolerances, pregnancy and breastfeeding status, whether you smoke, your family medical history, and anything else you tell us about your health. We also collect body measurements, weight, progress photos, training videos, any medical clearance or letters you upload, and check-in answers about sleep, stress, energy, digestion and mood.

Training and nutrition information. Your goals, training history, equipment, schedule, food preferences, what you log in the app, and your calorie and macro targets.

Payment information. What you have paid, when, and your payment history. We do not see or store your full card number. That sits with our payment provider.

Communications. Emails, messages in the coaching app, Instagram direct messages, WhatsApp messages, form submissions and anything you send us.

Your choices. What you have agreed to, including whether you have opted in to marketing emails and what you are happy for us to share from your progress.

Website information. Pages visited, approximate location, device and browser type, and how you found us.

Anything else you choose to send us. We only ask for what we reasonably need, but if you send us something that does not fit the categories above, we hold it and handle it under this policy.

Health information is sensitive information under the Privacy Act, which means we only collect it with your consent. You give that consent when you complete your screening questionnaire and onboarding forms.

We collect only what we reasonably need to coach you safely. You do not have to give us health information, but if you do not we may not be able to coach you, because we cannot design a safe program without knowing about injuries, conditions or medications.

Directly from you, through our enquiry form, onboarding forms, screening questionnaire, check-ins, emails, direct messages, calls and anything you upload to the coaching app.

Automatically, when you use our website, through cookies and analytics.

Directly from you, through our enquiry form, onboarding forms, screening questionnaire, check-ins, emails, direct messages, calls and anything you upload to the coaching app.

Automatically, when you use our website, through cookies and analytics.

Occasionally from someone else. If a friend wants to refer you, we ask them to pass our details on to you rather than give us yours, so the first contact is always yours to make. If we do receive your details from someone else, we will tell you where they came from when we first get in touch.

To design and deliver your program, set your targets and adjust them as you go.

To review your check-ins and reply to you.

To keep you safe, which is why we ask about injuries, conditions and medications, and why we sometimes ask for medical clearance before you start or continue.

To take payment, issue receipts and manage your account.

To communicate with you about your coaching, your payments and your account.

To run and improve our business, including the software and AI tools we use to do that.

To share progress, results or testimonials in our marketing, where you have agreed to it.

To handle a complaint, respond to a claim, or deal with our insurer if we need to.

To meet our tax, accounting and legal obligations.

To send you our emails. As a client you will receive these, and you can unsubscribe at any time.

We do not sell your information to anyone, and we never will.

Progress photos and training videos are health information and we treat them that way.

We will never use photos, videos, or anything else that identifies you in marketing without your written consent. That consent is optional, you choose exactly what we can share and where, and you can withdraw it at any time by emailing us. Declining or withdrawing does not affect your coaching in any way.

If you withdraw, we stop using your content in anything new. We may not be able to remove it from things already published or shared by other people.

De-identified content may be shared, such as a screenshot of a check-in answer or a progress graph, with your name, photo, handle and any identifying detail removed.

Photos and videos you send us are stored on our phone and in our coaching app. Our phone is passcode protected.

We use third-party platforms to run the business. Each one only receives what it needs.

Coaching delivery. Everfit, which holds everything in your coaching app.

Payments. Stripe, which processes your payments and holds your payment history.

Accounting. Xero, which holds your name, contact details and invoice history.

Email. Microsoft Outlook for our email, and MailerLite for the emails we send our list.

Booking and calls. Calendly for bookings and Zoom for video calls.

File storage and content. Google Drive, Notion, Canva and Loom.

Website and forms. Squarespace for our website and Fillout for our enquiry form.

Website analytics and advertising. Google and Meta, where we use analytics or advertising tools on our website. Our cookies section below explains this.

Automation. Zapier, which moves information between the systems above.

Messaging. Instagram, Facebook and WhatsApp, where you choose to message us there.

Device backup. Information on our phone and computer may back up to Apple, Microsoft or Google cloud storage.

AI tools. We use AI tools, including Claude and ChatGPT, to help run our business. Some connect to our coaching app and can access the information held there, including your health information and photos. We do not use them to make decisions about your coaching.

People who help us run the business. From time to time we may work with an assistant, another coach or a specialist. Where they need access to your information to do their work, they only get what they need, they use it only for that purpose, and they are required to keep it confidential. Some of them may be based overseas.

Professional advisers. Our accountant, our insurer and our lawyer, where we need advice or need to respond to a claim.

We also share information where the law requires it, or where it is necessary to deal with a serious threat to someone's life, health or safety.

Most of the platforms and services we use are based in the United States and store information there.

Xero is based in New Zealand and stores information there and in the United States.

Some of the people who help us run the business may be based in other countries.

Privacy laws in those countries are different from Australia's.

When you become a client we add you to our email list, because you would reasonably expect to hear from your coach about training and nutrition. If you are not a client, we only add you if you tick the box.

Every email has an unsubscribe link, and clicking it removes you straight away. You can also email us to be removed, and we will action that within 5 business days.

Unsubscribing does not affect your coaching, and it does not stop emails about your coaching, your payments or your account, which are not marketing.

We do not use your health information to decide what marketing to send you.

Our website uses cookies, which are small files stored on your device. Some are needed for the site to work. Others help us understand how people use the site.

We may use Google Analytics to see how visitors find and move through the site, and a Meta Pixel to measure whether our social media advertising is working. These tools collect information about your visit and may connect it to your Google or Facebook account.

You can turn off or delete cookies in your browser settings. Some parts of the site may not work properly if you do.

We take reasonable steps to protect your information from misuse, loss, and unauthorised access, modification or disclosure. That includes password protection on the accounts and devices that hold client information. Some information is held on our own phone and computer, which are passcode or password protected. Access is limited to Brooke and to anyone helping her who needs it for their work.

No system is completely secure. If something goes wrong, see the section on data breaches below.

We keep your information for as long as we need it for the purposes described above, and then take reasonable steps to delete or de-identify it. In practice we clear out client records within about 3 years of an agreement ending, and often sooner.

We keep financial records for 5 years because the ATO requires it. Those records include your name and payment history.

Some information stays with the platforms listed above under their own retention policies, and some messages and emails may remain in our inbox or message history.

You can ask us for a copy of the information we hold about you, and you can ask us to correct anything that is wrong or out of date. Email brooke@coachedbyb.com.au.

We will respond within 30 days and there is no charge. If we cannot give you access we will explain why in writing.

Most of your information is visible to you in the coaching app at any time.

If something happens to your information that is likely to cause you serious harm, we will tell you as soon as we can and explain what happened, what information was involved and what you should do. We will also notify the Office of the Australian Information Commissioner, as the law requires.

If you think we have mishandled your information, email brooke@coachedbyb.com.au. Tell us what happened and what you would like us to do.

We will acknowledge your complaint within 3 business days and respond within 30 days.

If you are not happy with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Our services are for people aged 18 and over. We do not knowingly collect information from anyone under 18. If we find that we have, we will delete it.

We may update this policy. The current version is always on this page and the date at the top tells you when it last changed. If we make a change that materially affects how we handle your information, we will email current clients at least 30 days beforehand.

Brooke Granger, CoachedByB

brooke@coachedbyb.com.au

63 Spencer Street, Bunbury WA 6230

ABN 97 713 548 760