Privacy Policy — CrossFit Soul Rebel

Last updated: 2/07/26

CrossFit Soul Rebel ("we", "us", "our", "Soul Rebel") is committed to protecting the privacy of our members, website visitors, and community. This policy explains what personal information we collect, how we use it, and the choices you have.

This policy is written to comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

1. WHo This Policy Applies To

This policy covers anyone who interacts with CrossFit Soul Rebel, including:

  • Current, past, and prospective members

  • Drop-in and trial visitors

  • Nutrition coaching clients

  • Website visitors and newsletter subscribers

  • Job applicants and coaching staff

2. What We Collect

We collect the personal information reasonably necessary to run the gym, keep you safe while training, and communicate with you. This includes:

Contact and account information

  • Name, date of birth, address, phone number, email

  • Emergency contact details

  • Membership and billing details (via our payment and gym management systems)

Health and fitness information This is sensitive information under the Privacy Act, and we only collect it with your consent.

  • Injury history, medical conditions, and physical readiness information (PAR-Q or intake forms)

  • Training performance data, workout results, and progress benchmarks

  • Photos and video taken during classes or events (used for coaching feedback and, with separate consent, marketing)

  • Information shared as part of nutrition coaching, including dietary habits and goals

Website and marketing information

  • Enquiry and booking form submissions

  • Website usage data (via cookies and analytics tools)

  • Interaction with our advertising (e.g. Google Ads, Meta)

3. How We Collect It

  • Directly from you — sign-up forms, intake forms, in-person conversations, bookings

  • Through the platforms we use to run the gym: FitBox (membership and attendance), SugarWOD (workout tracking), GoHighLevel (CRM and communications)

  • Automatically through website cookies and ad tracking pixels when you visit our site

4. Why We Collect and Use It

We use your information to:

  • Deliver safe, well-coached classes and personal/nutrition coaching

  • Manage your membership, bookings, and billing

  • Contact you about classes, events, referrals, and gym updates

  • Improve our programming and services

  • Meet legal and insurance obligations

  • Market our services, where you've consented to marketing communications

We will not use your sensitive health information for any purpose beyond coaching and safety without your specific consent.

5. Who We Share It With

We share personal information with the third-party platforms and providers that help us operate:

  • FitBox — membership and attendance management

  • SugarWOD — workout programming and coaching notes

  • GoHighLevel (GHL) — customer communications and nutrition coaching pipeline

  • Xero — accounting and billing records

  • Google Ads / Meta — marketing and advertising (aggregated/anonymised where possible)

  • Payment processors for membership billing

  • Insurers, if required following an injury or claim

We do not sell your personal information to third parties.

6. Overseas Disclosure

Some of the platforms we use (including cloud-based CRM, workout tracking, and advertising platforms) store data on servers located overseas, including in the United States. By using our services, you acknowledge your information may be handled outside Australia by these providers as part of their standard hosting arrangements. We take reasonable steps to only use reputable providers with their own privacy and security commitments.

7. Data Security

We store personal information across secure, password-protected systems and limit access to staff who need it to do their job. While no system is completely risk-free, we take reasonable technical and organisational steps to protect your information from misuse, loss, or unauthorised access.

8. Cookies and Website Tracking

Our website may use cookies and similar tracking technologies to understand site usage and support advertising (such as Google Ads conversion tracking). You can control or disable cookies through your browser settings. Where required, we will present a cookie consent option on our website.

9. Marketing Communications

If you've opted in to receive marketing (newsletters, promotions, referral offers), you can unsubscribe at any time using the link in our emails or by contacting us directly. Opting out of marketing won't affect essential membership communications (e.g. billing, class changes).

10. Access and Correction

You have the right to ask what personal information we hold about you and to request corrections if anything is inaccurate or out of date. To make a request, contact us using the details below. We'll respond within a reasonable timeframe.

11. Data Retention

We retain personal information for as long as you're a member or client, and for a reasonable period afterward to meet legal, insurance, and accounting obligations. After that, we securely delete or de-identify it.

12. Automated Decision-Making

We do not use automated systems to make decisions that significantly affect your rights or membership status. Any automation in our systems (e.g. reminder emails, coaching task workflows) supports our staff — it does not replace human judgement in decisions about your coaching or membership.

13. Complaints

If you have concerns about how we've handled your personal information, contact us first at the details below so we can resolve it directly. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

14. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or the law. The most current version will always be available on our website.

15. Contact Us

CrossFit Soul Rebel 3/8 Theobald Street, Thornbury, VIC 3071

Email: thornbury@crossfitsoulrebel.com Phone: 03 9495 0060