Privacy Policy

1. Who we are

Fit To Play Golf Fitness Coaching (ABN 31 750 836 123) provides golf performance assessments, physical preparation and coaching from Golfers Hub, 24 Rocklea Drive, Port Melbourne VIC 3207.

This policy applies to information collected through our website, booking system, waitlist and resource-download requests, enquiries, assessments, coaching and related services. It is designed to reflect the Australian Privacy Principles where they apply and the Health Privacy Principles in Victoria.

2. Information we collect

Depending on how you engage with us, we may collect:

• identity and contact details, including your name, date of birth, phone number, email and address;
• booking, waitlist, resource-download, email-consent, availability, delivery-preference, attendance, transaction and communication records;
• golf, training and performance information, including goals, experience, practice and competition demands;
• health and other sensitive information relevant to safe service delivery, including injuries, pain, medical conditions, medications, surgery history, pre-exercise screening responses and emergency contacts;
• assessment and coaching information, including movement, strength, power, body-composition, biomechanics, images or video captured for analysis, programs and progress notes;
• for junior clients, parent or guardian details, consents and information needed to support safe participation; and
• basic website information such as device, browser, pages visited, cookies and analytics data.

Payment providers process card details. Fit To Play generally receives transaction status and limited payment information rather than complete card numbers.

3. How we collect information

We usually collect information directly from you or, for a junior, from a parent or guardian. This may happen when you enquire, join a waitlist, request a resource download, opt in to updates, book through Acuity, complete an intake form or waiver, make a payment, attend an assessment, participate in coaching or contact us.

With your authority, we may also receive relevant information from a golf coach, school, health or performance professional, parent or guardian. If you choose not to provide information needed for screening or safe service delivery, we may be unable to provide or may need to modify a service.

4. Why we use information

We use personal and health information to:

• respond to enquiries, manage waitlist and resource-download requests, verify email delivery and recommend an appropriate starting point;
• schedule, deliver, personalise and review assessments and coaching;
• screen for risk, manage safety and respond to emergencies;
• prepare programs, track progress and communicate relevant findings;
• manage payments, cancellations, reminders, records and client support;
• improve our services and meet legal, insurance, accounting and professional obligations; and
• send service updates or marketing where you have consented or where otherwise permitted, with an option to unsubscribe.

Photos, video, testimonials or assessment material will not be used publicly for marketing without separate permission.

5. When information may be shared

We may share only the information reasonably required with:

• service providers that support website hosting, enquiry, waitlist and download-request storage and delivery, bookings, payments, email, calendars, analytics, cloud storage, coaching or assessment technology, including OpenAI Sites, Resend, FormSubmit, Google Analytics, Acuity/Squarespace, Demotu and Square;
• your golf coach, school, health practitioner, performance specialist or collegiate adviser when you or an authorised representative have asked or agreed that we do so;
• a parent, guardian or authorised representative where appropriate for a junior client;
• professional advisers, insurers or regulators; and
• emergency services or other parties where necessary to prevent a serious threat, or where disclosure is required or authorised by law.

We do not sell or rent personal information.

6. Service providers and information outside Victoria

Some technology providers operate cloud systems in Australia and overseas, including in the United States. Their processing locations can change. Where health information is transferred outside Victoria or personal information is disclosed overseas, we take reasonable steps, obtain consent where required, or otherwise ensure the transfer is permitted by applicable law.

You can contact us for current information about the providers used for a particular service.

7. Security and retention

We use reasonable administrative, physical and technical safeguards to reduce the risk of misuse, loss, unauthorised access, modification or disclosure. No online service can guarantee absolute security.

We keep information only for as long as it is needed for service delivery and our legal, insurance, tax and record-keeping obligations. Health records are generally retained for at least seven years after the last service, or for junior clients until age 25, where Victorian health-record requirements apply. When information is no longer required, we take reasonable steps to securely destroy or de-identify it.

8. Access, correction and withdrawal of consent

You may ask to access or correct personal or health information we hold about you. We may need to verify your identity and, where someone acts for another person, their authority. We will respond within the time required by law and explain any lawful reason for refusing or limiting access.

You may withdraw optional marketing, media or information-sharing consent at any time. Withdrawal does not affect handling that has already occurred lawfully and may limit a service if the information is needed for safety or delivery.

9. Junior clients

We take additional care with information about children and young people. We generally involve a parent or guardian in bookings, consents and safety decisions, while respecting the young person’s maturity, privacy and capacity. Optional media consent is separate from participation in services.

10. Website cookies and external links

Our website and embedded booking service may use cookies or similar technologies for essential functions, security, preferences and performance measurement. You can control cookies through your browser, although some booking functions may not work correctly if they are disabled.

We use Google Analytics 4 to understand page use and interactions such as a successful website enquiry or a click to call, message or begin a booking. These analytics events are configured not to send names, email addresses, phone numbers, health details or enquiry text to Google. You can read Google’s Privacy Policy ↗.

Links and embedded services operated by other organisations are also governed by those organisations’ privacy practices.

11. Questions and complaints

Contact Fit To Play first so we can address your question or complaint:

If we cannot resolve a health-information privacy concern, you may contact the Health Complaints Commissioner Victoria ↗. For matters covered by the Commonwealth Privacy Act, you may contact the Office of the Australian Information Commissioner ↗.

12. Changes to this policy

We may update this policy when our services, systems or legal obligations change. The current version and effective date will remain available on this page.