Privacy Policy.
Last Updated: 6th June 2026
Our commitment to your privacy.
At Jazzie Roades Coaching, we are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal, sensitive health, and digital tracking information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and regulatory updates regarding digital tracking.
By using our website, interacting with our booking portals, or engaging our coaching services, you acknowledge the data collection, cookie usage, and management practices described in this policy.
As a provider of health services, we handle sensitive health information with the highest level of confidentiality.
The information we collect.
To provide safe and effective Exercise Physiology and Fitness Coaching treatments, we collect:
Personal Information: Identifiable details such as your full name, date of birth, contact details (email address, telephone number, physical address), and emergency contact profiles.
Sensitive Health Information: Medical history, current injuries, medications, heart rate, blood pressure, and physical assessment results.
Financial Information: Billing details, Medicare, or private health insurance numbers for processing rebates.
Performance Data: Exercise logs, nutritional data, and video recordings of movement for form analysis.
Information Sharing: Your health records are completely confidential. They are only shared with other medical providers (such as your GP) when it is necessary for your continued medical treatment, or with your express permission.
Digital & Tracking Information: Information generated automatically when you visit our website. This includes your Internet Protocol (IP) address, device type, browser settings, operating system, geolocation data, page interaction history, search terms, and unique device identifiers collected via cookies and tracking pixels.
How we collect data.
We collect information directly from you via:
Exercise Physiology Intake forms on our website via Cliniko: Our secure central health platform used exclusively to process patient records, store exercise physiology reports, log physical progress tracker metrics, and manage booking schedules.
Online Coaching Intake forms on our website via Tally: A secure external form builder deployed to execute custom client intake questionnaires and digital health surveys.
Online Coaching apps via Everfit: Our dedicated online fitness coaching application. This platform securely handles and stores training plans, workout tracking data, and direct communications / conversations between you and your coach.
Third Parties: We may receive information from your GP, Physiotherapist, or Specialist (only with your prior consent).
Use and disclosure of information.
We use your information primarily to design and deliver your exercise programs and delivering relevant updates, marketing communications, and targeted fitness tips (only where you have explicitly opted in, and with a clear opt-out path provided).
We will only disclose your information to third parties if:
Co-management: We are communicating with your other healthcare providers (e.g., your GP) regarding your treatment.
Legal Requirement: We are required by law (e.g., a subpoena or mandatory reporting).
Professional Indemnity: Required by our insurers.
Emergency: It is necessary to lessen or prevent a serious threat to your life or public health.
Data storage and security.
We will use all reasonable means to protect your Personal Data while in our possession or control. All information we receive from you is stored and protected on our secure servers from unauthorised use or access. Credit card information is encrypted before transmission and is not stored by us on our servers. We take all steps as are reasonable in the circumstances to destroy or de-identify personal information that we no longer need and are not required by law to retain.
To enable us to deliver our products and services, we may transfer information that we collect about you, including Personal Data, across borders for storage and processing in countries other than Australia. If your Personal Data is transferred and processed outside Australia, we will take reasonable steps to ensure that it will only be transferred to countries that have adequate privacy protections.
Because our software ecosystem relies on secure cloud structures (Cliniko, Everfit, and Tally), your data files are transferred to and stored across protected off-site data centers.
We take reasonable steps to protect your data from misuse or unauthorised access:
Digital Records: Stored on encrypted, password-protected cloud servers including Multi-Factor Authentication (MFA).
Physical Records: If any exist, they are kept in a secure, locked location.
De-identification: We may use de-identified data for internal research to improve our coaching protocols.
Medicare and Government Funding.
If you are accessing our services via a Medicare-subsidised program (such as a Chronic Disease Management Plan), the following additional privacy protocols apply:
Collection of Identifiers: We collect your Medicare number and individual reference number solely to verify eligibility and process bulk-billing or rebate claims.
Clinical Reporting: Under Medicare requirements, we are legally obligated to provide a written report back to your referring GP after the first and last sessions of your referral cycle. This report includes your clinical findings and progress. By engaging our services under a Medicare referral, you consent to this exchange of health information.
My Health Record: If you have a My Health Record, we may access it to view relevant medical history or to upload event summaries, unless you have specifically opted out or requested that we not do so.
Storage of Identifiers: We do not use your Medicare number as our internal client identification number. It is stored securely within our Clinko practice management software, which is compliant with Australian digital health security standards.
Data retention.
In alignment with Australian statutory health regulations, clinical files, training histories, conversation logs, client progress reports, and exercise physiology records are securely retained for a minimum of seven (7) years before permanent destruction or anonymous purging occurs.
Your Rights: Access and Correction.
You have the right to request access to the personal and health information we hold about you. If you believe any information is inaccurate, please contact us at jazzieroadesonlinecoaching@gmail.com, and we will take reasonable steps to correct it.
Overseas data transfer.
Some of the third-party tools we use (Cliniko, Everfit, Tally or email servers) may store data on servers located outside of Australia (e.g., the USA). By using our services, you consent to this transfer. We ensure these providers have robust security measures in place.
Cookies and pixels.
Our website uses digital technologies to improve your user experience and monitor our marketing performance.
A cookie is a small file placed in your web browser that collects information about your web browsing behaviour. Use of cookies allows a website to tailor its configuration to your needs and preferences. Cookies do not access information stored on your computer or any Personal Data (e.g. name, address, email address or telephone number). Most web browsers automatically accept cookies but you can choose to reject cookies by changing your browser settings. This may, however, prevent you from taking full advantage of our website.
Our website uses cookies to analyse website traffic, provide social media sharing and liking functionality and help us provide a better website visitor experience. In addition, cookies and pixels may be used to serve relevant ads to website visitors through third party services such as Google Adwords and Facebook Adverts. These ads may appear on this website or other websites you visit.
What are Cookies? Cookies are small text files placed on your device. We use Functional Cookies (to keep you logged into the coaching portal) and Analytical Cookies (to see which workout articles or pages are most helpful).
Google Analytics: We use Google Analytics to understand how visitors find our site. This data is generally anonymised and does not identify you personally, but it does track your IP address and browsing behaviour.
Marketing Pixels: We may use pixels (such as the Meta Pixel) to track the effectiveness of our social media advertising. This allows us to show ads to people who have visited our site. You can opt-out of this via your social media privacy settings.
Third-Party Coaching Apps: Our online coaching is delivered via Everfit. These platforms use their own cookies to maintain your secure session. We recommend reviewing their specific privacy policies as well.
How to Opt-Out: You can set your browser to refuse all cookies or to indicate when a cookie is being sent. However, some parts of our coaching portal may not function properly without them.
Changes to Privacy Policy.
Please note that we may update this Privacy Policy from time to time. Any changes may be made at our sole discretion and will take effect immediately once posted on our website. We encourage you to review this Privacy Policy periodically to stay informed of any updates.
Complaints.
If you have any questions or concerns at any time about our privacy policy or the use of your Personal Data, please contact us at jazzieroadesonlinecoaching@gmail.com and we will endeavour to respond within 48 hours.
If you consider that we have breached the Privacy Act, you may complain to us by writing to our Privacy Officer at jazzieroadesonlinecoaching@gmail.com within 6 months of the date of the alleged breach. You must specify full details of the alleged breach. Our Privacy Officer will investigate the complaint and advise you in writing of the outcome of the investigation within 60 days of receipt of the complaint. If we have breached the Privacy Act, we will endeavour to rectify the breach in an appropriate manner.
We take all privacy matters seriously and will investigate your concerns immediately. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
