About this policy
As used throughout this policy, the term Arcadium HQ refers to ABN: 36884270685
(Arcadium HQ, ‘we’, ‘our’ and ‘us’). Arcadium HQ is bound by the Privacy Act 1988 (Cth) ‘The Privacy Act’ and other applicable laws which govern policy.
Collecting your personal information
The personal information we collect depends on your relationship with Arcadium HQ and the services you have requested. This includes:
■ your name and contact details
■ your date of birth;
■ your home address;
■ your preferred communications method;
■ your goals and objectives relating to health, lifestyle and exercise.
Health and other sensitive information
As a pre-requisite to undertaking a health and fitness program at Arcadium HQ, certain personal and health information is collected about you in a Pre-Exercise and Health Screening Form. We do not generally collect any sensitive information unless it is volunteered by you.
Arcadium HQ collects certain personal information in a Pre-Exercise and Health Screening Form from a parent or guardian for individuals under 18 years of age. We do not knowingly collect any other personal information without the permission and consent of a parent or guardian. Parents and legal guardians must ensure individuals under 18 years of age do not submit any personal information without your permission.
Contacting us via website, email or otherwise
When you use our website, complete a form or contact us by phone, email or SMS, we may collect, store and use certain personal information that you disclose to us. This may include details such as your name, address, phone, email as well as other communication data, whether this is required for our own billing purposes or otherwise and the services or resources that you access.
If you contact us to make a general enquiry, we may keep a record of that correspondence.
Communications from us
Once you contact us, we may use personal information that we hold about you to identify services and products that may be of interest to you.
We may also communicate with you about:
■ your health and fitness program
■ information and resources to assist your health and fitness program
■ the personal trainer who will assist you with your health and fitness program
■ payment transactions and billing.
Why we collect personal information and how we use this information
The main purposes for which personal information is collected, used, held and disclosed are set out as follows:
■ We use personal information to provide the services you request from us such as to facilitate your health and fitness program, to facilitate appointment bookings, cancellations and re-schedules, to manage our relationship with you, to communicate with you and assist you with your enquiries, and to facilitate the payment of sessions when they become due as well as transactions of other goods and services.
■ We use health information provided by you in the Pre-Exercise and Health Screening Form so that we can assess your readiness for exercise. This information is used to help us identify any medical conditions you may have or have had in the past, any medications you may be on, and other health conditions which may put you at a higher risk when exercising, which may impact your ability to exercise. Sensitive information is not collected unless it is volunteered by you.
■ We may use personal information, including photos and/or video taken of you during your fitness program which may be used on our website and/or other social media platforms. This is mainly for the purposes of highlighting your achieving your health and fitness goals and your permission/consent will be obtained before doing so. Should you change your mind, you may request in writing to us at any time via email if you wish us to remove the information and we will do so within 30 days and advise you once this has taken place.
■ We may also use personal information to advertise our products and services, process payments and maintain accounts and records, to administer and maintain client records, develop and upgrade our business systems, and to comply with the law. In addition, we may need to use this information to improve our platform, prevent or detect fraud or abuses of our website and enable third parties to carry out technical, logistical or other functions on our behalf.
■ We may also use your contact details to send you e-newsletters and promotions, conduct online surveys or reviews that we use for feedback and research purposes, competitions, prize draws and other promotions via our Facebook, email or phone. Although, you are not obligated to respond to these and you may request to opt-out from receiving these types of communications from us.
■ We also use your personal information in order to provide and continually improve our services and operate our facilities (as described above), or otherwise, as required by law.
Removal of personal information
You may request in writing via email to Arcadium HQ should you not wish to receive any further marketing or communications from us and we will remove your personal details from our system within 30 days and advise you once this has taken place.
Circumstances where we may share your personal information
We may also disclose personal information to our personnel who require access to your personal information to the extent that they need this information in connection with their duties and to assist you with your health and fitness program.
Updating your personal information
You can correct and update your personal information held by us if you believe any of your personal information is inaccurate, incomplete or not up-to-date. There is no charge for updating or correcting your personal or health information.
You have the right to request access to personal information we hold about you. Depending on the nature of your query, sometimes we will be able to respond over the phone and within a reasonable period of time.
Although we may be able to provide you with most of the personal information we hold about you, in some circumstances it may not be possible to provide you with access to all the information. Where this may be the case, we will notify you of the reasons in writing (except to the extent it would be unreasonable for us to do so).
Further, depending on the nature and type of information you request access to, we may need to charge you a small administration fee for giving you access to the information.
We will also need to confirm your identity before we correct, update or release any of your personal information to you.
Storage and security of your personal information
Arcadium HQ holds personal information either electronically or in hard copy paper files and we take reasonable steps to protect the information that we hold about you from misuse, interference and loss and from unauthorised access, modification or disclosure.
We do this by maintaining physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable information and by limiting who can access your personal information.
We also use a global leader in internet content security software with a focus on data security to ensure we have an appropriate level of safeguards in place to protect personal information including a privacy scanner, social networking protection and data theft prevention.
The Arcadium HQ website use “cookies” to help you personalise your online experience. A cookie is a text file that is placed on your hard disk by a Web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalise Arcadium HQ pages, or register with Arcadium HQ site or services, a cookie helps Arcadium HQ to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same Arcadium HQ website, the information you previously provided can be retrieved, so you can easily use the Arcadium HQ features that you customised.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the Arcadium HQ services or websites you visit.
How to make a complaint
If you have a complaint about how we have handled your personal information, you can contact us using the contact details below. Once we have received your complaint, we will investigate and respond to you within a reasonable period of time.
Arcadium HQ will take any privacy complaint seriously and will deal with your complaint fairly and promptly.
How to contact us