Mobile App Privacy Policy

Summer Hill Gym
Effective: 19 June 2026

Overview

Summer Hill Gym (“we”, “our”, “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard personal information when you use our mobile application, website, membership services, and gym facilities.

This Privacy Policy is intended to comply with the Australian Privacy Act 1988 and the Australian Privacy Principles where applicable.

Summer Hill Gym operates from:

Summer Hill Gym
1 Hardie Avenue
Summer Hill NSW 2130
Australia

Website: https://summerhillgym.com.au
Email: info@summerhillgym.com.au
Phone: (02) 9799 0014

Information We Collect

Account and Membership Information

When you create, manage, or use your membership, we may collect information such as:

• your name
• email address
• phone number
• address
• membership type
• membership status
• access tag or member identification number
• payment or billing status
• emergency contact details, where provided
• records relating to membership freezes, cancellations, enquiries, or support requests

We use this information to manage your membership, verify your access rights, contact you about your account, and provide gym-related services.

App Login and Access Information

When you log in to the mobile app, we may access or verify your membership details from our gym management or access control system. This may include your name, membership status, and access permissions.

This information is used to confirm that you are authorised to access Summer Hill Gym facilities.

Location Data

The app may request access to your device’s location where required for secure gym access.

Location data is used only to verify that you are physically near the gym when requesting door access. Location data is not stored, logged, sold, or used to track your movements outside of access verification.

Location data is used in real time and discarded after the access check.

Bluetooth Data

The app may use Bluetooth to communicate with door access hardware when you are at or near the gym.

Bluetooth functionality is used only for access control purposes. We do not store Bluetooth data or use it to track your movement outside the gym.

Gym Access Logs

We maintain records of gym access events for security, safety, and operational purposes. These records may include:

• member name or member ID
• access tag or app access identifier
• date and time of entry
• access point or gym location
• whether access was granted or denied

Access logs are used to manage 24/7 access, investigate security incidents, confirm attendance where required, and support operational management of the gym.

Push Notification Tokens

If you enable push notifications, we may store a device token so that we can send relevant notifications to your device.

These notifications may relate to your membership, gym access, service updates, timetable changes, facility notices, or other important operational messages.

You can disable push notifications through your device settings at any time.

Website and Online Form Information

When you use our website or submit an online form, including membership enquiry, freeze, cancellation, contact, or sign-up forms, we may collect information you provide, such as:

• name
• email address
• phone number
• membership details
• tag number
• requested freeze or cancellation dates
• enquiry details
• feedback or comments

We use this information to respond to your request, manage your membership, and maintain customer service records.

Payment and Billing Information

Where you pay for a membership, casual visit, access tag, or other service, payment information may be processed by our payment provider, direct debit provider, bank, or gym management system.

We may store payment status, transaction references, invoices, receipts, and billing records. We do not store full card details unless handled securely by an authorised payment provider.

Health and Fitness Information

Summer Hill Gym operates in the health and fitness industry. However, the mobile app’s primary function is gym access and membership support.

Unless you separately provide health or fitness information to us, the app does not collect workout data, heart rate, calories, body measurements, sleep data, or other device-based health information.

Where you choose to provide health or fitness information to Summer Hill Gym staff, contractors, or personal trainers, such as fitness goals, injury information, training preferences, or medical limitations, that information may be used to help provide appropriate services.

You should not provide sensitive health information unless it is relevant to the service you are requesting.

Communications and Messaging Information

We may communicate with you through different channels, including:

• SMS
• email
• phone calls
• website forms
• WhatsApp
• Facebook Messenger
• Instagram Direct
• other social media or business messaging platforms

When you contact us through these platforms, we may collect and store conversation history to respond to your enquiries, manage support requests, and keep appropriate business records.

Message data is used for:

• responding to enquiries
• providing membership support
• managing bookings, freezes, cancellations, or access issues
• sending relevant membership or facility updates
• maintaining customer service records

You can opt out of marketing communications at any time.

How We Use Your Information

We use personal information to:

• verify your identity and membership status
• manage your membership
• enable secure gym access
• maintain access logs for security and operational purposes
• process payments and billing
• respond to enquiries and support requests
• manage membership freezes, cancellations, and account changes
• send operational messages about your membership or gym access
• send notifications, where enabled
• improve our services, systems, and member experience
• comply with legal, regulatory, accounting, and security obligations
• investigate incidents, disputes, misuse of access, or safety concerns

What We Do Not Do

We do not:

• sell your personal information
• share your personal information with third parties for their own marketing purposes
• store location data after real-time access verification
• track your movements outside gym access verification
• use app location data for advertising
• collect device-based health or fitness data through the app
• access your heart rate, workouts, calories, sleep, or similar health data from your device
• disclose your personal information unless required for our services, authorised by you, or permitted by law

Data Storage and Security

We take reasonable steps to protect personal information against misuse, interference, loss, unauthorised access, modification, or disclosure.

Security measures may include:

• restricted system access
• password-protected accounts
• secure hosting and storage systems
• access control systems
• staff and contractor access limitations
• reasonable administrative, technical, and organisational safeguards

No system is completely secure. If you believe your account or personal information has been compromised, contact us immediately.

Data Breach Notification

If a data breach occurs and is likely to result in serious harm, we will take reasonable steps to contain and assess the breach.

Where required by law, we will notify affected individuals and the Office of the Australian Information Commissioner.

Data Retention

We retain personal information for as long as reasonably required for the purpose it was collected, or as required by law.

General retention practices include:

• account and membership information: retained while you are a member and for a reasonable period afterwards
• access logs: retained for security, safety, audit, and operational purposes
• billing and payment records: retained as required for accounting, tax, and business records
• support and communication records: retained for customer service and business record purposes
• location data: not retained after real-time access verification
• Bluetooth data: not retained after access communication
• push notification tokens: retained while notifications are enabled or while your app account remains active

We may retain some information after your membership ends where required for legal, accounting, dispute resolution, insurance, security, or legitimate business purposes.

Disclosure to Third Parties

We may disclose personal information to third parties where reasonably necessary to operate our business and provide services.

These may include:

• gym management software providers
• access control and door security providers
• payment processors and direct debit providers
• IT hosting and support providers
• app development and maintenance providers
• push notification services
• email and SMS communication providers
• professional advisers, including accountants, lawyers, insurers, and auditors
• government, regulatory, or law enforcement bodies where required or permitted by law

We do not allow third-party service providers to use your personal information for their own marketing purposes.

Third-Party Services

The app and our services may use third-party platforms and service providers, including:

• app development frameworks and hosting providers
• Apple Push Notification Service for iOS notifications
• Firebase Cloud Messaging for Android notifications
• payment and direct debit providers
• gym management and access control systems
• SMS gateway providers
• email service providers
• Meta platforms, including Facebook Messenger, Instagram, and WhatsApp, where you contact us through those services

These services are used for app functionality, customer communication, membership management, access control, payments, and operational support.

When you use third-party platforms, their own privacy policies may also apply.

Overseas Disclosure

Some third-party service providers may store or process data outside Australia.

Where this occurs, we take reasonable steps to ensure personal information is handled appropriately and in accordance with applicable privacy obligations.

Marketing Communications

We may send you marketing communications about Summer Hill Gym services, memberships, classes, promotions, facility updates, and related offers where permitted by law.

You can opt out of marketing communications at any time by:

• using the unsubscribe option in an email, where available
• replying STOP to SMS messages, where available
• contacting us directly

Even if you opt out of marketing, we may still send important operational or account-related messages, such as access notices, payment issues, membership updates, or safety information.

Accessing or Correcting Your Personal Information

You may request access to personal information we hold about you.

You may also ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading.

To request access or correction, contact us using the details below. We may need to verify your identity before processing the request.

Deleting Your Information

You may request deletion of your personal information.

We will consider deletion requests in accordance with our legal and business obligations. Some information may need to be retained for accounting, security, legal, insurance, dispute resolution, or regulatory purposes.

Children and Young People

Our app is not intended for children under 16 years of age without parent or guardian involvement.

We do not knowingly collect personal information from children under 16 through the app without appropriate consent or authorisation.

Complaints

If you have a concern or complaint about how we handle your personal information, contact us using the details below.

We will review your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be posted on our website or made available through the app. The effective date will be updated when changes are made.

Contact Us

For questions about this Privacy Policy or our handling of personal information, contact:

Summer Hill Gym
1 Hardie Avenue
Summer Hill NSW 2130
Australia

Email: info@summerhillgym.com.au
Phone: (02) 9799 0014
Website: https://summerhillgym.com.au

© 2026 Summer Hill Gym. All rights reserved.