Ninth Wave Fitness
Last updated: 4/6/2026
AtNinth Wave Fitness (NWF), we respect your privacy and are committed to protecting your personal information.
This Privacy Policy explains what information we collect, why we collect it, how we use it, and how you can contact us about your information.
1. What information we collect
We may collect personal information from you when you enquire, join, book, train with us, make a payment, or communicate with us.
This may include:
- your name, address, phone number and email address
- your date of birth
- emergency contact details
- membership, booking and attendance information
- payment and billing information
- health, injury or fitness information that is relevant to your training
- notes about your goals, training program, preferences or progress
- communications between you and us.
We only collect information we reasonably need to operate the gym, manage your membership, provide training services, process payments, and keep you safe.
2. How we collect your information
We usually collect information directly from you, including when you:
- complete a no sweat intro
- book or purchase a service
- speak with our trainers or staff
- email, message, call or visit us.
We may also collect information through Mindbody, our gym management and booking software.
3. Why we use your information
We use your personal information to:
- manage your membership, bookings and payments
- provide personal training, coaching and gym services
- understand your fitness goals, limitations, injuries or health considerations
- contact you about bookings, payments, schedule changes or gym updates
- manage safety, incidents and emergency situations
- improve our services
- comply with legal, insurance, accounting and business requirements.
We may also use your contact details to send you gym updates, offers or marketing messages. You can opt out of marketing communications at any time.
4. Sensitive and health information
We may collect health or fitness-related information, such as injuries, medical conditions, limitations, goals or training history, where this is relevant to your participation in training.
We will only collect this information with your consent, where it is reasonably necessary for our services, or where otherwise allowed by law.
5. Payments and Mindbody
We use Mindbody, a third-party global software provider, to manage bookings, client records, memberships and payments.
Payment details such as credit card or bank details may be entered into Mindbody or its payment systems. Once entered, we cannot see your full card or bank details. We can only use the system to process authorised transactions, refunds or membership payments.
Mindbody may store or process information outside Australia. Mindbody publishes its own privacy information for how it handles data through its services.
6. Who we may share your information with
We do not sell your personal information.
We may share your information where reasonably necessary with:
- Mindbody and other software, booking, payment or IT service providers
- trainers or staff who need the information to provide services to you
- accountants, insurers, professional advisers or business support providers
- emergency services, medical providers or your emergency contact if needed for safety
- regulators, courts, law enforcement or government agencies where required by law.
We take reasonable steps to ensure third-party providers handle personal information appropriately.
7. How we protect your information
We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
These steps may include:
- using secure systems such as Mindbody
- limiting staff access to information where practical
- using password-protected accounts
- keeping paper records secure
- not storing full payment card or bank details ourselves
- reviewing access when staff or contractors leave.
No system is completely risk-free, but we aim to use reputable systems and sensible security practices.
8. How long we keep your information
We keep personal information for as long as we reasonably need it for the purposes described in this policy, including providing services, managing records, meeting legal or insurance requirements, and resolving disputes.
When information is no longer needed, we will take reasonable steps to delete, destroy or de-identify it.
MindBody has the ability to deactivate accounts but keep track of their historical payments and visits. We do this whenever clients terminate their memberships with us.
9. Accessing or correcting your information
You may ask us to access or correct the personal information we hold about you.
To make a request, contact us using the details below. We may need to verify your identity before providing access or making changes.
10. Privacy complaints
If you have a concern about how we handle your personal information, please contact us first so we can try to resolve it.
If you are not satisfied, you may contact the Office of the Australian Information Commissioner. The OAIC is the Australian privacy regulator and provides information about privacy rights and obligations.
11. Contact us
For privacy questions, access requests or complaints, please contact:
Ninth Wave Fitness
Email: info@nwf.net.au
Phone: 02 9992 4449
Address: Ninth Wave. Suite G01B. 349 Pacific Highway. North Sydney. 2060.