Last updated: 07/12/2025

1. Overview

Swing Fit (“Swing Fit”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, and share your personal information when you:

Visit our website (for example, https://www.swingfit.co.nz)

Use our client portal, app, courses, or online services (together, the Platform)

Communicate with us by email, phone, message, or through social media

By accessing or using the Platform, you agree to this Privacy Policy. If you do not agree, please do not use the Platform.

This Privacy Policy should be read together with our Terms of Service.

2. Information We Collect

We may collect two broad types of information:

Personal Information – information that identifies you or can be used to identify you

Non-Personal Information – information that does not, on its own, identify you

2.1 Personal Information

The personal information we may collect includes (as relevant to your relationship with Swing Fit):

Name

Email address

Phone number

Address or general location (e.g. suburb/city)

Date of birth or age range

Health and exercise-related information you choose to provide (e.g. injury history, goals, training preferences)

Booking and membership details

Payment-related information (processed via secure third-party providers – we do not generally store full card details)

Any other information you voluntarily share with us in forms, messages, or consultations

2.2 Non-Personal Information

When you browse our website or use the Platform, we may automatically collect information such as:

IP address

Device type, browser type, operating system

Pages visited, time spent, links clicked

General usage patterns and interaction with the Platform

This information is usually collected via cookies and similar technologies to help us improve the experience and performance of the Platform.

3. How We Collect Information

We collect information in three main ways:

3.1 Directly from You

You provide information to us when you:

Enquire about coaching or services

Create an account or log into our app/portal

Book appointments or purchase services

Complete forms, assessments, challenges, or questionnaires

Subscribe to newsletters or updates

Contact us via email, social media, or messaging platforms

If you provide us with information about another person (for example, sharing a friend’s details for a referral), you are responsible for ensuring that you have their permission to do so.

3.2 Automatically via the Platform

We collect technical and usage information automatically when you:

Visit our website

Use our app or client portal

Interact with our emails (e.g. open rates, link clicks, where supported by our email tools)

This is done using cookies and analytics tools. You can usually control cookies through your browser settings, although disabling them may affect functionality.

3.3 From Third Parties

We may receive information about you from:

Payment processors

Booking and scheduling platforms

Email and messaging service providers

Analytics and reporting tools

Social media platforms (if you interact with our content there)

We only work with third parties who are permitted to share information with us and who have their own privacy obligations.

4. How We Use Your Personal Information

We use your personal information for purposes relevant to providing and improving Swing Fit services, including:

4.1 To Provide and Operate Our Services

Setting up and managing your account or profile

Scheduling sessions, courses, and challenges

Delivering coaching, training plans, resources, and app/portal content

Communicating with you about your bookings, progress, and support

4.2 To Communicate With You

Responding to your enquiries and support requests

Sending important service-related updates (e.g. changes to terms, system notices)

Sending coaching tips, newsletters, and promotional content if you’ve opted in or it is otherwise permitted by law

You can opt out of marketing emails at any time by following the unsubscribe instructions in the email or contacting us directly.

4.3 For Administration and Business Operations

Accounting, billing, and payment reconciliation

Internal reporting, planning, and service improvement

Monitoring for fraud, misuse, or security issues

Enforcing our Terms of Service and protecting our legal rights

4.4 For Analytics and Improvement

Understanding how clients use our website, app, and programs

Improving content, features, and user experience

Developing new services, offerings, and programs

Where possible, we use aggregated or de-identified data for analytics.

5. Cookies and Similar Technologies

We use cookies and similar technologies to:

Keep you logged in where applicable

Remember your preferences

Understand how you use our Platform

Improve functionality and performance

You can adjust your browser settings to refuse cookies or notify you when cookies are being used. Some features may not work correctly without cookies.

6. How We Share Your Information

We do not sell your personal information.

We may share your information with:

6.1 Service Providers

Trusted third parties that help us operate Swing Fit, such as:

Website and hosting providers

App and client portal platforms

Payment processors

Email and messaging services

Analytics and reporting tools

These providers are only allowed to use your information to perform services for us, and they must protect it appropriately.

6.2 Professional Advisors and Legal Requirements

We may share information with:

Accountants, lawyers, or other professional advisors (where necessary)

Government agencies, regulators, or law enforcement if required by law or reasonably necessary to protect our rights or the rights/safety of others

6.3 Business Changes

If Swing Fit is ever involved in a business restructure, sale, or similar transaction, your information may be transferred as part of that process, but will remain protected in line with this Policy.

6.4 With Your Consent

We may share your information with others if you expressly ask or consent for us to do so (e.g. sharing information with a healthcare provider or other coach you work with).

7. International Transfers

Swing Fit is based in New Zealand, but some of our service providers (for example, hosting, email, or app platforms) may be located or store data in other countries.

Where your personal information is transferred or stored outside New Zealand, we take reasonable steps to ensure it is protected by safeguards comparable to those required under the New Zealand Privacy Act 2020.

8. How We Protect Your Information

We use reasonable technical, administrative, and physical safeguards to protect your personal information from:

Loss or unauthorised access

Misuse, alteration, or disclosure

However, no system or transmission can be guaranteed to be 100% secure. If you believe your account or information may have been compromised, please contact us immediately at [email protected].

9. How Long We Keep Your Information

We keep your personal information only for as long as reasonably necessary to:

Provide our services to you

Meet legal, tax, and accounting requirements

Resolve disputes and enforce our agreements

When information is no longer required, we may securely delete it or anonymise it so it can no longer be linked to you.

10. Your Rights (New Zealand)

Under the New Zealand Privacy Act 2020, you have certain rights in relation to your personal information, including the right to:

Access the personal information we hold about you

Request correction of personal information that you believe is inaccurate or incomplete

Withdraw consent for marketing communications at any time

To exercise these rights, please contact us using the details in the How to Contact Us section below.

We may need to verify your identity before acting on your request and may be permitted to refuse certain requests in limited circumstances, in which case we will explain why.

11. Children

Our services are intended for adults.

We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us so we can review and, where appropriate, delete it.

12. Links to Other Websites and Services

Our website or app may contain links to third-party websites or services.

We are not responsible for the privacy practices or content of those third parties. We encourage you to review the privacy policies of any external sites or services you visit.

13. Do Not Track

Some browsers include a “Do Not Track” (DNT) setting. Our Platform does not currently respond to DNT signals. You can manage tracking through your browser settings and cookie preferences.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we do, we will update the “Last Updated” date at the top of this page. Significant changes may also be communicated via email or within the app/portal.

Your continued use of the Platform after changes take effect will mean you accept the updated Privacy Policy.

15. How to Contact Us

If you have any questions about this Privacy Policy, your personal information, or would like to exercise your rights, you can contact us at:

Swing Fit
Email: [email protected]
Website: https://www.swingfit.co.nz