PRIVACY POLICY
MEDAX FITNESS PTY LTD — PRIVACY POLICY
Last updated: 19 May 2026
Medax Fitness Pty Ltd ABN [90 676 469 337] ("Medax Fitness", "we", "our", "us") is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy outlines how we collect, use, store, and disclose your personal information when you engage with our services.
1. WHAT INFORMATION WE COLLECT
1.1 We collect personal information that is necessary to provide our coaching services, including:
- Name and contact details (email, phone number, address)
- Date of birth
- Health and fitness information (training history, injuries, medications, medical conditions, body composition, weight, body measurements)
- Lifestyle information (occupation, work schedule, sleep, stress levels, alcohol consumption)
- Nutrition information (food preferences, dietary restrictions, allergies, meal habits)
- Progress photos and videos (with your consent)
- Form check videos
- Communications between you and Medax Fitness
- Payment and transaction details
- Device and usage data (IP address, browser type, app activity)
1.2 Sensitive Information: Some of the information we collect is classified as "sensitive information" under the Privacy Act (specifically health and biometric data). By engaging our services, you provide explicit consent for us to collect and use this information for the purpose of delivering coaching services.
2. HOW WE COLLECT INFORMATION
2.1 We collect information directly from you when you:
- Complete an application form or onboarding questionnaire
- Communicate with us via DM, email, or phone
- Submit weekly check-ins, photos, or progress data
- Use the Medax Fitness app
- Make a payment
2.2 We may also collect information from:
- Third-party platforms you've authorised (e.g., training apps, payment processors)
- Our website analytics tools
- Cookies (see Section 9)
3. HOW WE USE YOUR INFORMATION
3.1 We use your personal information to:
- Deliver coaching services and programs
- Personalise your training, nutrition, and recovery plans
- Monitor your progress and provide feedback
- Communicate with you regarding your program, updates, and support
- Process payments and manage subscriptions
- Improve our services and develop new offerings
- Send marketing communications (where you've opted in)
- Comply with legal obligations
- Defend against legal claims if necessary
4. WHO WE SHARE YOUR INFORMATION WITH
4.1 We do not sell or rent your personal information.
4.2 Your information may be disclosed to trusted third-party providers where necessary to operate our business and deliver services. This may include:
- Payment processors (e.g., Stripe, PayPal)
- Coaching platforms and training apps (e.g., Macroactive, Trainerize)
- Communication tools (e.g., email service providers, scheduling tools)
- Cloud storage providers (e.g., Google Drive, iCloud)
- Project management tools (e.g., ClickUp)
- Marketing platforms (where you've opted in)
- Accountants, lawyers, or other professional advisors when required
4.3 Internal Team: Authorised members of the Medax Fitness team (including coaches, virtual assistants, and contractors) may access your information solely for the purpose of delivering services. All team members are bound by confidentiality obligations.
4.4 Legal Disclosures: We may disclose information if required by law, court order, or to protect our legal rights, property, or safety.
5. OVERSEAS DATA TRANSFER
5.1 Some of our third-party service providers store or process data outside of Australia (including the United States, European Union, and other jurisdictions).
5.2 We take reasonable steps to ensure overseas providers handle personal information in line with the Australian Privacy Principles.
5.3 By engaging our services, you consent to your information being transferred and stored overseas where necessary for service delivery.
6. HOW WE STORE AND PROTECT YOUR INFORMATION
6.1 We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
6.2 Information is stored using trusted third-party platforms with appropriate security measures (encryption, access controls, secure servers).
6.3 Access to your information within the Medax Fitness team is restricted to those who need it to deliver services.
6.4 While we take reasonable precautions, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.
7. DATA RETENTION
7.1 We retain personal information only for as long as necessary to:
- Provide our services
- Meet legal, regulatory, taxation, and operational requirements
- Resolve disputes and enforce agreements
7.2 When information is no longer required, we take reasonable steps to delete or de-identify it.
7.3 Financial records are retained for at least 7 years to comply with Australian tax law.
8. PHOTOS, TESTIMONIALS, AND PROMOTIONAL USE
8.1 Photos, videos, transformation images, written testimonials, and progress data will not be used publicly without your explicit written consent.
8.2 If you provide a testimonial or consent to your photos being used for promotional purposes, you may withdraw consent at any time by contacting us. However, content already used in published materials, social media posts, or marketing campaigns may not be retrievable.
8.3 If you withdraw consent, we will cease future use within a reasonable timeframe.
9. MARKETING COMMUNICATIONS
9.1 From time to time, we may send updates, offers, or promotional communications.
9.2 You may opt out of marketing communications at any time by following the unsubscribe instructions in the communication or contacting us directly at support@medaxfitness.com.
9.3 Even if you opt out of marketing, we may still send essential communications related to your coaching services and account.
10. COOKIES AND WEBSITE DATA
10.1 Our website may use cookies and similar technologies to improve user experience, track website performance, and deliver relevant advertising.
10.2 You can disable cookies through your browser settings if preferred. Some features of the website may not function correctly without cookies.
11. THIRD-PARTY LINKS
11.1 Our website or services may contain links to third-party websites.
11.2 We are not responsible for the privacy practices or content of those external sites. Please review their privacy policies separately.
12. CHILDREN AND MINORS
12.1 Medax Fitness services are intended for individuals aged 18 and over.
12.2 We do not knowingly collect personal information from anyone under 18 years of age.
12.3 If we become aware that we have collected information from a minor, we will take steps to delete it.
13. ACCESS AND CONTROL OF YOUR INFORMATION
13.1 You may request to:
- Access the personal information we hold about you
- Correct inaccurate or outdated information
- Delete your personal information (subject to legal and contractual requirements)
- Withdraw consent for specific uses (e.g., marketing, photos)
13.2 To make a request, contact us at support@medaxfitness.com.
13.3 We will respond to requests within a reasonable timeframe (generally within 30 days).
13.4 Some information may be retained where required by law or for legitimate business reasons (e.g., financial records, dispute resolution).
14. DATA BREACH NOTIFICATION
14.1 In the event of a serious data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme under the Privacy Act.
15. AUTOMATED PROCESSING AND AI
15.1 We may use automated tools and AI systems to analyse training and nutrition data to improve program design and personalisation.
15.2 No fully automated decision-making takes place that affects your service delivery. A human coach reviews all program adjustments.
16. COMPLAINTS
16.1 If you have a complaint about how we have handled your personal information, please contact us first at support@medaxfitness.com.
16.2 We will investigate and respond within 30 days.
16.3 If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
- Website: www.oaic.gov.au
- Phone: 1300 363 992
17. CHANGES TO THIS POLICY
17.1 We may update this Privacy Policy from time to time.
17.2 The most current version will be available on our website with an updated "Last updated" date.
17.3 Continued use of our services after changes constitutes acceptance of the updated policy.
18. CONTACT
For any questions or concerns regarding this Privacy Policy, contact:
Medax Fitness Pty Ltd
Email: support@medaxfitness.com
Instagram: @georgemedakovic