Last updated: 12 November 2026

The short version

We're a local gym, not a data company. We collect the information we need to run your membership, keep you safe and keep in touch. We don't sell it. We only share it when we need to, and you can ask to see or fix what we hold about you at any time.

This policy explains how The Fitness Portal Limited ("we", "us") handles your personal information under the New Zealand Privacy Act 2020. It covers our gyms, our website, online orders, events and social media.

What we collect

Depending on how you use the gym, we may collect:

• Your details: name, date of birth, address, phone number and email.
• Membership info: your plan, start date, signed membership contract, visit history, and door access or check-in records.
• Payment details: billing information for memberships, PT, classes and online orders. Card and bank details are handled by our payment providers, EziDebit, Payrix and Shopify. We don't store full card numbers ourselves.
• Health and safety info: your pre-exercise health questionnaire, injuries or conditions you tell us about, and an emergency contact. This helps our coaches keep your training safe.
• Coaching info: training programmes, goals, progress notes and assessments if you train with a coach. If you use our coaching app (Trainerize), this also includes what you log there, such as workouts, body measurements, progress photos, nutrition and messages with your coach.
• Photos and video: taken at the gym, classes, competitions and events (see "Photos and social media" below).
• CCTV footage: we use CCTV in and around our gyms for security and safety.
• Online info: when you visit our website or order through our online shop, basic information such as your device, browser and pages visited, through cookies and analytics tools.
• Your messages: emails, social media messages, feedback and complaints.

You don't have to give us everything. But if you leave out something we need (like an emergency contact or health info), we may not be able to sign you up or coach you safely.

Where it comes from

Most of the time, it comes straight from you: when you join, book, buy, enter a competition or chat with us.

Sometimes we get it from someone else. For example:

• a parent or guardian signing up a young member
• a friend or family member who refers you
• your employer, if you join through a workplace deal
• a sports organisation, such as Weightlifting NZ, when you enter a competition we host
• a health professional, such as a physio, who refers you to us (only with your agreement)
• our payment providers, if a payment fails or is disputed
• apps or devices you choose to connect to our coaching app, such as Apple Health, Fitbit or Garmin

If we collect your information this way, it will be used in the ways set out in this policy. You have the same rights to see and correct it as you do for information you give us yourself.

How we use it

We use your information to:

• set up and manage your membership, payments and gym access
• keep you safe while you train and contact someone if there's an emergency
• deliver coaching, PT, classes and programmes
• run events and competitions
• fill your online orders, like smoothies and coffees for pickup at reception
• answer your questions and sort out any problems
• keep the gym secure
• let you know about gym news, events and offers (you can opt out any time)
• understand how the gym is used so we can make it better
• meet our legal obligations

We won't use your information for anything unrelated without asking you first, unless the law allows it.

Who we share it with

We don't sell or rent your information. We only share it when we need to, with:

• Our software providers: for example GymMaster (member details, contact information, membership contracts, check-ins and door access), Trainerize (coaching programmes and progress tracking), Shopify (online orders), EziDebit and Payrix (billing), and the email and accounting software we use. They hold data on our behalf and can't use it for their own purposes.
• Sports organisations: such as Weightlifting NZ or powerlifting bodies, when you enter a competition, so results and records can be managed.
• Health professionals who work from our gyms: such as Dalman Physiotherapy and Origin Manual Therapy, only if you ask us to or agree to it. They are separate businesses with their own privacy policies.
• Emergency services: if you're hurt or unwell and we need to get you help.
• Debt collectors: only if a membership debt is left unpaid after we've tried to sort it out with you.
• Our professional advisers: such as our accountant, lawyer or insurer, when needed.
• Authorities: when the law requires it, or to prevent a serious threat to someone's health or safety.

Storing information overseas

Some of the software we use stores data on servers outside New Zealand, such as in Australia or the United States. We choose providers who protect information in a way that's comparable to New Zealand privacy law.

Photos and social media

We love sharing what goes on at the gym. Our team sometimes takes photos and videos during classes, events and competitions, and we may share them on our website and on Instagram and Facebook (@fitnessportal and @fitnessportallifting).

• We'll always ask before featuring you as the main subject of a post or a member story.
• If you'd rather not appear in any of our content, just tell a staff member. We'll respect that and take down anything already posted.
• We won't post photos of under-18s without permission from a parent or guardian.

CCTV

We use CCTV cameras in and around our gyms to keep members, staff and equipment safe. Signs show where cameras are. There are no cameras in changing rooms or toilets. Footage is kept for 90 days unless we need it to look into an incident, and only authorised staff can view it.

Emails and texts

We might send you messages about your membership, like payment reminders and changes to opening hours. These are part of being a member.

We'd also like to send you gym news, events and offers. You can unsubscribe at any time using the link in our emails, by replying STOP to texts, or by letting reception know.

Young members

If someone under 16 joins, trains with us or enters a competition, we'll collect their information from a parent or guardian, and that person can make privacy requests on their behalf.

Keeping it safe

We take reasonable steps to protect your information from loss, misuse and unauthorised access. That includes password-protected systems, limiting access to staff who need it, and keeping paper forms locked away.

If a privacy breach happens that is likely to cause serious harm, we'll let you and the Office of the Privacy Commissioner know as soon as we can.

How long we keep it

We only keep your information for as long as we need it. That's usually while you're a member, plus up to 7 years after you leave so we can meet tax and legal obligations. Check-in and door access records are kept for 24 months. After that, we securely delete or destroy it.

Your rights

You can ask to:

• see the personal information we hold about you
• correct anything that's wrong or out of date

Just contact us (details below). We'll respond within 20 working days. There's no charge for most requests. If we can't give you something, we'll explain why.

Questions or complaints

If you have a question or you're not happy with how we've handled your information, please talk to us first. We'd rather sort it out together.

Privacy Officer: Devin Glover, Owner / Director

Email: privacy@thefitnessportal.co.nz

Phone: 022 584 5911

Post: Unit 4, 10 Surrey Street, Tawa, Wellington 5014

If you're still not happy, you can contact the Office of the Privacy Commissioner at privacy.org.nz or 0800 803 909.

Changes to this policy

We may update this policy from time to time. The latest version will always be on our website, with the date it was last changed at the top. If we make a big change, we'll let members know.