Privacy Policy

Updated 23 October 2026

1. Our Commitment to Privacy

At Bodyscape, we believe wellbeing begins with trust, respect and care.

Bodyscape Wellness Pty Ltd (ABN 39 638 938 584), trading as Bodyscape (“Bodyscape”, “we”, “us” or “our”), is committed to protecting the privacy, confidentiality and security of personal information entrusted to us.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information relating to our clients, members, visitors, employees, contractors and wider community.

We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where applicable.

This policy applies to our yoga classes, infrared sauna, wellness spa services, private sessions, children’s programmes, workshops, retreats, events, website and associated business operations.

2. Personal Information We Collect

Depending on your relationship with Bodyscape, we may collect:

Personal and contact information

• Full name, date of birth and contact details.
• Residential address and emergency contact information.
• Membership details and service preferences.
• Booking and attendance history.

Health and wellness information

• Relevant medical conditions, injuries and physical limitations.
• Health screening and pre-participation questionnaire responses.
• Pregnancy-related information where relevant to safe participation.
• Allergies, sensitivities and treatment contraindications.
• Relevant medications or medical advice voluntarily disclosed.
• Wellness goals, exercise experience and treatment preferences.
• Incident reports and information relevant to health and safety.

Financial information

• Membership and package purchases.
• Payment and transaction history.
• Invoices, receipts and outstanding balances.
• Payment information processed through authorised payment providers.

Digital and communication information

• Website interactions and online enquiries.
• Email communications and marketing preferences.
• Device information, IP addresses and website analytics.
• Feedback, complaints and correspondence.

Images and recordings

• Photographs and videos from classes, events and studio activities.
• CCTV footage captured at our premises.

We aim to collect only information reasonably necessary for providing services, maintaining safety and operating our business.

3. Health and Sensitive Information

Bodyscape recognises that health information is sensitive and requires particular care.

We may collect relevant health information to assess the suitability of yoga classes, infrared sauna sessions, wellness treatments and other services.

We seek consent to collect sensitive information where required by law, unless an applicable exception permits collection.

Health information is used for purposes including:

• Supporting safe participation.
• Identifying relevant contraindications.
• Adapting classes, activities and treatments.
• Responding to incidents and emergencies.
• Providing appropriate client care and service delivery.

Relevant information may be accessible to authorised teachers, therapists and management personnel through Mindbody.

Access must be limited to legitimate professional and operational purposes.

We do not disclose sensitive health information to unrelated third parties for marketing purposes without appropriate consent or another lawful basis.

4. How We Collect Information

We may collect information when you:

• Enquire about or register for our services.
• Complete a membership application or health questionnaire.
• Book a class, sauna session or wellness treatment.
• Participate in a workshop, event or retreat.
• Register a child for a programme.
• Communicate with our teachers, therapists or management.
• Subscribe to our newsletters or promotional communications.
• Visit our website or complete an online form.
• Apply for employment or contractor opportunities.

Where reasonably practicable, we collect information directly from you.

We may also receive information from parents, guardians, authorised representatives, referral sources or service providers where permitted by law.

5. How We Use Your Information

We use personal information for legitimate purposes connected with delivering and improving our services.

These include:

• Managing memberships, bookings and payments.
• Delivering yoga, sauna, spa and wellness services.
• Supporting client safety and individual requirements.
• Maintaining relevant health and incident records.
• Sending booking confirmations and operational updates.
• Responding to enquiries, complaints and feedback.
• Managing workshops, retreats and events.
• Improving client experience and service quality.
• Communicating marketing offers where permitted by law.
• Managing staff, contractors and business administration.
• Complying with legal and regulatory obligations.

We will not use personal information for unrelated purposes without appropriate consent or another lawful basis.

6. Membership, Payment and Communication Platforms

Bodyscape uses third-party technology providers to support its services and business operations.

These include:

Mindbody: Client profiles, membership administration, class bookings, attendance, relevant health information and communications.

Xero: Accounting, invoicing, payment reconciliation and financial administration.

Stripe: Processing eligible online and invoice payments.

Square: Payment processing and transaction

administration.

Mailchimp: Newsletters, promotional emails, marketing campaigns and relevant client communications.

We may also use website hosting, analytics, IT support and other professional service providers.

Personal information may be shared with these providers where reasonably necessary to deliver their services or otherwise permitted by law.

Payment providers may collect and process payment details under their own privacy and security arrangements.

Bodyscape does not sell client personal information.

7. Joint Memberships and Partner Services

Bodyscape may offer joint memberships, events or services in collaboration with Chris Wilson Fitness Studio and other partners.

Where necessary to administer a joint membership or service, relevant information may be shared between participating businesses.

This may include membership status, eligibility, bookings and attendance information.

Sensitive health information will not be shared between separate businesses without appropriate consent or another lawful basis.

Each business remains responsible for its own handling of personal information.

8. Overseas Data Processing

Some of our third-party technology providers may store, access or process personal information outside Australia.

Where personal information is disclosed to overseas recipients, we take reasonable steps required by applicable privacy law to protect that information.

We review relevant service-provider arrangements and will identify likely overseas recipient countries where practicable.

9. Marketing and Communications

Bodyscape may use Mindbody and Mailchimp to communicate with members, former members, prospective clients and subscribers.

Communications may include:

• Class timetables and studio updates.
• Membership offers and introductory promotions.
• Yoga, sauna and wellness spa services.
• Workshops, retreats and community events.
• Newsletters and relevant promotional information.

Electronic marketing communications are sent in accordance with applicable laws, including the Spam Act 2003 (Cth).

Individuals may unsubscribe from promotional communications through the relevant unsubscribe mechanism or by contacting hello@bodyscape.com.au.

Essential booking, payment and service-related communications may continue where necessary.

10. CCTV and Studio Security

Bodyscape operates CCTV surveillance at its premises for legitimate safety, security and operational purposes.

CCTV may be used to:

• Support the safety of clients, staff and visitors.
• Protect studio facilities, equipment and property.
• Investigate accidents, incidents and security concerns.
• Assist in resolving safety-related disputes.

CCTV footage may contain identifiable personal information.

Access to recordings is intended to be restricted to authorised personnel with a legitimate business need.

Footage may be disclosed to law enforcement, insurers, professional advisers or other parties where permitted or required by law.

Recordings are retained according to the capabilities and settings of our CCTV system, operational requirements and applicable legal obligations.

Where footage is required for an incident, investigation or legal matter, it may be retained for longer.

CCTV footage is not used for general marketing or promotional purposes.

11. Photography, Video and Social Media

Bodyscape may capture photographs and videos during classes, workshops, retreats and studio events to showcase our community, services and activities.

Images and recordings may be used on our website, social media platforms and other promotional channels.

Our current practice is to notify participants when promotional photography or filming is planned and invite anyone who does not wish to be included to inform our team.

We respect requests not to be photographed or recorded.

Where consent is legally required, we will seek appropriate consent before using identifiable images or recordings for promotional purposes.

Individuals may contact hello@bodyscape.com.au with concerns or requests relating to the use of their image.

We will consider removal requests reasonably, recognising that previously distributed material or content shared by third parties may not always be fully retractable.

For children and young people, we will seek appropriate parent or guardian consent before using identifiable images or recordings for promotional purposes.

12. Children and Young People

Bodyscape provides selected programmes for children and young people, including Kids Yoga.

We take additional care when collecting and handling children’s personal information.

This may include:

• The child’s name and age.
• Parent or guardian contact details.
• Emergency contact information.
• Relevant health and safety information.
• Booking and attendance details.

We use this information for programme administration, communication, supervision and safe participation.

Where required or appropriate, consent will be obtained from a parent or legal guardian.

Promotional photography or video consent will be handled separately from general participation requirements.

Children will not be required to participate in promotional photography as a condition of attending a programme.

13. Website Cookies and Analytics

Our website may use cookies and analytics technologies to improve functionality, understand website activity and assess marketing performance.

These technologies may collect technical information including IP addresses, device details, browser types and website interactions.

Visitors may manage or disable cookies through their browser settings.

Where consent is required for particular technologies, we will seek that consent.

14. Information Security and Staff Access

Bodyscape takes reasonable technical and organisational steps to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure.

We use business platforms with access controls and maintain confidentiality expectations for employees and contractors.

Authorised teachers, therapists and management personnel may access relevant client information through Mindbody on studio or personal devices.

Such access must be for legitimate service-related purposes.

Staff and contractors are expected to:

• Protect their account credentials.
• Maintain appropriate device security.
• Access only information required for their role.
• Keep health and other sensitive information confidential.
• Avoid unauthorised copying, sharing or storage of client information.
• Report suspected privacy or security incidents promptly.

We periodically review our information-handling practices and access arrangements.

15. Data Breaches and Incident Management

Bodyscape will assess suspected privacy or security incidents and take appropriate steps to contain, investigate and respond to them.

Where the Notifiable Data Breaches Scheme applies, we will comply with relevant assessment and notification obligations.

This may include notifying affected individuals and the Office of the Australian Information Commissioner where required by law.

16. Information Retention and Disposal

We retain personal information for as long as reasonably necessary for its collection purpose, business requirements or applicable legal obligations.

Retention periods may vary depending on the nature of the information, contractual obligations and relevant legal requirements.

When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it, subject to applicable legal obligations.

17. Accessing and Correcting Your Information

Individuals may request access to their personal information or ask us to correct information that is inaccurate, incomplete, outdated, irrelevant or misleading.

Requests may be submitted to hello@bodyscape.com.au.

We may need to verify identity before processing a request.

We will respond within a reasonable period and in accordance with applicable privacy laws.

Where we cannot fulfil a request, we will explain the reason where required by law.

18. Automated Decision-Making

Bodyscape uses digital platforms to support bookings, membership administration, payments and communications.

These systems may automatically process information and apply operational rules, including booking restrictions, cancellation conditions and payment-related processes.

We will assess whether any computer programmes use personal information to make, or substantially and directly inform, decisions that could reasonably be expected to significantly affect an individual’s rights or interests.

Where the requirements under Australian Privacy Principle 1.7 and 1.8 apply, we will disclose the relevant kinds of personal information and decisions in this policy.

The automated decision-making transparency requirements commence on 10 December 2026.

19. Privacy Complaints and Concerns

If you have concerns about how Bodyscape collects, uses, stores or discloses personal information, please contact us.

Email: hello@bodyscape.com.au

Phone: 1300 239 727

We will review privacy complaints fairly and respond within a reasonable period.

If you are dissatisfied with our response, you may be entitled to lodge a complaint with the Office of the Australian Information Commissioner.

Website: www.oaic.gov.au

20. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in legislation, technology, services or business practices.

The current version will be published on our website with its latest revision date.

Where appropriate, we will communicate material changes affecting how personal information is handled.

21. Contact Bodyscape

Bodyscape Wellness Pty Ltd
ABN: 39 638 938 584

Website: www.bodyscape.com.au
Email: hello@bodyscape.com.au
Phone: 1300 239 727