Privacy Policy

1. About this policy
Shadow Fitness World ("we", "us", "our") operates a live, one-on-one virtual personal training marketplace, connecting Australian clients with independent contractor trainers based in the Philippines, via www.shadowfitnessworld.com and associated booking, payment, and session tools.
This policy explains what personal information we collect, why we collect it, how we use and disclose it, and how you can access, correct, or ask questions about your information.
Shadow Fitness World is currently a small business under the Privacy Act 1988 (Cth) (its annual turnover is below the $3 million threshold that triggers mandatory coverage). We have chosen to follow the Australian Privacy Principles (APPs) as a matter of good practice, even though we are not currently required to by law.

2. Personal information we collect
The personal information we collect depends on how you interact with us:
Clients

• Name, email address, and phone number, provided when booking a session or membership.

• Payment information, processed directly by Stripe (we do not store your full card details).

• Session information, including exercise logs, weights lifted, session ratings, and progress notes, generated during and after your training sessions.

• Any information you provide directly, such as through the Contact form or in correspondence with us.

Trainers (independent contractors)
Trainers on the Shadow Fitness World platform are independent contractors and are not employees of Shadow Fitness World. We collect information necessary to assess, onboard, and manage trainers and their provision of services through the platform.

• Name, contact details, timezone, and availability, provided during the trainer application process.

• Qualifications, certifications, and work history, as submitted in the trainer intake form.

• Insurance details and supporting documentation, where required as part of trainer onboarding or ongoing eligibility to provide services through the platform.

• Banking or payment details, used to process weekly payouts via Wise.

• Session logs and client feedback ratings, relevant to your performance on the platform.

Everyone

• Basic website usage information (such as pages visited), collected through standard website analytics.
   

3. How we collect personal information
We collect personal information directly from you, primarily through:

• Our booking system and checkout (Wix Bookings and Stripe).

• Our trainer application form (Google Forms).

• Session log forms completed by trainers after each session.

• Direct communication with us, such as emails or the Contact page.

We do not collect personal information from third parties except where a service provider (such as Stripe, for payment confirmation) passes back information necessary to complete a transaction you have initiated.

4. Why we collect, use, and disclose personal information
We collect and use personal information to:

• Create and manage bookings between clients and trainers.

• Process payments for sessions and membership plans.

• Generate and send session summary emails, including progress tracking.

• Match clients with an available trainer for single-session bookings.

• Pay trainers for completed sessions.

• Respond to enquiries and provide customer support.

• Maintain the security and proper functioning of our platform.

• Assess trainer eligibility, including qualifications, certifications, insurance, and other information relevant to providing services through the platform.

• Monitor compliance with Shadow Fitness World's trainer requirements.

We do not sell personal information to third parties, and we do not use client or trainer information for purposes unrelated to operating the platform without your consent.

5. Who we share personal information with
We disclose personal information only where necessary to operate the platform:

• Trainers receive the client information necessary to conduct a booked session (name, session history, and progress notes).

• Clients receive their assigned trainer's first name and relevant session details.

• Stripe processes payment information for client bookings.

• Wise processes payment information for trainer payouts.

• Wix, our website and booking platform provider, hosts and processes data as part of providing our website, booking, and email infrastructure.

• Google Workspace tools (Forms, Sheets) are used internally to manage trainer applications and session data pipelines.

We do not permit these providers to use your personal information for their own marketing purposes.
Once a trainer receives client information for a booked session, they are responsible for handling that information appropriately and using it only in connection with providing the booked service.

6. Overseas disclosure
Because Shadow Fitness World connects Australian clients with trainers based in the Philippines, some personal information (such as session details relevant to a booking) is necessarily disclosed to trainers located overseas, specifically in the Philippines.
Our service providers, including Stripe, Wise, Wix, and Google, may also store or process data on servers located outside Australia, as part of their standard global infrastructure. We take reasonable steps to work only with reputable providers that maintain appropriate data protection standards.

7. Data security
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, including using reputable third-party providers (Stripe, Wise, Wix, Google) with their own security safeguards, and limiting internal access to personal information to what is necessary to operate the platform.
No method of storage or transmission over the internet is completely secure, and we cannot guarantee absolute security.

8. Accessing and correcting your information
You can ask to access or correct the personal information we hold about you at any time by contacting us using the details below. We will respond to reasonable requests within a reasonable timeframe, and will not charge a fee for a reasonable access request.
If we are unable to provide access to or correct your information, we will explain why.

9. Cookies
Our website may use cookies and similar technologies, provided by our website platform (Wix), to support core website functionality and understand website usage. You can control cookies through your browser settings.
10. Complaints
If you have concerns about how we have handled your personal information, please contact us first using the details below so we can try to resolve the issue directly.
If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

11. Changes to this policy
We may update this policy from time to time to reflect changes in our practices. The "last updated" date at the top of this policy will indicate when it was last revised.

12. Contact us
If you have any questions about this policy or how we handle your personal information, please contact us via the Contact page at www.shadowfitnessworld.com/contact.