Privacy Policy
About This Privacy Policy
Wildflower PT and Nutrition respects your privacy and is committed to handling your personal information carefully, transparently and securely.
This Privacy Policy explains how Wildflower collects, holds, uses, stores and discloses personal information when you:
Enquire about Wildflower’s services
Visit or interact with the Wildflower website
Complete an application, health-screening form or onboarding form
Participate in online personal training, healthy-eating guidance or coaching
Use Hubfit or another platform connected with Wildflower’s services
Communicate with Wildflower by email, Hubfit, video call, social media or another agreed method
Make a payment or manage your coaching membership
Because Wildflower may collect health information and provide services relating to health, fitness and wellbeing, some of the information it handles may be considered sensitive information under Australian privacy law.
Wildflower will handle personal information in accordance with applicable privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.
In this policy, “Wildflower”, “we”, “us” and “our” refer to:
Legal business name: Marie Bingham
Trading name: Wildflower PT and Nutrition
ABN: 96252516249
Business address: 156 Charlestown Rd, Kotara South, NSW, 2289
Privacy contact email: mariebingham@wildflowerptandnutrition.com
Telephone number: 0432534273
Personal Information We Collect
Wildflower collects personal information that is reasonably necessary to provide safe, personalised and effective coaching and to operate the business. Depending on how you interact with Wildflower, this information may include:
Identity and contact information
Your full name
Date of birth
Address
Email address
Telephone number
Emergency contact details
Health and safety information
Health-screening and onboarding responses
Current or previous medical conditions
Injuries, pain, physical limitations or disabilities
Medications that may affect your participation
Pregnancy or postnatal information
Relevant medical clearance or healthcare recommendations
Exercise history and other information needed to support safe participation
Training and coaching information
Your goals, preferences and availability
Training experience, equipment access and exercise environment
Programme participation and exercise records
Weekly check-in responses
Progress reviews, coaching notes and programme history
Information shared during Hubfit messages or video coaching call
Nutrition and wellbeing information
Eating habits and nutrition goals
Allergies, intolerances or dietary requirements
Relevant history of disordered eating
Information about sleep, energy, stress and general wellbeing
Food diaries or meal photographs you choose to provide
Progress information
Strength, fitness, consistency and habit records
Body measurements you choose to provide
Progress photographs you choose to provide
Other progress measures that are meaningful to you
Providing body measurements, progress photographs, food diaries and meal photographs is always optional. You may decline or stop using these progress methods without losing access to coaching.
Payment and transaction information
Wildflower may collect information relating to your membership, billing status and transaction history. Payment card or bank details may be collected and processed directly by Wildflower’s payment provider rather than stored by Wildflower.
Website and technology information
When you use Wildflower’s website, Hubfit or another connected online service, information may be collected automatically, such as:
Device and browser information
Internet Protocol address
Login and account activity
Website usage information
Cookies and similar technology data
The information collected will depend on the platforms and settings used.
Wildflower will generally collect personal information directly from you. In limited circumstances, information may be collected from another person or organisation—such as a healthcare professional—with your consent or where otherwise permitted or required by law.
You may choose not to provide requested information. However, if information is reasonably necessary to provide safe or personalised coaching, Wildflower may be unable to provide or continue some or all services.
How We Collect Your Information
Wildflower will generally collect personal information directly from you when you:
Submit an enquiry through the Wildflower website, email or social media
Complete an application, health-screening form, consent form or onboarding questionnaire
Create or use your Hubfit account
Participate in weekly check-ins or progress reviews
Communicate with Wildflower through Hubfit, email, video call or another agreed method
Provide information during a coaching conversation
Upload exercise records, progress information, photographs, videos, food diaries or meal photographs
Book or attend a video coaching call
Make a payment or manage your membership
Provide feedback, a testimonial or a complaint
Wildflower may record relevant coaching notes based on information shared during messages, check-ins, progress reviews or video calls. Video coaching calls will not be audio-recorded or video-recorded without your prior knowledge and consent.
Wildflower may also receive limited personal information through service providers used to operate the business, including:
Hubfit
Website and enquiry-form providers
Payment-processing providers
Email and video-call platforms
Booking or scheduling systems
Website analytics and security services
Wildflower will not ordinarily receive or store your complete payment-card or bank-account details where these are collected directly by the payment provider.
In limited circumstances, Wildflower may collect information from another person or organisation, such as a healthcare professional, emergency contact or authorised representative. This will generally occur with your consent or where collection is otherwise required or permitted by law.
When you use the Wildflower website or connected online services, certain technical information may be collected automatically through cookies or similar technologies. This may include your device type, browser, Internet Protocol address, pages visited and interaction with the website. Further information may be provided in Wildflower’s website cookie notice, where applicable.
If Wildflower receives personal information about you that it did not request, it will determine whether the information is reasonably necessary for its services or required for legal, safety or record-keeping purposes. If it is not required, Wildflower will take reasonable steps to securely delete or de-identify it where lawful and practicable.
Why We Collect and Use Your Information
Wildflower collects, holds and uses personal information where reasonably necessary to provide coaching services, operate the business and meet applicable legal and professional obligations. Your information may be used to:
Provide safe and personalised coaching
Assess whether Wildflower’s services are suitable for you
Understand your health, goals, preferences and circumstances
Identify potential risks, limitations or support needs
Design and deliver your personalised training programme
Provide healthy-eating guidance within Wildflower’s professional scope
Recommend appropriate exercise modifications
Monitor your experience and respond to relevant health or safety concerns
Manage your coaching experience
Complete onboarding and establish your Hubfit account
Deliver weekly check-ins, feedback and progress reviews
Prepare for and conduct video coaching calls
Review and update your programme
Respond to questions, messages and support requests
Maintain coaching notes and programme records
Prepare your final programme summary when your membership ends
Communicate with you
Respond to enquiries
Provide information about your membership or coaching services
Send appointment, check-in or programme reminders
Notify you about payments, service interruptions or changes affecting your membership
Respond to feedback, concerns or complaints
Administer memberships and payments
Establish and manage your coaching membership
Process recurring payments through Wildflower’s payment provider
Maintain billing and transaction records
Respond to failed or overdue payments
Process pauses, cancellations, credits or refunds where applicable
Operate and improve Wildflower’s services
Maintain and improve coaching systems, resources and service delivery
Manage the Wildflower website and connected platforms
Troubleshoot technical issues
Protect accounts, systems and information from misuse or unauthorised access
Review general service trends using aggregated or de-identified information where practicable
Meet legal, safety and professional responsibilities
Maintain appropriate business, financial and coaching records
Meet legal, taxation, insurance and professional obligations
Respond to lawful requests or legal processes
Manage risks, complaints, disputes or potential claims
Take appropriate action where there is a serious concern for a person’s health or safety
Wildflower will generally use personal information for the purpose for which it was collected.
Sensitive information, including health information, will only be used for the purpose for which it was collected or for another directly related purpose that you would reasonably expect. It may also be used for another purpose where you have provided consent or where the use is otherwise required or permitted by law.
Wildflower will not sell or rent your personal information.
Your name, photographs, testimonial, results or other identifying information will not be used for advertising, social media or promotional purposes without your separate and express consent. You may decline or withdraw promotional consent without affecting your access to coaching.
When We Share or Disclose Your Information
Wildflower will only share or disclose personal information where reasonably necessary to provide its services, operate the business, protect health or safety, or meet legal obligations.
Your information may be shared with service providers that support Wildflower’s operations, including:
Hubfit
Website and online-form providers
Payment-processing providers
Email, video-call and communication platforms
Booking or scheduling systems
Website hosting, analytics and security providers
Information-technology support providers
Accountants, insurers, legal advisers or other professional advisers
These providers will only receive the information reasonably necessary to perform their services. They may handle information in accordance with their own privacy policies, security practices and legal obligations.
Wildflower may also disclose personal information:
With your consent or at your direction
To a healthcare professional, where you have authorised the disclosure
To your authorised representative
Where required or authorised by law, a court order or another lawful process
To respond to a lawful request from a government, regulatory or law-enforcement body
To obtain professional advice or manage a complaint, dispute, insurance matter or legal claim
Where reasonably necessary to prevent or lessen a serious threat to a person’s life, health or safety and obtaining consent is unreasonable or impracticable
Where otherwise permitted under applicable privacy law
Wildflower will not disclose your health information, progress photographs, body measurements or coaching records to family members, employers, friends or other third parties without your consent unless disclosure is required or permitted by law.
Wildflower does not sell or rent personal information.
Some service providers may store or process personal information outside Australia. Where applicable, further information about overseas handling is provided in the Storage and Overseas Disclosure section of this policy.
Wildflower will take reasonable steps to ensure that any disclosure is appropriate, limited to what is necessary and handled consistently with applicable privacy obligations.
Storage and Overseas Disclosure
Wildflower may hold personal information electronically through the systems and service providers used to operate its coaching services. This may include:
Hubfit
Wildflower’s website and online forms
Email and communication platforms
Video-call and scheduling services
Payment-processing systems
Secure business devices and electronic records
Cloud storage, website hosting and information-technology services
Some information may also be retained in paper form where reasonably necessary.
Wildflower will take reasonable steps to select reputable service providers and protect the personal information it holds from misuse, interference, loss, unauthorised access, modification or disclosure.
Some of Wildflower’s service providers may store, process or allow access to personal information outside Australia. This may occur when a provider operates overseas infrastructure, uses international data centres or engages overseas contractors or related companies.
Where practicable, Wildflower will identify the countries in which overseas recipients are likely to be located.
Countries currently identified: Australia, United Kingdom, United States and New Zealand. Personal information may also be processed in other countries where these providers or their service providers operate.
Service providers associated with those locations: HubFit Ltd; Squarespace, GoCardless Payments; Google Workspace, including Gmail, Google Calendar and appointment scheduling; Zoom; and Xero.
Before disclosing personal information to an overseas recipient, Wildflower will take reasonable steps required by applicable privacy law. These steps may include reviewing the provider’s privacy and security practices, limiting the information shared and using appropriate contractual or account protections.
Privacy protections in another country may differ from those applying in Australia. Where an exception under Australian privacy law applies, Wildflower may not be required to take all of the steps that would otherwise apply to an overseas disclosure.
Routing or storing information using overseas infrastructure does not always constitute disclosure to an overseas recipient. How Australian privacy law applies may depend on whether the overseas provider can access or control the information.
You may contact Wildflower using the details in this policy if you would like further information about where your personal information may be stored or processed.
Wildflower takes reasonable steps to protect the personal information it holds from misuse, interference, loss, unauthorised access, modification and disclosure.
How We Protect Your Information
Depending on the nature of the information and the systems used, these safeguards may include:
Using reputable service providers with appropriate privacy and security measures
Protecting accounts and devices with strong passwords, passcodes and multi-factor authentication where available
Restricting access to personal information to people and service providers who reasonably require it
Keeping devices, software and applications reasonably current
Using secure internet connections and appropriate device-security measures
Maintaining appropriate backups and account-recovery processes
Reviewing account access and security settings
Avoiding unnecessary downloading, copying or printing of sensitive information
Securely deleting, destroying or de-identifying information when it is no longer required to be retained
Reviewing privacy and information-handling practices as Wildflower’s services and systems develop
Where personal information is handled by Hubfit, Squarespace, GoCardless Payments, Google Workspace, Zoom, Xero or another service provider, that information may also be protected by the provider’s own technical and organisational security measures.
Although Wildflower takes reasonable precautions, no method of electronic storage or online transmission is completely secure. Wildflower cannot guarantee that a website, platform, email, video call or other electronic communication will always be free from security risks.
You are responsible for keeping your Hubfit and other relevant account details secure. You should:
Use strong and unique passwords
Enable multi-factor authentication where available
Avoid sharing login details with another person
Log out when using a shared device
Notify Wildflower promptly if you believe your information or account may have been accessed without permission
If Wildflower becomes aware of a suspected data breach, it will take reasonable steps to:
Contain the incident and prevent further unauthorised access or disclosure
Assess what occurred and what information may be affected
Consider the possible risk of harm to affected individuals
Take appropriate steps to reduce or remedy that risk
Review the incident and improve relevant safeguards where appropriate
Notify affected individuals, the Office of the Australian Information Commissioner or another authority where required by law
If you become aware of a privacy or security concern involving information held by Wildflower, please contact Wildflower as soon as possible using the privacy contact details provided in this policy.
Wildflower will keep personal information only for as long as it is reasonably needed for the purposes described in this policy or as required or permitted by law.
The length of time information is retained may depend on:
The type and sensitivity of the information
The purpose for which it was collected
Whether it is needed to provide or complete coaching services
Applicable legal, taxation, insurance or record-keeping requirements
The need to respond to a complaint, dispute or potential legal claim
Health and safety considerations
The requirements and retention settings of Wildflower’s service providers
Wildflower may retain relevant client records after a coaching membership ends. These records may include:
Client and contact details
Health-screening and consent records
Coaching notes and programme history
Check-ins and progress-review records
Important health or safety communications
Membership, payment and transaction records
Complaints, incidents or other business records
Information that is no longer reasonably required will be securely deleted, destroyed or de-identified where lawful and practicable.
Some information may remain temporarily in secure backups or third-party systems until it is removed through the provider’s normal deletion or retention process.
Where information must be retained for legal, taxation, insurance, dispute-resolution or professional purposes, Wildflower may restrict its use and keep it securely until the applicable retention period has ended.
If you request deletion of your information, Wildflower will consider the request and explain whether any information must continue to be retained. A deletion request may not always be fulfilled immediately where retention is required or permitted by law or is reasonably necessary for an ongoing matter.
Wildflower will periodically review the information it holds and take reasonable steps to remove or de-identify information that is no longer required.
Accessing and Correcting Your Information
You may contact Wildflower to:
Request access to personal information Wildflower holds about you
Ask for inaccurate, outdated, incomplete, irrelevant or misleading information to be corrected
Update your contact, health, emergency-contact or other relevant details
Requests should be made using the privacy contact details provided in this policy. Please include enough information to help Wildflower identify you and understand the information involved.
Before providing access or making a correction, Wildflower may ask you to verify your identity. This helps protect your information from unauthorised access or changes.
Wildflower will respond within a reasonable period and will generally aim to respond within 30 calendar days. If additional time is reasonably required, Wildflower will explain the delay and provide an expected response timeframe.
Where appropriate, access may be provided through:
A copy of the requested records
Secure electronic access
A summary or explanation of the information
Another suitable method agreed with you
Wildflower will not ordinarily charge a fee for making an access or correction request. A reasonable fee may be charged for the cost of providing access where permitted by law. You will be informed of any proposed fee before access is provided.
Access may be refused or limited where permitted or required by law—for example, where providing access would unreasonably affect another person’s privacy, create a serious threat to health or safety, reveal commercially sensitive evaluative information, relate to legal proceedings, or otherwise be unlawful.
If Wildflower refuses an access or correction request, it will provide written reasons where required and explain how you may make a complaint.
Where Wildflower agrees that information should be corrected, it will take reasonable steps to ensure the information is accurate, current, complete, relevant and not misleading.
If Wildflower does not agree to a requested correction, you may ask for a statement describing the correction you requested to be associated with the relevant record, where required by law.
If corrected information was previously disclosed to another organisation, you may ask Wildflower to notify that organisation of the correction. Wildflower will take reasonable steps to do so where required and lawful.
You should promptly notify Wildflower if your contact information, health information, medications, injuries, pregnancy status or other details relevant to safe coaching change.
Making a Privacy Complaint
If you have a question or concern about how Wildflower has collected, used, stored, protected or disclosed your personal information, please contact Wildflower using the privacy contact details provided in this policy.
To help Wildflower understand and respond to your concern, please include:
Your name and contact details
A description of the privacy issue
Relevant dates, communications or circumstances
How the issue has affected you, where relevant
The outcome you would like Wildflower to consider
Wildflower will treat privacy complaints respectfully, fairly and confidentially. It will:
Acknowledge your complaint within a reasonable period
Review the circumstances and relevant records
Request further information where reasonably necessary
Take appropriate steps to investigate and address the concern
Explain the outcome and any action taken or proposed
Wildflower will generally aim to provide a written response within 30 calendar days. If additional time is reasonably required, Wildflower will explain the reason for the delay and provide an updated timeframe.
Making a privacy complaint will not affect your access to coaching services or result in unfair treatment.
If you are not satisfied with Wildflower’s response, or Wildflower has not responded within a reasonable period, you may lodge a complaint with the Office of the Australian Information Commissioner.
Office of the Australian Information Commissioner
Website: www.oaic.gov.au
Telephone: 1300 363 992
Online privacy complaint form: Available through the OAIC website
The OAIC generally expects you to raise the matter with Wildflower first and allow approximately 30 days for a response before lodging a complaint with its office.
You may also have the right to contact another regulator, consumer-protection body or dispute-resolution service depending on the nature of your concern and the laws that apply.
Marketing Communications and Promotional Consent
Wildflower may send you information about its services, programmes, offers, events, resources or business updates where you have consented or where otherwise permitted by law.
Marketing communications may be sent by email, SMS, social media or another communication method you have provided.
You can opt out of marketing communications at any time by:
Using the unsubscribe link included in an email
Replying “STOP” where that option is provided by SMS
Contacting Wildflower using the privacy contact details in this policy
Wildflower will process your request within a reasonable period and will not charge you for opting out.
Opting out of marketing communications will not prevent Wildflower from sending essential service communications relating to your coaching, appointments, account, membership, payments, safety or changes to the services you use.
Wildflower will not sell your information or provide it to another organisation for that organisation’s own marketing purposes.
Testimonials, Photographs and Client Stories
Wildflower will not publish or use your name, testimonial, progress photographs, videos, body measurements, coaching experience, results or personal story for advertising, social media or other promotional purposes without your separate and express consent.
Any promotional consent request will explain:
What information or content Wildflower would like to use
How and where it may be published
Whether your name or other identifying details will appear
Whether the content may remain available online after it is first published
How you may withdraw your consent for future use
Cookies, Website Analytics and Third-Party Links
When you visit the Wildflower website, Squarespace and other connected service providers may use cookies and similar technologies to collect information about how the website is accessed and used.
Cookies are small data files stored on your device or browser. They may help to:
Enable essential website functions
Remember preferences and settings
Maintain website security
Understand website traffic and visitor interactions
Identify and resolve technical issues
Improve the website and user experience
Support forms, bookings, payments and other connected services
Depending on the features enabled on the Wildflower website, information collected through cookies or similar technologies may include:
Internet Protocol address
Device and browser information
General geographic location
Pages viewed and links selected
Dates and times of visits
Referring websites or search terms
Website interactions and usage patterns
Some cookies are necessary for the website to operate. Other cookies, including analytics or marketing cookies, may be optional where consent is required.
You may be able to manage your cookie preferences through the cookie banner displayed on the Wildflower website or through your browser settings. Blocking or deleting certain cookies may affect how some website features operate.
Wildflower may use Squarespace’s built-in analytics or other analytics services to understand general website use and improve its services. Where reasonably practicable, Wildflower will use aggregated or de-identified information for these purposes.
The Wildflower website may contain links to third-party websites, platforms or services, including Hubfit, Zoom, Google services or social-media platforms. These third parties operate independently and may collect or handle information under their own privacy policies.
Wildflower is not responsible for the privacy, security or content practices of third-party websites or services that it does not control. You should review the privacy information provided by those third parties before supplying personal information.
Wildflower will provide a separate cookie notice or cookie-preference tool where required or appropriate for the technologies enabled on its website.
Children and Young People’s Privacy
Wildflower’s coaching services are available only to adults aged 18 years and over.
Wildflower does not knowingly accept coaching clients under the age of 18 or intentionally collect health information, progress information or other sensitive information from children or young people under 18.
By applying for, purchasing or participating in Wildflower’s coaching services, you confirm that you are at least 18 years old.
The Wildflower website and general educational content may be accessible to people under 18. However, a person under 18 must not:
Apply for or purchase coaching services
Create a coaching account
Complete Wildflower’s health-screening or onboarding forms
Submit health information, progress photographs or other sensitive information
Participate in coaching without Wildflower first confirming that they meet the minimum age requirement
If Wildflower becomes aware that it has unintentionally collected personal information from someone under 18, it will take reasonable steps to securely delete or de-identify that information unless retaining it is required or permitted by law.
A parent, guardian or young person who believes Wildflower may hold information relating to someone under 18 should contact Wildflower using the privacy contact details provided in this policy.
Remaining Anonymous or Using a Pseudonym
You may contact Wildflower anonymously or use a pseudonym when making a general enquiry, requesting general information or providing feedback, where it is practical to do so.
However, Wildflower generally cannot provide personalised coaching services anonymously or under a pseudonym. To establish and manage a coaching membership safely and effectively, Wildflower may need accurate information including your:
Full name and date of birth
Contact and emergency-contact details
Relevant health and safety information
Payment and membership information
Identity when responding to an access, correction or privacy request
This information may be necessary to confirm that you are aged 18 or over, assess whether the services are suitable, provide safe and personalised coaching, communicate with you, manage payments and accounts, respond appropriately in an emergency, and meet legal or record-keeping obligations.
If you choose not to provide information that is reasonably necessary for these purposes, Wildflower may be unable to provide or continue some or all coaching services.
Wildflower will only request identifying information that is reasonably necessary for the relevant interaction or service.
Where you contact Wildflower anonymously or using a pseudonym, Wildflower’s ability to investigate a concern, provide a personalised response or follow up with you may be limited.
Changes to This Privacy Policy
Wildflower may update this Privacy Policy from time to time to reflect changes to:
Its coaching services or business practices
The personal information it collects or handles
The platforms and service providers it uses
Privacy, consumer or other applicable laws
Information-security practices
Regulatory guidance or professional obligations
The current version will be made available on the Wildflower website and will display the date it was last updated.
Where changes are significant or materially affect how personal information is handled, Wildflower will take reasonable steps to notify affected clients. This may include notification through:
Email
Hubfit
The Wildflower website
Another appropriate communication method
Unless otherwise stated, an updated Privacy Policy will take effect when it is published.
You are encouraged to review this policy periodically so that you remain informed about how Wildflower handles and protects personal information.
Previous versions may be retained for legal, compliance and record-keeping purposes.
If you have questions about a change to this Privacy Policy, please contact Wildflower using the privacy contact details provided below.
Contact Details
If you have a question, request or concern about this Privacy Policy or how Wildflower handles your personal information, please contact:
Legal business name: Marie Bingham
Trading name: Wildflower PT and Nutrition
ABN: 96252516249
Business address: 156 Charlestown Rd, Kotara South, NSW 2289
Privacy contact email: mariebingham@wildflowerptandnutrition.com
Telephone number: 0432 534 273
Please include enough information for Wildflower to understand and respond to your enquiry. Do not include unnecessary sensitive health information in your initial email.
Wildflower will respond within a reasonable period. Access, correction and privacy complaints will be managed in accordance with the processes outlined in this policy.
Effective date: 05/08/2026
Last updated: 05/08/2026