TEAM ELLIS GYM

Privacy Policy

Victoria, Australia

Version date: 3 September 2026

The definitions in the Team Ellis Terms and Conditions are incorporated into this document.

1. About this Privacy Policy

1.1 This Privacy Policy applies to all Team Ellis entities, Gyms, Clubs, and Services including the Team Ellis Pretender to Contender programs and competitions.

1.2 Team Ellis respects your privacy and is committed to protecting the personal information we collect, hold, use and disclose.

1.3 This Privacy Policy explains how we handle personal information in connection with Team Ellis, Team Ellis Gyms, our Clubs, websites, social media pages, lead forms, membership systems, classes, programs, events, direct debit arrangements, marketing and related services.

1.4 This Privacy Policy applies to personal information collected from members, trial participants, casual visitors, parents/guardians, children, guests, website users, employment applicants, contractors, suppliers and other people who interact with us.

1.5 This Privacy Policy should be read together with our Membership Terms and Conditions, Participant Registration Form, Direct Debit Authority, media consent forms and any other forms or notices we provide to you.

2. Team Ellis entities and locations

2.1 Team Ellis operates through multiple entities and locations.

2.2 The Team Ellis entity that operates your Home Club is generally responsible for the personal information collected in connection with your Membership at that Club.

2.3 Where you access or interact with more than one Team Ellis Gym or Club, your personal information may be shared between Team Ellis entities and locations and related entities where reasonably necessary to provide services, manage your membership, ensure safety, process payments, administer bookings, communicate with you, manage incidents, or operate our business.

2.4 Our current Team Ellis locations are listed in the Location / Entity Schedule at the end of this Privacy Policy.

3. What is personal information?

3.1 Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information is true or not and whether it is recorded in a material form or not.

3.2 The personal information we collect may include:

1. name, date of birth, age and contact details;
2. address, email address and phone number;
3. emergency contact details;
4. parent/guardian details for members under 18;
5. membership details, including Home Club, membership type, start date, commitment date, payment frequency, freeze/pause history and cancellation history;
6. class bookings, check-ins, attendance history and participation records;
7. personal training, challenge, event or program participation details;
8. health, injury, medical, fitness or safety information you provide to us;
9. medical certificates, injury reports, incident reports and return-to-training information;
10. payment information, billing history, failed payment history and arrears information;
11. photos, video footage, livestream footage, CCTV footage and audio/video recordings where applicable;
12. social media interactions, reviews, testimonials and competition entries;
13. website and online information, including IP address, device information, browser type, pages visited, form submissions and cookie data;
14. communications with us, including SMS, email, call notes, voicemail, online chat, social media messages and member support requests;
15. employment or contractor information, such as resumes, qualifications, references, coaching credentials, Working With Children Check information and other applicant details; and
16. any other information you provide to us or that we reasonably require to operate Team Ellis.

4. Sensitive information and health information

4.1 Sensitive information includes certain types of personal information, such as health information, biometric information, information about racial or ethnic origin, religious beliefs, criminal record, trade union membership, political opinions, sexual orientation and other information treated as sensitive under privacy law.

4.2 Team Ellis  generally only collects sensitive information where it is reasonably necessary for our services, activities or business functions, or where you consent or the law allows us to collect it.

4.3 Health information we may collect includes information about:

1. injuries;
2. medical conditions;
3. physical limitations;
4. pregnancy, if disclosed;
5. medication or treatment information, if relevant to safe participation;
6. emergency incidents;
7. medical certificates;
8. return-to-training clearance; and
9. other health or safety information relevant to your participation in boxing, fitness training, personal training, kids classes, programs or events.

4.4 We collect health information to help us assess whether you can participate safely, manage risks, respond to incidents, administer freezes/pauses or medical cancellation requests, and provide appropriate support within the scope of our services.

4.5 Team Ellis  staff are not medical practitioners, and our collection of health information does not mean we are providing medical advice, treatment, physiotherapy or rehabilitation services.

5. Minors

5.1 Team Ellis  provides services to minors.

5.2 We may collect personal information about minors where necessary to:

1. create and manage a child’s membership;
2. provide kids classes and related services;
3. communicate with parents or guardians;
4. verify Parent/Guardian consent;
5. manage attendance, bookings and class participation;
6. handle safety, behaviour, medical or emergency matters;
7. administer payments, freezes, pauses, cancellations and account enquiries;
8. comply with legal and child safety obligations; and
9. operate Team Ellis Gym safely and effectively.

5.3 A Parent/Guardian must provide accurate and up-to-date personal, medical and emergency contact information for a minor.

5.4 We may communicate with a parent or guardian about a minor’s membership, attendance, safety, behaviour, payments, bookings, incidents or participation.

5.5 Where we collect, use or publish images or video footage of a minor for marketing or promotional purposes, we will rely on the consent provided through our membership documents, media consent form, signing page or other consent process.

5.6 A Parent/Guardian may contact us to request access to or correction of a minor’s personal information, subject to legal limits and safety considerations.

6. How we collect personal information

6.1 We may collect personal information directly from you when you:

1. complete a registration, membership, waiver, trial, direct debit or enquiry form;
2. visit our website or landing pages;
3. submit a lead form through Facebook, Instagram, Google or another advertising platform;
4. book a class, trial session, personal training session, event or program;
5. attend a Club;
6. communicate with us by phone, SMS, email, social media, online form, member portal, in-app message or in person;
7. purchase merchandise, apparel, drinks or other products;
8. enter a competition, promotion, survey or challenge;
9. provide a review, testimonial or social media comment;
10. apply for work, coaching or contractor opportunities with us; or
11. otherwise interact with Team Ellis.

6.2 We may also collect personal information from third parties, including:

1. Parents/Guardians;
2. emergency contacts;
3. payment processors and direct debit providers;
4. membership management platforms;
5. booking and communication platforms;
6. health professionals, where you authorise them to provide information to us;
7. referral partners or people who refer you to us;
8. social media and advertising platforms;
9. debt collection agencies, solicitors and professional advisers;
10. public sources, where permitted; and
11. other service providers who assist us to operate our business.

6.3 If you provide personal information about another person, you must ensure you have their consent or another lawful basis to provide it to us.

7. Anonymous or pseudonymous interaction

8. Website, cookies and online tracking

8.1 When you use our website, landing pages, online forms, advertisements or digital platforms, we may collect information such as:

1. IP address;
2. device type;
3. browser type;
4. operating system;
5. pages viewed;
6. links clicked;
7. dates and times of visits;
8. form submissions;
9. referral source; and
10. advertising or campaign data.

8.2 We may use cookies, pixels, tags and similar technologies to:

1. operate and improve our website;
2. remember preferences;
3. understand how people use our website and landing pages;
4. measure advertising performance;
5. personalise content;
6. follow up enquiries;
7. improve our marketing; and
8. deliver or measure targeted advertising.

8.3 We may use tools such as Meta, Google, GoHighLevel or other analytics, advertising and marketing platforms.

8.4 You can usually adjust your browser settings to block or delete cookies. If you do this, some features of our website or online forms may not work properly.

9. CCTV, photography, filming and livestreaming

9.1 We may use CCTV or security cameras at our Clubs for safety, security, incident management, fraud prevention, operational monitoring, child safety, staff safety and property protection.

9.2 We may photograph, film, livestream or otherwise record classes, programs, events, training sessions, fight nights, community activities and general Club activity for promotional, marketing, publicity, social media, advertising, safety and operational purposes.

9.3 The way we use photos, videos, livestreams and promotional recordings is also governed by our Membership Terms and Conditions and any media consent or signing page you complete.

9.4 If you do not want you or your child to be intentionally featured in marketing material, you should notify us in writing. We will take reasonable steps to accommodate that request for future material, but we may not be able to remove you or your child from background footage, crowd images, class footage, livestreams or material already published.

9.5 Members, guests and visitors must not photograph, film or record other people at a Club without their consent and our approval.

10. Why we collect, use and disclose personal information

10.1 We collect, hold, use and disclose personal information for purposes including:

1. responding to enquiries;
2. providing trial sessions, classes, programs, personal training and other services;
3. creating, managing and administering memberships;
4. confirming identity and contact details;
5. managing Home Club and approved Club access;
6. managing bookings, timetables, attendance and check-ins;
7. processing payments, refunds, direct debits, failed payments and arrears;
8. administering freezes, pauses, cancellations, transfers and membership changes;
9. communicating with members, parents/guardians and emergency contacts;
10. managing health, safety, medical and incident matters;
11. handling complaints, disputes and feedback;
12. operating, protecting and improving Team Ellis;
13. managing Staff, contractors, suppliers and job applicants;
14. sending service messages, reminders, account notices, safety notices and administrative updates;
15. sending marketing and promotional communications;
16. administering competitions, promotions, events, challenges and surveys;
17. publishing reviews, testimonials, photos, videos and promotional content where permitted;
18. analysing business performance, member experience and advertising effectiveness;
19. preventing fraud, misuse, unlawful conduct and security incidents;
20. enforcing our agreements and recovering debts;
21. complying with legal, regulatory, insurance, accounting and tax obligations; and
22. any other purpose reasonably connected with Team Ellis services, activities or business operations.

11. Marketing communications

11.1 We may use your personal information to send marketing and promotional communications about Team Ellis, including classes, memberships, programs, personal training, events, challenges, merchandise, offers and updates.

11.2 Marketing may be sent by SMS, email, phone, social media, online advertising, mail or other communication methods.

11.3 You may opt out of marketing communications at any time by using the unsubscribe link, replying STOP where available, updating your preferences, or contacting us.

11.4 Even if you opt out of marketing, we may still send you service-related communications, including payment reminders, booking confirmations, account notices, safety updates, timetable changes, cancellation/freeze communications and important membership information.

11.5 We will not use sensitive information, such as health information, for direct marketing unless you have consented or the law allows it.

12. Who we disclose personal information to

12.1 We may disclose personal information where reasonably necessary to:

1. Team Ellis entities, locations, owners, managers and Staff;
2. coaches, instructors, contractors and authorised representatives;
3. membership management and booking software providers;
4. GoHighLevel or other CRM, automation, SMS and email platforms;
5. Perfect Gym or other member management systems;
6. Shopify or other POS/ecommerce systems;
7. Xero or other accounting/bookkeeping systems;
8. payment processors, direct debit providers, banks and payment systems operators;
9. website, hosting, IT, cloud storage, cybersecurity and support providers;
10. advertising, analytics and marketing platforms, including Meta and Google;
11. SMS, email, phone and communications providers;
12. CCTV, security and access control providers;
13. insurers, brokers and risk advisers;
14. accountants, bookkeepers, lawyers and other professional advisers;
15. debt collection agencies and recovery providers;
16. emergency services, medical responders and health professionals where necessary;
17. regulators, law enforcement agencies, courts, tribunals or government bodies where required or authorised by law;
18. buyers, potential buyers or advisers in connection with a business sale, restructure, merger or transfer; and
19. any other person or organisation where you consent or where disclosure is required or authorised by law.

12.2 We do not sell your personal information.

12.3 We may use aggregated or de-identified information for reporting, analytics, business planning, marketing insights and service improvement.

13. Payment information and direct debit providers

13.1 We may collect and use payment information to process membership fees, personal training fees, program fees, product purchases, refunds, arrears, failed payments and related charges.

13.2 We may use third-party payment processors and direct debit providers to process payments on our behalf.

13.3 Full card or bank account details may be collected, stored and processed by our payment providers rather than directly by Team Ellis.

13.4 We may disclose relevant personal information to payment providers, banks and payment systems operators to process payments, manage failed payments, verify transactions, prevent fraud, process refunds and deal with billing issues.

13.5 If your account is overdue, we may use your contact details to contact you about payment and may disclose relevant information to debt collection agencies, solicitors or professional advisers where reasonably necessary.

14. Storage and security

14.1 We may hold personal information in electronic and hard copy form.

14.2 We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

14.3 These steps may include physical security, staff access controls, password protection, software permissions, secure storage, staff training, system controls, internal procedures and use of reputable service providers.

14.4 No method of storage or transmission is completely secure. We cannot guarantee the absolute security of personal information.

14.5 When personal information is no longer needed for any purpose for which it may lawfully be used or disclosed, we will take reasonable steps to destroy it or de-identify it, unless we are required or permitted to keep it.

14.6 We may retain membership, payment, incident, tax, accounting, legal and business records for at least 7 years, or longer where required or permitted by law.

15. Overseas disclosure

15.1 Some of our service providers, software platforms, cloud systems, advertising platforms, payment processors or support providers may store, process or access personal information outside Australia.

15.2 This may include countries where providers such as CRM, email, SMS, payment, analytics, advertising, cloud storage or support platforms operate.

15.3 Where required by privacy law, we will take reasonable steps to ensure that overseas recipients handle personal information in a way that is consistent with the Australian Privacy Principles, unless an exception applies.

15.4 By using our services or providing personal information to us, you acknowledge that your personal information may be processed or stored using systems that involve overseas service providers.

16. Accessing or correcting your personal information

16.1 You may request access to personal information we hold about you.

16.2 You may request that we correct personal information if it is inaccurate, out of date, incomplete, irrelevant or misleading.

16.3 We may need to verify your identity before responding to an access or correction request.

16.4 We will respond to requests within a reasonable time.

16.5 In some cases, we may refuse access or correction where permitted by law, such as where providing access would affect another person’s privacy, create a safety risk, prejudice an investigation, reveal commercially sensitive information, or where the request is frivolous or unreasonable.

16.6 If we refuse a request, we will provide reasons where reasonable and legally appropriate.

17. Keeping your information accurate

17.1 You are responsible for helping us keep your personal information accurate and up to date.

17.2 You should promptly tell us if your contact details, emergency contact, payment information, medical information or other relevant details change.

17.3 If you are a parent or guardian of a minor, you must keep the minor’s personal, medical and emergency contact information up to date.

18. Data breaches

18.1 If we become aware of a suspected or actual data breach, we will assess and respond to it in accordance with applicable privacy law.

18.2 Where required by law, we will notify affected individuals and the Office of the Australian Information Commissioner.

19. Complaints and enquiries

19.1 If you have a question, concern or complaint about how we handle personal information, please contact us using the details below.

19.2 We will review privacy complaints and aim to respond within a reasonable time.

19.3 If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

Privacy Contact:
 Team Ellis
 Email: lavertonnorth@teamellis.com.au
 Phone: 0494 379 707
 Address: Factory 4/38-40 Little Boundary Road, Laverton North 3026

20. Changes to this Privacy Policy

20.1 We may update this Privacy Policy from time to time.

20.2 The updated version will apply from the date it is published on our website or otherwise made available.

20.3 We encourage you to review this Privacy Policy periodically.

21. Location / Entity Schedule