Privacy Policy

Last Updated: October 2025

FORM Somerset Pilates Pty Ltd (“we,” “us,” or “our”) is committed to protecting the privacy of all clients, members, and visitors. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Privacy Act 1988 (Cth) (the Act) and the Australian Privacy Principles (APPs).

By visiting our website, using our services, creating a Momence account, or providing your personal information, you consent to the collection and handling of your information in accordance with this policy.

1. Overview and Definitions

Personal Information
Means information or an opinion about an identifiable individual, or an individual who is reasonably identifiable, whether true or not, and whether recorded in material form or not (as defined under the Act).

Sensitive Information
Refers to details such as an individual’s racial or ethnic origin, religious beliefs, health information, or other data defined as sensitive under the Act.

2. What Personal Information We Collect

We collect personal information necessary to deliver our Pilates and wellness services. This may include, but is not limited to:

Full name, contact details, and date of birth
Health and medical information (with your explicit consent)
Billing and payment information
Emergency contact details
Attendance, membership, and booking history
Communication preferences and feedback

3. How We Collect Personal Information

We collect personal information directly from you when you:

Create an account or make a booking through Momence
Communicate with us via phone, email, or social media
Complete client intake or consent forms
Purchase memberships, class packs, or merchandise
Participate in studio events or promotions

We may also collect information from third parties (e.g. payment processors or partner service providers) when authorised by you, or from publicly available sources when required for business operations. If you provide information about another person, you must ensure they are aware of this Privacy Policy.

4. Use and Disclosure of Personal Information

We use your personal information to:

Deliver and manage Pilates classes, memberships, and related services
Process bookings and payments securely
Communicate important studio updates, class reminders, and promotions
Comply with insurance, legal, and regulatory requirements
Improve our services and customer experience

We may disclose personal information to:

Employees, instructors, and contractors involved in delivering services
Third-party providers such as Momence (booking platform), Stripe (payment processor), and IT or marketing support services
Legal or regulatory authorities where required by law

We will never sell or rent your personal information to third parties.

Marketing Communications: We may send you promotional emails, class updates, and studio news. You can opt out at any time by clicking ‘unsubscribe’ in any email or by contacting us at admin@formsomersetpilates.com. Please note that you will continue to receive essential service-related communications (e.g. booking confirmations, class cancellations).

5. Direct Debit and Payment Processing

If you authorise recurring or one-off payments, we may collect and store billing details such as your credit card or bank account information to process transactions securely.
All payments are processed through third-party systems integrated with Momence, and we do not store card verification values (CVV).
We take reasonable steps to ensure payment data is encrypted and transmitted securely.

6. Overseas Disclosure

Your personal information may be stored or processed outside Australia, including by:

Cloud service providers
Analytics or marketing tools (e.g. Google Analytics)
Momence and its related services, which may process data in the United States or other countries. For more information about how Momence handles your data, please review their privacy policy.

We take reasonable steps to ensure that any overseas data handling complies with the Australian Privacy Principles, but you acknowledge that your information may be subject to foreign privacy laws.

7. Security of Personal Information

We take reasonable precautions to safeguard your personal information against misuse, interference, loss, unauthorised access, modification, or disclosure.
This includes:

Secure, encrypted cloud storage
Restricted staff access to client data
Staff training on confidentiality and data handling

8. Access and Correction

You may request access to, or correction of, your personal information at any time by contacting us:
admin@formsomersetpilates.com

We will verify your identity and respond within a reasonable timeframe (usually within 30 days).
If we cannot provide access, we will explain why and outline your options under the Act.

A small administrative fee may apply for data retrieval in some cases.

9. Retention and Destruction

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, or as required by law.
When no longer needed, data is securely destroyed or de-identified.
If you request deletion of your information, we will comply where practicable, noting that deletion may affect our ability to provide services in the future.

Health and medical information is retained for 7 years from your last class attendance as required by law. The information is accessible only by instructors and authorised administrative staff for safety and service delivery purposes.

10. Cookies and Analytics

Our website may use cookies and analytics tools (such as Google Analytics) to collect information about site usage, including:

IP address, browser type, and device details
Pages visited and search terms used
Date, time, and duration of visits

You can adjust browser settings to block cookies, but doing so may affect site functionality.

Analytics data may be used to improve user experience, monitor website performance, and detect misuse.

11. Updates to This Policy

This Privacy Policy may be updated from time to time.
The latest version will always be available on our website and within our Momence booking platform.
Continued use of our services following updates constitutes your acceptance of the revised policy.

12. Complaints and Contact Information

If you have any questions or concerns about this Privacy Policy or how your personal information is handled, please contact us at:

FORM Somerset Pilates
Email: admin@formsomersetpilates.com
Website: https://formsomersetpilates.com
Location: Fernvale, QLD

If you are not satisfied with our response to your complaint, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

13. Third-Party Links

Our website and booking platform may contain links to external websites or services.
These are not governed by this Privacy Policy, and we recommend reviewing the privacy policies of any third-party websites you visit.

FORM Somerset Pilates is committed to managing your personal information responsibly and transparently.