Privacy Policy

2. Our role under the Privacy Act 2020

Under the Privacy Act 2020, KRIVAAN is an “agency” and must comply with the information privacy principles when collecting, holding, using and disclosing your personal information. The Act is enforced by the Office of the Privacy Commissioner. This policy summarises how we meet those obligations in the context of a fitness centre and gym business.

3. What information we collect

The types of personal information we collect depend on how you interact with us, and may include:

• Identity and contact details — your name and email address, and any other contact information you choose to give us.
• Membership and billing details — the plan you choose, start and renewal dates, and payment confirmations. We never store full credit or debit card numbers on our own systems; payments are processed by our payment provider.
• Health and fitness information — pre-exercise screening responses (such as a PAR-Q), waiver acknowledgements, injuries or medical conditions you choose to tell us about, training goals and programme notes.
• Attendance records — check-in or entry times at our Albany centre.
• Enquiries — the content of quote requests and messages you send us by email.
• Website information — device and browser details, pages viewed, and other anonymous usage data collected through cookies and analytics.

4. How we collect it

We collect personal information directly from you whenever we can — for example when you complete a membership form, submit a quote request, answer a pre-exercise questionnaire, or email us. We also collect some information automatically when you browse our website, through cookies and analytics tools. Occasionally we receive information from third parties, such as a payment confirmation from our payment provider, or information from a coach or instructor delivering your programme.

5. Why we collect it and how we use it

We collect personal information only for a lawful purpose connected to our functions or activities, and we use it only for purposes you would reasonably expect, including:

• providing the fitness services, programmes and facility access you have requested;
• administering your membership, billing and renewals;
• responding to your enquiries, quote requests and feedback;
• meeting our legal obligations, including our duties under the Health and Safety at Work Act 2015;
• keeping our website secure and improving how it works;
• marketing our own services to you, only where you have opted in or the message is closely related to your membership (see section 14).

We do not use personal information for any other purpose without your permission, unless the Privacy Act 2020 allows or requires it.

6. Health and fitness information

Health information is among the most sensitive information we hold, so it receives extra care. We collect it directly from you with your knowledge and consent, typically through pre-exercise screening and waiver forms. We use it only to keep your training safe, to design and supervise appropriate programmes, and to respond in an emergency. We share it only with the coaches and instructors who need it to support you, and never for advertising. You may choose not to provide some health information, although this may limit our ability to deliver certain services safely, and you can ask us to update or remove it at any time.

7. Storage and security

We take reasonable safeguards to protect personal information from loss, unauthorised access, use, modification or disclosure, and from other misuse. These include restricting access to authorised staff on a need-to-know basis, using reputable hosting and email providers, securing documents physically at our Albany centre, and processing payments through an established payment provider. When information is no longer required, we destroy or anonymise it securely.

8. Access and correction

You may ask us for confirmation of whether we hold personal information about you, and for a copy of it. You may also ask us to correct any information you believe is inaccurate, incomplete or out of date. We will respond within a reasonable time and, where we agree, make the correction without charge. If we decline a correction request, we will tell you why and record your requested correction alongside the information. If you are not satisfied with our response, you may ask the Office of the Privacy Commissioner to review our decision.

9. Accuracy

We take reasonable steps to make sure the personal information we hold is accurate, complete, relevant, up to date and not misleading. Membership and health details change over time, so we encourage you to tell us when your circumstances change — you can update your details at our reception or by emailing ceo@krivaan.site.

10. Retention

We keep personal information only for as long as it is needed for the purpose we collected it, or as long as the law requires. Membership records are retained while your membership is active and for a reasonable period afterwards. Health and safety records, including incident records, are retained for the periods required under New Zealand law. When information is no longer needed, we securely destroy it or make it anonymous.

11. Disclosure and sharing

We do not sell, rent or trade your personal information. We disclose it only where the law permits and where it is consistent with your expectations, including to:

• our staff, coaches and instructors, on a need-to-know basis, to deliver your services;
• service providers who help us operate — such as hosting, email, payment processing and scheduling tools — under confidentiality obligations;
• other parties where we are legally required, for example under a court order or in connection with our health and safety obligations.

12. Information stored overseas

Some of the service providers we use may store or process information on servers located outside New Zealand, such as in Australia or the United States. Where this happens, we take reasonable steps to ensure the recipient is bound by comparable safeguards to those in the Privacy Act 2020. This policy continues to apply to your information wherever it is held.

13. Cookies and website analytics

Our website uses cookies and similar technologies to make the site work properly and to understand, in aggregate, how visitors use it — for example which pages are most viewed. Analytics information is anonymous and is not used to identify you. You can disable cookies in your browser settings; the website will still be readable if you do, although some features may not function as intended.

14. Direct marketing and opting out

Where you have opted in, or where a message is closely related to your membership, we may email you news, offers or reminders about KRIVAAN services. Every marketing email includes an unsubscribe option, and you can also ask us to stop at any time by emailing ceo@krivaan.site. We will action opt-out requests promptly and respect them going forward.

15. Complaints and the Privacy Commissioner

If you believe we have not handled your personal information in line with the Privacy Act 2020, please raise it with us first so we can put it right. Contact our privacy officer at ceo@krivaan.site and we will acknowledge your concern, investigate it and respond within a reasonable time, aiming for no more than five working days. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner at privacy.org.nz.

16. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. The current version is always published on this page, and the “last updated” date above shows when it took effect. Where a change is material, we will make that clear on our website.

17. Contact us

Our privacy officer is available to answer any questions about this policy or the information we hold about you. Email ceo@krivaan.site and we will respond within five working days. You can also raise privacy questions in person at KRIVAAN Fitness Centre, Albany, Auckland, New Zealand.