Upfront Fitness App Privacy Policy

1. About this policy

Ryan James Jansen, sole trader trading as Upfront Fitness (“we”, “us”), operates this app. Email ryanj@upfrontfitness.com.au about privacy or your information.

This policy covers the app, linked health questionnaires and records imported into your app account. The app is currently for adults aged 18 or over. Your coaching agreement separately covers services, payment, training risks and optional marketing consent.

2. Information and purposes

We collect information you enter, upload or submit through linked forms; information generated by app use; and records your coach creates or imports from your existing coaching records. This includes:

• Account details: name, email, account identifiers, optional profile photo, sign-in and privacy acknowledgements and consent records.
• Coaching and health information: health-screen answers, relevant conditions, injuries, medications, goals, age, measurements, training and food records, activity, sleep, stress, check-ins and coaching notes.
• Optional content: progress/meal photos, food-label images, video links, community contributions and event bookings.
• Support and technical records: reports, optional screenshots, replies, device/browser details, IP addresses, timestamps and security/audit records.

We use this information for safe, personalised coaching, progress reviews, account and optional-feature administration, support, security, complaints and legal obligations.

Health information is sensitive. We rely on your existing valid health-information consent where it covers the collection and handling described here. We obtain consent where needed for collection or handling not already covered, unless a legal exception applies. The law does not generally require you to supply coaching information, but missing information can limit safe coaching. Progress photos and community participation are optional. Contact Ryan about alternatives to providing information through the app.

General enquiries can be anonymous where practicable. A coaching account needs identifying information to link you securely to the correct record.

3. Access and providers

Ryan currently provides your coaching. Future authorised coaches will have access only as needed for their role, with confidentiality obligations. These providers handle necessary information:

We may disclose necessary information to advisers or authorities where permitted or required by law, or in emergencies where a legal exception allows it.

4. Optional sharing and marketing

Food-label reading: choosing automated reading sends selected packaging images to Cloudflare Workers AI to extract a draft entry. Manual entry is available. Check the result and avoid photographing people or private documents. Submitted images and food details are stored for the food-entry/review process. If shared for review, approved product information can appear in other clients’ food searches; your diary and health record are not shared.

Community: members see your community name/avatar and contributions. Private coaching records and progress photos are not shared automatically. Members may copy visible content. Removing a post from view may not erase its stored record; contact Ryan about deletion.

Marketing: acknowledging this policy or uploading material gives no marketing permission. Identifiable photos, videos, testimonials and progress information require the separate optional consent covered by your coaching agreement. Refusing or withdrawing it does not affect coaching.

5. Overseas handling

We use overseas service providers, so information can be disclosed to recipients outside Australia. Clerk processes account information in the United States. Jotform’s hosting and processing arrangements include the United States and Germany, with some processing in the United Kingdom and Türkiye. Cloudflare’s hosting, processing and support arrangements include the United States, United Kingdom, Germany, Singapore, Canada, Japan and India. The locations involved depend on the feature, hosting arrangement and support required; information is not necessarily sent to every listed country. Details are available in Clerk’s data processing terms, Jotform’s privacy information and Cloudflare’s service-provider information.

We take reasonable steps required by Australian privacy law when arranging overseas handling. This policy and your consent do not waive our responsibilities or your privacy rights.

6. Security and retention

We take reasonable technical and organisational steps to protect information against misuse, interference, loss and unauthorised access, alteration or disclosure, including authenticated accounts and server-side access checks. Browser storage holds preferences, cached information and some unsaved changes; sign-in services use cookies. Protect your device and sign out on shared devices. No online system is risk-free. We assess suspected data breaches and notify affected people and regulators where required by law.

Account closure/archiving stops access, not automatic record deletion. For health information collected while you are an adult, NSW law requires retention for seven years after we last provide you with a health service. We retain information longer only where a further lawful purpose or retention requirement applies.

We take reasonable steps to delete or de-identify information when it is no longer needed for a permitted purpose and retention is not legally required, and keep required disposal records. Deletion must consider original Jotform records, other copies and backups separately. Recovery copies can persist until their retention periods expire; we take reasonable steps to prevent restored copies from reintroducing information that should remain deleted.

7. Access, correction and choices

Email Ryan to request access, a copy, correction, account closure, deletion or withdrawal of health-information consent. We may reasonably verify your identity. We respond within a reasonable period and any applicable statutory deadline. NSW health-record access and amendment requests must receive a substantive response within 45 days; we respond sooner where reasonably required.

There is no charge to make an access request, request a correction or have information corrected. Any lawful, reasonable cost for providing access will be explained beforehand. If access or correction is refused, we will explain the reason and complaint options in writing, unless law permits otherwise. You can ask us to attach a statement of disagreement to information we decline to correct.

Private coach notes are restricted in the app but personal information in them remains subject to access rights and lawful exceptions. Withdrawal affects future consent-based handling, not earlier lawful handling or required retention. If it limits safe coaching, we will explain and discuss your options.

8. Complaints and updates

Email ryanj@upfrontfitness.com.au with your concern. We will acknowledge it, investigate the relevant records and circumstances, and explain our outcome and any proposed remedy. We will respond within a reasonable period and explain any delay. Contact the Office of the Australian Information Commissioner or Information and Privacy Commission NSW about further complaint options.

This policy is available free of charge. Ask us for a copy or another accessible format if needed. We will identify updates and notify you of material changes. New uses requiring consent need fresh consent, rather than being authorised simply by continued app use.