Polestar Pilates NZ LTD Privacy Policy
1. Introduction
Polestar Pilates NZ LTD (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and safeguard your personal information in accordance with the Privacy Act 2020 and other applicable New Zealand laws.
2. Information We Collect
2.1 Personal Information
We collect information that you provide directly to us, including:
- Full name and title
- Contact information (email address, telephone number, physical address)
- Date of birth
- Emergency contact details
- Professional qualifications and certifications
- Health and medical information relevant to Pilates practice
- Payment information
- Photos and videos (when participating in courses)
2.2 Technical Information
When you visit our website, we automatically collect:
- IP address
- Browser type and version
- Operating system
- Access times and dates
- Pages viewed
- Referring website addresses
3. How We Use Your Information
We use your personal information for:
- Processing your course registrations and payments
- Providing educational materials and resources
- Communicating about your training progress
- Sending course updates and notifications
- Issuing certificates and qualifications
- Managing your account
- Maintaining training records
- Emergency contact purposes
- Marketing communications (with your consent)
- Legal and regulatory compliance
4. Legal Basis for Collection
We collect and use your personal information for one or more lawful purposes:
- To provide our services to you
- To comply with our legal obligations
- For our legitimate business purposes
- With your consent, where required
5. Data Sharing and Disclosure
We may share your information with:
- Accrediting bodies for certification purposes
- Payment processors for handling transactions
- Cloud service providers for data storage
- Professional advisers (lawyers, accountants, auditors)
- Government authorities when legally required
- Third-party service providers who assist in operating our business
We require all third parties to protect your personal information and use it only for specified purposes.
6. Overseas Data Storage and Processing
Some of our service providers may store or process your information overseas. When this occurs, we ensure appropriate safeguards are in place to protect your information and comply with New Zealand privacy laws.
7. Data Security
We implement appropriate technical and organisational measures to protect your personal information, including:
- Encryption of data in transit and at rest
- Access controls and authentication
- Regular security assessments
- Staff training on privacy protection
- Secure data backup procedures
- Physical security measures
8. Data Retention
We retain your personal information for:
- Training records: 7 years after completion
- Financial records: 7 years (as required by tax laws)
- Health information: Duration of your training plus 3 years
- Marketing preferences: Until you withdraw consent
9. Your Rights
Under the Privacy Act 2020, you have the right to:
- Access your personal information
- Request correction of your personal information
- Know why your personal information is being collected
- Know who has access to your personal information
- Request deletion of your personal information in certain circumstances
- Make a complaint if you believe your privacy has been breached
10. Marketing Communications
We will only send you marketing communications if you have not opted out of receiving them.
You can opt out at any time by:
- Clicking the unsubscribe link in our emails
- Contacting our Privacy Officer
- Updating your preferences in your account
11. Changes to This Policy
We may update this privacy policy periodically. Significant changes will be notified to you via email or website notice. Continued use of our services after such changes constitutes acceptance of the updated policy.
12. Contact Information
For privacy-related enquiries, please contact our Privacy Officer:
Email: andrew@polestarpilates.co.nz
Physical Address: 26 Trinity Street, Ponsonby, AUCKLAND 1011
13. Complaints
If you are unhappy with how we handle your personal information, you can:
- Contact us directly to resolve the issue
- Contact the Office of the Privacy Commissioner:
- Website: www.privacy.org.nz
- Telephone: 0800 803 909
- Post: Office of the Privacy Commissioner, PO Box 10094, Wellington 6143