Privacy Policy

Privacy Policy

Harlow Hot Yoga & Pilates Pty Ltd (we, our, us or Harlow) complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles when handling personal information. We are committed to protecting your privacy and managing your personal information in a transparent and secure manner.

Personal information means any information or opinion about an identified individual or an individual who is reasonably identifiable.

Collection of Personal Information

We collect personal information to provide our services, operate our business, and communicate with you via our website www.harlowyoga.com.au (Website).

We may collect personal information:

  • when you make an enquiry, book a class, purchase a membership, or attend a class;

  • when you create an account or make a booking via our third-party booking platform, Clubworx;

  • when you enrol in or participate in workshops or licensed training programs;

  • when you sign up to receive communications, newsletters, or promotions;

  • when you interact with us via our Website, social media platforms, or email;

  • from suppliers, contractors, or third-party licensors involved in program delivery.

The types of personal information we collect may include your name, contact details, billing information, emergency contact details, attendance records, training progress, and other information relevant to delivering our services.

If you do not provide requested information, we may not be able to deliver our services.

Automatically Collected Information

When you use our Website, we may automatically collect:

  • IP address

  • browser and device information

  • pages visited and usage behaviour

  • referring URLs

We use analytics tools to improve our Website, services, and user experience.

Cookies and Tracking Technologies

We use cookies and similar technologies to improve functionality and analyse usage.

You can disable cookies via your browser settings, however this may affect Website performance.

Third-party providers (including Clubworx and analytics platforms) may also use cookies subject to their own policies.

Use of Personal Information

We use personal information to:

  • deliver classes, workshops, and licensed training programs;

  • manage bookings, payments, and accounts;

  • communicate with you, including confirmations, reminders, and updates;

  • enforce our Terms & Conditions and Internal Policies;

  • manage payment defaults, including debt recovery where applicable;

  • handle complaints, incidents, and dispute resolution processes;

  • improve services, personalise user experience, and analyse performance;

  • detect, prevent, and investigate fraud, breaches, or unlawful activity;

  • comply with legal obligations.

Where personal information relates to licensed training programs, its use may be restricted by contractual obligations with the Licensor.

Licensed Training Programs (Third-Party Providers)

Harlow delivers in-person workshops that support accredited online courses provided by a third-party licensor (Licensor).

Where you participate in these programs:

  • certain personal information and training-related data (including attendance, assessments, progress, incident reports, complaints, and payment status) (“Training Data”) may be collected;

  • all Training Data is owned and controlled by the Licensor;

  • Harlow acts strictly as a data handler and authorised representative of the Licensor for limited delivery purposes and does not own or control Training Data.

  • your information may be shared with the Licensor for training delivery, assessment, certification, compliance, payment verification, and audit purposes;

  • you may be required to agree to the Licensor’s terms, conditions, and privacy policy.

Harlow will:

  • only use and disclose Training Data as permitted under privacy laws and contractual obligations;

  • not disclose Training Data to any third party except where authorised by the Licensor or required by law;

  • restrict access to authorised personnel and facilitators only;

  • ensure staff and contractors comply with strict confidentiality and data handling requirements;

  • notify the Licensor within required timeframes (including within 24 hours where applicable) of any actual or suspected data breach;

  • comply with obligations to return or securely destroy Training Data within required timeframes upon termination of a program or agreement;

  • cooperate with audit, verification, and compliance processes required by the Licensor.

Participants acknowledge that the Licensor is responsible for certification decisions and may independently manage Training Data under its own policies. Training Data forms part of the Licensor’s confidential information and must be handled in accordance with strict confidentiality obligations. The Licensor retains full authority over how Training Data is used, stored, accessed, disclosed and retained. 

In the event of any inconsistency between this Privacy Policy and the Licensor’s policies or requirements, the Licensor’s policies will prevail to the extent of that inconsistency.

Disclosure of Personal Information

We may disclose personal information to:

  • Clubworx for bookings, payments, and client management;

  • the Licensor for training delivery, compliance, certification, payment verification, complaints handling, and audits;

  • instructors, facilitators, and contractors delivering services;

  • service providers including IT, payment processors, and marketing platforms;

  • insurers, legal advisers, or regulatory authorities where required;

  • third parties where required to enforce payment obligations or recover outstanding debts.

Some recipients, including the Licensor or its service providers, may be located outside Australia. By participating in licensed training programs, you consent to such disclosures where required for program delivery.

  • Where personal information constitutes Training Data, disclosure is strictly limited to:the Licensor

  • authorised personnel acting under the Licensor’s direction

  • disclosures required by law

The Licensee must not disclose Training Data to any other third party without the Licensor’s prior written consent.

Complaints, Incidents and Reporting

Harlow views complaints as an opportunity for improvement and transparency. Where you participate in licensed training programs:

  • complaints, incidents, safety reports, and disputes may be recorded and shared with the Licensor;

  • Harlow may be required to disclose such information to manage risk, comply with contractual obligations, or respond to legal claims.

  • Participants may lodge formal complaints in writing via email to connect@harlowyoga.com.au. Harlow will acknowledge receipt of the complaint within 48 hours and aims for a resolution within 14 business days. 

  • Harlow may disclose complaints, incidents or legal claims to the Licensor where required to comply with contractual obligations, manage risk, or respond to legal or regulatory requirements. 

  • If a dispute remains unresolved after 14 days of initial negotiation, the matter may proceed to formal mediation within the State of Queensland, with costs shared equally between the parties.

Data Security and Access Control

We take reasonable steps to protect personal information from misuse, loss, or unauthorised access. Access is strictly limited to authorised personnel who require the information to perform their role.

We enforce:

  • secure system access controls

  • individual login credentials (including for training portals)

  • monitoring of unauthorised access or misuse

Accounts may be suspended or terminated where security risks are identified.

No system is completely secure, and we cannot guarantee absolute security.

The Licensee agrees to ensure that:

  • access to Training Data is limited to authorised users only

  • all users are bound by confidentiality obligations

  • They do not store or retain Training Data on any systems, drives, or repositories that are not authorised or approved by the Licensor.

  • Agrees to be responsible for all acts and omissions of its personnel in relation to data handling.

Data Retention and Destruction

We retain personal information only as required for operational and legal purposes.

For licensed training programs:

  • we will comply with strict contractual requirements regarding data retention;

  • within strict contractual timeframes, including within five (5) business days where required under the Licensing Agreement.

  • we may retain limited information where required for legal, accounting, or dispute resolution purposes.

The Licensee must certify in writing that all Training Data has been returned or destroyed upon request by the Licensor or upon termination of the relevant program or agreement.

Audit and Compliance

The Licensor may conduct audits, inspections or verification processes to ensure compliance with data protection and contractual obligations.

Harlow agrees to:

  • provide access to relevant systems, records and personnel within a reasonable timeframe

  • fully cooperate with any audit or investigation

  • comply with any remediation requirements identified

Where required, the Licensor may appoint an independent third-party auditor, and Harlow agrees to provide full cooperation and access to all relevant systems, data and personnel.

Access, Correction and Your Rights

You may request access to or correction of your personal information.

You may also request:

  • deletion of your data (where legally permitted);

  • restriction of processing;

  • updates to communication preferences.

Some data may be controlled by the Licensor and subject to their processes.

Third-Party Websites

Our Website may contain links to third-party websites. We are not responsible for their privacy practices.

Children’s Privacy

Our services are not directed to children under 13 without parental consent.

Business Transfers and Change of Control

If Harlow undergoes a sale, merger, or change of control:

  • personal information may be transferred as part of that process;

  • licensed training access may be affected, as rights are tied to the current licensed entity;

  • continued access to Training Content may be subject to Licensor approval.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Changes take effect when published on our Website.

Contact Us

For privacy enquiries, requests, or complaints:

Email: love@harlowyoga.com.auWebsite: www.harlowyoga.com.au