Privacy policy

1. Who we are

Hilton Coaching is an online fitness coaching business serving clients internationally. The business operates from Queensland, Australia, but this service is not limited to Australian residents. Hilton Im is responsible for the handling of personal information. Billy Dix may access information only where reasonably required to assess an application or coach a client assigned to him.

2. Information we collect

Depending on your interaction with us, we may collect:

• Your name, age, email address, phone number, country and time zone.
• Your coaching preference, goals, training history, availability and gym access.
• Body weight, measurements, progress information, photos and form-check videos.
• Health information such as injuries, medical limitations, medications, allergies and dietary requirements.
• Nutrition information, training logs, check-in responses and coaching communications.
• Billing status and transaction details supplied by our payment provider. We do not ordinarily store full payment-card numbers.
• Website and device information such as browser type, referring page and basic usage data where collected by our hosting or analytics providers.

3. How we collect information

We collect information directly from you through our website, Tally application form, onboarding forms, email, WhatsApp, Google Meet or WhatsApp video calls, training software, check-ins and other coaching communications. We may also receive transaction information from Stripe and information from a parent, emergency contact or health professional where you authorise it or where otherwise permitted by law.

4. Why we use your information

• To assess whether coaching is suitable and contact successful applicants.
• To recommend a coaching option and provide personalised training and nutrition guidance.
• To monitor progress, provide form feedback and adjust your program.
• To schedule calls, answer questions, process payments and manage cancellations.
• To identify safety concerns and determine whether medical clearance or referral is appropriate.
• To keep business, tax, payment, complaint and legal records.
• To protect our clients, coaches, systems and legal rights.
• To improve our website and coaching service using appropriately limited information.

5. Sensitive and health information

Some coaching information is sensitive health information. We collect it only where it is reasonably necessary to assess safety or provide coaching, and with your consent or where otherwise permitted by law. By voluntarily submitting relevant health information and agreeing to this policy, you consent to its use for these purposes. You may withhold information, but this may prevent us from safely offering or continuing coaching.

6. Who receives your information

We do not sell personal information. We may disclose only what is reasonably necessary to:

• Hilton Im and, where relevant, Billy Dix as your selected coach.
• Tally for application and form processing.
• Stripe for payment and subscription processing.
• WhatsApp, Google Meet, email, training software and other communication providers used to deliver coaching.
• Website hosting, security, storage, professional advisers and technical service providers.
• Government bodies, regulators, courts, emergency services or other parties when required or authorised by law or necessary to address a serious threat.

Our providers handle information under their own privacy terms as well as their arrangements with us.

7. International storage and data transfers

Because we serve clients worldwide and use international service providers, personal information may be processed or stored in countries other than the country where you live. Providers such as Tally, Stripe, WhatsApp, Google Meet, email and hosting services may operate in the United States, Australia, the European Union and other locations used by them or their subcontractors. Where required by applicable law, we take reasonable steps to use reputable providers and protect information during international transfers, but privacy laws and government access rules differ between countries.

8. Security and retention

We take reasonable technical and organisational steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure. These measures may include access controls, secure accounts, strong authentication, restricted coach access and reputable service providers. No internet service can guarantee absolute security.

We retain information only for as long as reasonably required for coaching, safety, dispute resolution, tax, insurance and legal purposes. Unsuccessful applications are ordinarily reviewed for deletion or de-identification within 12 months. Core client, payment and agreement records may be retained for at least seven years after coaching ends where reasonably necessary. Form-check videos and progress photos will be deleted or de-identified when no longer required, subject to lawful recordkeeping needs.

9. Photos, testimonials and marketing

We will not publish your name, testimonial, progress photo, transformation or video merely because you submitted it for coaching. We obtain separate, express permission before using client material for marketing and explain the intended use. Marketing consent is optional and can be withdrawn for future use by contacting us, although we may not be able to retrieve material already lawfully printed or republished by others.

We may send direct marketing only where you have consented or where otherwise permitted by law. You may unsubscribe or ask us to stop at any time.

10. Website data and external links

We use Cloudflare Web Analytics to understand how the website is used and how well its pages perform. The service may provide aggregated information such as page views, referral source, country, device type, browser, operating system and page-load performance. We use this information to improve the website, understand which pages are useful and identify technical problems.

Cloudflare describes Web Analytics as privacy-first analytics that does not collect or use visitors' personal data and does not track individual visitors across its customers' websites. The analytics beacon collects limited usage and performance measurements rather than creating behavioural advertising profiles. You can learn more in Cloudflare's Web Analytics documentation.

Our hosting providers may also process limited technical information or use strictly necessary technologies to operate, protect and deliver the website. Our website links to third-party services whose privacy practices we do not control. Review their policies before submitting information.

11. Access, correction and withdrawal

You may ask to access or correct personal information we hold about you. You may also withdraw consent to future handling that relies on consent. We will respond within a reasonable time and may need to verify your identity. In limited circumstances, the law may permit or require us to refuse access, retain information or continue particular handling; if so, we will explain where lawful and reasonable.

12. Privacy questions and complaints

Contact Hilton Coaching through the email address used for your application or coaching if you have a privacy question, access request or complaint. Please describe the issue and provide enough information for us to investigate. We aim to acknowledge a complaint promptly and provide a substantive response within 30 days.

If you are not satisfied with our response, you may have the right to complain to the privacy or data-protection authority in your country or region. Where Australian privacy law applies, you may also contact the Office of the Australian Information Commissioner through oaic.gov.au.

13. Changes to this policy

We may update this policy as our services, providers or legal obligations change. The current version will be published on this page with its updated date. Material changes affecting existing clients will be communicated where reasonably appropriate.