Privacy Policy

Privacy Policy

This Privacy Policy sets out the policy of MKCL Gym Ltd (Flex Fitness NZ) and its franchisees (together referred to as Flex Fitness, we, our or us) with respect to the way in which we collect, use, store and disclose personal information. This includes information collected through our facilities, website at www.flexfitnessgym.co.nz, social media channels, and mobile applications (Apps) provided by Flex Fitness or an approved third party.

We are committed to protecting your privacy and complying with our obligations under the Privacy Act 2020. This Privacy Policy applies to all Flex Fitness staff, contractors, franchisees, and their employees.

By using our facilities, website, Apps or services, you consent to the collection, use, storage and disclosure of your personal information in accordance with this Privacy Policy. You may withdraw your consent at any time, however we may not be able to continue to provide you with our services or access to our website and Apps.

What Personal Information We Collect

We collect personal information that is necessary to provide our services and operate our business. This includes:

  • Name, date of birth, gender, email address, and phone number
  • Residential or postal address
  • Credit card or bank account details
  • Occupation and employer
  • Health information relevant to fitness and training programs
  • Information from your membership agreement and health questionnaire
  • Video footage from security cameras and data from access control systems
  • Information from your use of our website, Apps, or social media platforms
  • Transactional information from purchases of Flex products or services
  • Information provided to us via phone, email, or in person at a Flex location

We may also collect non-identifiable information such as cookies, browser type, IP address, and device details.

Some Apps may allow integration with third-party applications (e.g. MyZone, Apple Health or Google Fit). By enabling this functionality, you consent to:

  • The receipt of personal data from these third-party apps
  • Our use of that data in accordance with this Privacy Policy

You can disable such integration at any time via your App settings.

When and How We Collect Personal Information

We collect your personal information when:

  • You provide it directly (in person, via forms, online, or over the phone)
  • You use our website, social media, or Apps
  • You engage with third-party integrations through our services
  • You authorise us to obtain it from other sources
  • It is publicly available or collected through security and access systems

Use of Personal Information

We may use your personal information to:

  • Identify and authenticate you for service access
  • Administer and manage your membership and account
  • Provide you with access to our facilities and services
  • Process payments
  • Communicate with you about services, updates, or promotions
  • improve our website, social media platforms and premises in order to improve the quality of your experience when engaging with us online or in person; 
  • Conduct research and internal development
  • Maintain security across our physical and digital premises
  • Comply with any obligations imposed on Flex under any laws of New Zealand.

We may also use aggregated, anonymised information to:

  • Analyse service usage
  • Improve service delivery and product offerings
  • Conduct marketing and statistical reporting

Disclosure of Personal Information

We may disclose personal information:

  • To Flex Fitness staff, franchisees, and their personnel to ensure you are recognised at any Flex Fitness location
  • To service providers (e.g., IT contractors, analytics providers) under strict confidentiality agreements
  • To government or regulatory bodies, law enforcement, or legal representatives as required
  • To third parties with your consent or as necessary for the purpose you provided it
  • To debt collection agencies or credit reporting services when necessary

In the event of our disclosure to any such third parties, our terms of engagement require that they only use your personal information insofar as it is necessary for them to provide the services to us for which they are engaged. 

We will only disclose your information where permitted under the Privacy Act or with your consent.

Data Storage and Transfers

Some data collected through our website or Apps may be stored on servers located outside New Zealand. We ensure any overseas data transfer:

  • Is to a recipient with comparable privacy safeguards, or
  • Is based on your express consent
  • All your Credit Card or Banking data is stored with PCI DSS compliant partners and is held within secure systems

Cookies and Online Tracking

A cookie originates from the website a user is on and will contain the user’s preferences on that website. It is a small file that is from a web server and stored in a user's web browser while a user is browsing a website. When the user browses the same website in the future the cookie data can be retrieved by the website to notify the website of the user's previous activity.  We use cookies to improve your online experience to:

  • Help manage security and navigation
  • Cookies can be disabled through your browser settings (this may affect website functionality)
  • They do not allow us to access your device or personal data directly

Third-party cookies may be used for analytics or marketing; we recommend reviewing their privacy and cookie policies.

Marketing Communications

You can opt out of receiving marketing communications:

  • By clicking “unsubscribe” in emails
  • By contacting our Privacy Officer in writing or via email

Security and Retention

We take reasonable steps to keep your personal information secure and confidential and to keep this information accurate and up-to-date.

Your personal information is stored behind industry standard firewalls and where applicable, protected by user names and passwords. If you have provided information ion paper, these documents are kept in locked storage cabinets or locations.

We retain personal information only as long as needed for its purpose or as required by law.

Access and Correction

You may request access to or correction of your personal information. Requests should be directed to our Privacy Officer. We may require written verification of identity. Where we decline a request, we will explain why.

Privacy Breaches

In the event of a privacy breach that is likely to cause serious harm, we will:

  • Investigate the incident promptly
  • Notify you and the Office of the Privacy Commissioner, where required

Links to Other Websites

Our websites or communications may contain links to third-party websites. We are not responsible for their content, privacy policies, or data handling practices.

Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website. Continued use of our services constitutes acceptance of any changes.

Contact Us

If you have any questions, complaints, or requests relating to your personal information, please contact our Flex Fitness New Zealand Head Office on info@flexfitnessgym.co.nz 

We aim to respond to all inquiries within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner.

Updated May 2025