VisualCoaching® Pty Ltd Privacy Policy

Updated May 20th, 2018


Visualcoaching® Pty Ltd (Visualcoaching) provides online and offline Software and Services that allows our Customers (Users) to deliver and collaborate Coaching Services, Exercise Prescription, Wellness Monitoring and Education Services.

Privacy Statement

Visualcoaching is committed to respecting the Privacy and Security of your personal information. This Privacy Policy explains how we manage the personal information that we collect, hold, use and disclose and how to contact us if you have any further queries about our management of your personal information.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes.

This Privacy Policy is intended to help you understand:

  1. What Information we collect about you
  2. How we use the Information we collect
  3. How we share the Information we collect
  4. How we store and protect the Information we collect
  5. How to access and control your Information
  6. Other important Privacy Information

1. What Information we collect about you

We gather information about how visitors use our website. In general, you can visit many of our web pages without telling us who you are or revealing any personal information about yourself.

We may track your Internet domain address for trends and statistics, but you will remain anonymous unless you tell us who you are. For more information, see "Cookies and Similar Technologies" in section 7 below.

By default, all web server log files capture IP addresses. The information in log files may also include your ISP, your Web browser, the time you visited the service, and other anonymous information. We may use your IP to help diagnose problems with our server, administer our web site and to track web usage. This information is used internally and is not shared with anyone else. We may also automatically collect and use the usage data contained in the log files.

We request information from you (which may include your name, physical address, email address, gender and when necessary, credit card information) when you:

Register for an account, create or modify your profile, set preferences.

Users with Administrator or Manager privilege have the option of adding a profile photo, and other details to the profile information to be displayed in our Services.

Purchase through the Services

We collect certain payment and billing information when you register for certain paid Services. For example, we ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.

Open a support ticket

The Services also include customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.

Other Information we may collect

We store Information that is entered by the Users, or automatically imported at a User's instruction which may include: Exercise related data, Client Wellness Data, Fitness Testing Data.

2. How we use your Information we collect

Below are the specific purposes for which we use the information we collect.




Cookies and Similar Technologies

We may track your Internet domain address for trends and statistics, but you will remain anonymous unless you tell us who you are. For more information, see "Cookies and Similar Technologies" in section 7 below.


We use Google Analytics to measure and evaluate access to and traffic on the Public Area of the Site and create user navigation reports for our Site administrators. Google operates independently from us and has its own privacy policy, which we strongly suggest you review. Google may use the information collected through Google Analytics to evaluate Users' and Visitors’ activity on our Site. For more information, see Google Analytics Privacy and Data Sharing.

We take measures to protect the technical information collected by our use of Google Analytics. The data collected will only be used on a need to know basis to resolve technical issues, administer the Site and identify visitor preferences; but in this case, the data will be in non-identifiable form. We do not use any of this information to identify Visitors or Users.

3. How we share the information we collect

Except as described in this Policy, we will not share, sell, rent or barter any identifiable personal information to any third party without your written permission.

Service Providers

For the purposes of operating our business, we may transfer information between Visualcoaching and our preferred service providers who use that information only to conduct Visualcoaching business. For example, they may handle credit card processing, shipping, data management, email distribution, market research, information analysis, and promotions management.

We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, and other services for us, which may require them to access or use information about you. 

Law Enforcement, Legal Process and Compliance

On rare occasions, we may disclose specific information upon governmental request, in response to a court order, when required by law, to enforce our website policies, or to protect our or others' rights, property, or safety. We may also share information with companies assisting in fraud protection or investigation. We do not provide information to these agencies or companies for marketing or commercial purposes.

Change of Ownership

Information about Users and Visitors, including Personal Information, may be disclosed and otherwise transferred to an acquirer, successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets and only if the recipient of the User or Visitor Information commits to a Privacy Policy that has terms substantially consistent with this Privacy Policy.

How Users may share information

It is at the discretion of the Users Administrator to share personal information to external individuals or organisations. Where information may be shared with individuals within an organisation or to individuals belonging to external organisations, we provide tools to our Users to allow detailed control what specific individuals can access the information being shared.

Email notifications

Administrators, Managers and Coaches within the organisation may set up email notifications based around Wellness Monitoring entries made by a User. It is at the discretion of the Organization to assign the recipients to the email notification, as these persons may not necessarily be listed under the Organization’s account.

4. How we store and protect the information we collect

The data entered, or imported on instruction, by the Users is stored securely in a database and is only accessible to the approved Users within the Organisation. Access is restricted by username and password authentication, and it is the User's responsibility to keep their passwords safe. 

We use data hosting service providers in the United States to host the information we collect, and we use a variety of security measures, including sophisticated encryption and authentication tools to maintain the safety of your personal information.

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential.

Visualcoaching hosts Visualcoaching Pro on the cloud-computing infrastructure provided by the Amazon Elastic Compute Cloud (EC2) and fully redundant storage infrastructure of the Amazon Simple Storage Service (S3).

When you place orders or access your personal information, we offer the use of a secure server. All credit card information you supply is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our databases to be only accessed as stated above. Regardless of these efforts, no data transmission over the Internet can be guaranteed to be 100% secure.

As telecommunications networks and computer servers are, by their nature, vulnerable to third party attack and interference, Visualcoaching cannot guarantee that the Personal Data will at all times be secure and accessible.

We take reasonable steps to ensure the reliability of the employees, agents and consultants in relation to the handling of Data; All employees, agents, contractors, or other parties working on behalf of Visualcoaching are made fully aware of both their individual responsibilities and Visualcoaching’s responsibilities under this Policy, and shall be provided with a copy of this Policy

How long do we store the information we collect?

We only retain the Personal Information collected from a user for as long as the User’s account is active or otherwise for limited period of time as long as we need it to fulfil the purpose for which we initially collected it, unless otherwise required by law. We will retain and use information as necessary to comply with our legal obligations.

5. How to access and control your information

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations. We will respond to requests about this within a reasonable timeframe.

The Administrator of the license has full control over who is given access to a Users’ details. Hierarchical access can be set to ensure there is internal security between Users. For example, a Client can only view and enter their own Data, a Coach can only enter and view information for Client or group of Clients they are granted permission access to.

Certain Users can modify their personal information by logging into their account and editing their account and some profile data they have access to. They can also send a message to requesting that their information is changed/updated, or to their account Administrator.

You have the right to obtain access to any personal data we hold on you and you can request same by notifying us in writing or by email to we reserve the right to seek and obtain satisfactory proof of identity. 

Data Portability

Upon request, a user has the right to receive a copy of their data in a structured format. These requests will be processed within a reasonable timeframe from the request in writing, provided there is no undue burden and it does not compromise the privacy of other individuals.

Right to be Forgotten

A user may request that any information held on them is deleted or removed, and any third parties who process or use that data must also comply with the request. You can request this by notifying us in writing or by email to, and we will respond to their request within 30 business days.

Unsubscribing, Removing or Modifying your Information

We want to communicate with you only if you want to hear from us. Contact us if you prefer not to receive information from Visualcoaching or would like to update or change your personal information or preferences.

We do not want to send emails to you if you would prefer not to receive them. Therefore, every email provides a way for you to unsubscribe from future emails. We also have administrative procedures in place to remove email addresses and domains that consistently send failure messages to our email servers.

6. Children’s Privacy

We do not knowingly collect personal data from children under the age of 13. If you are under the age of 13, do not provide us with any Personal Information. If we learn that someone under 13 has provided Personal Information, we will use reasonable efforts to remove such Information from our databases. If you believe that we might have any information from or about a child under 13, please contact us

7. Cookies & Similar Technologies

A cookie is a small removable data file that is stored by your web browser on your computer. Cookies allow you to place an order on our website and allow us to enhance and personalize your online surfing and shopping experience.

For example, we use cookies to:

You can choose to have your computer warn you each time a cookie is being sent or you can choose to turn off all cookies. You do this through your browser (like Netscape Navigator, Fire fox or Internet Explorer) settings. Each browser is a little different, so look at your browser Help menu to learn the correct way to modify your cookie settings. If you turn cookies off, you won't have access to many features that make your site experience more efficient and some of our services will not function properly.

We also use pixel tags - tiny graphic images - to help us analyze your online behavior. Pixel tags also allow us to send you email in a format you can read and let us know when you have opened an email message from us. We also work with other companies who use tracking technologies to serve ads on our behalf across the Internet. These companies may collect non-personally identifiable information about your visits to our website and your interaction with our communications, including advertising.

8. Contact Us

Upon request, our Data Protection Officer will provide you with information as to whether and what personal data we store in relation to you. Should your personal data be incorrect, you may have it rectified. You may also revoke your consent to use your personal data in the future, in whole or in parts, or request deletion of your personal data.

If you have questions or concerns about how your information is handled, please direct your enquiry to Visualcoaching® Pty Ltd.

Consumer Services Department
GPO Box 855
Melbourne 3001
Victoria, Australia