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The Villa Wellness

Privacy Policy

Personal Privacy at The Villa

The Villa Wellness Pty Ltd


Website: thevillawellness.com.au


Email: hello@thevillawellness.com.au


Last updated: 17 August 2026

Our Commitment to Privacy

The Villa Wellness Pty Ltd (The Villa Wellness, we, us or our) respects your privacy and is committed to handling personal information responsibly and transparently.

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This Privacy Policy explains how we collect, hold, use and disclose personal information when you interact with The Villa Wellness, including through our Website, enquiries, quote requests, communications and services.

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Where applicable, we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

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Because some of our services involve health and wellness activities, we recognise that certain information provided to us may constitute health or sensitive information and requires additional care.

What Is Personal Information?

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

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Depending on the circumstances, information collected by The Villa Wellness may include both personal information and sensitive information, including health information.

Personal Information We May Collect

Depending on how you interact with us, we may collect:

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Contact information

  • full name;

  • email address;

  • telephone number; and

  • preferred contact method.

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Business and organisation information

  • business name;

  • gym name;

  • sporting club;

  • organisation;

  • venue name; and

  • your relationship with that organisation where relevant.

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Booking and event information

This may include:

  • type of booking;

  • description of your proposed booking;

  • whether the booking is one-off or recurring;

  • number of proposed sessions;

  • expected event attendance;

  • preferred recovery options;

  • preferred booking date;

  • alternative booking date;

  • preferred start time;

  • estimated number of participants;

  • requested session duration;

  • event location; and

  • additional comments or requirements.

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Site information

Because our services are mobile, we may collect information regarding:

  • vehicle and trailer access;

  • available setup space;

  • availability of power;

  • availability of water;

  • ground or surface conditions;

  • access restrictions; and

  • other information relevant to determining whether a site is suitable.

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Communications

We may retain information contained in:

  • emails;

  • telephone communications;

  • enquiries;

  • quote discussions;

  • booking correspondence; and

  • other communications with us.

Health and Sensitive Information

Due to the nature of sauna, cold-water immersion, heated-water, compression and recovery activities, we may collect health information where it is reasonably necessary for our functions, activities or the safe provision of our services.

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Depending on the circumstances, this may include information regarding:

  • injuries;

  • medical conditions;

  • pregnancy;

  • medications;

  • physical limitations;

  • relevant health history;

  • conditions that may affect participation; and

  • other health circumstances voluntarily disclosed to us or requested as part of an applicable safety process.

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Health information is treated as sensitive information.

Where consent is required to collect health or other sensitive information, we will seek appropriate consent.

Information should only be provided where it is relevant to the enquiry, safety assessment or participation in our services.

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Providing health information does not mean The Villa Wellness has medically assessed or approved a person's participation.

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Where there is uncertainty regarding whether participation is appropriate, participants should obtain advice from an appropriately qualified healthcare professional.

Consent to Collection of Health Information

Where our Website asks you to provide health or sensitive information, we may require you to expressly consent to its collection and handling.

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By providing the required consent, you consent to The Villa Wellness collecting, using, holding and, where reasonably necessary, disclosing that information for purposes including:

  • assessing your enquiry;

  • considering suitability for participation;

  • managing participant health and safety;

  • planning appropriate service arrangements;

  • responding to incidents or emergencies; and

  • providing our services.

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You may contact us if you wish to withdraw consent.

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Withdrawal of consent does not affect handling that lawfully occurred before withdrawal and may mean we are unable to provide particular services where the information is reasonably necessary for safety or service delivery.

How We Collect Personal Information

We generally collect personal information directly from you when you:

  • use our Website;

  • submit an enquiry;

  • request a quote;

  • contact us by telephone or email;

  • communicate with us through social media;

  • arrange or confirm a booking;

  • complete participant documentation;

  • attend an event or session; or

  • otherwise communicate with The Villa Wellness.

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Information may also be provided to us by another person or organisation, including:

  • a gym;

  • sporting club;

  • business;

  • event organiser;

  • venue;

  • parent;

  • guardian; or

  • person arranging participation or a booking.

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Where appropriate, we will take reasonable steps to ensure affected individuals understand how their personal information is being handled.

Why We Collect and Use Personal Information

We may collect and use personal information to:

  • respond to enquiries;

  • prepare personalised quotes;

  • communicate with prospective and existing customers;

  • assess proposed booking locations;

  • determine equipment and setup requirements;

  • plan events and recovery sessions;

  • recommend suitable session formats or recovery options;

  • manage and confirm bookings;

  • issue invoices;

  • manage payments and accounting records;

  • provide The Villa Wellness services;

  • manage participant safety;

  • administer consent and participant documentation;

  • respond to incidents or emergencies;

  • manage complaints or disputes;

  • deal with insurance matters;

  • maintain appropriate business records;

  • operate and improve our Website;

  • maintain Website and information security;

  • comply with legal, taxation and regulatory obligations; and

  • protect our legitimate business interests and the safety of customers, participants, staff and others.

Quotes and Payments

Submitting information through our Website is generally for the purpose of requesting an enquiry or quote.

The Villa Wellness does not currently process customer payments directly through the Website.

If you accept a quote, we may issue an invoice separately and provide payment instructions.

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Payments are currently made separately through our banking arrangements.

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We do not ask customers to provide online banking passwords, PINs or similar banking credentials through our Website enquiry forms.

Direct Marketing

The Villa Wellness does not currently use the Website to collect subscriptions for newsletters or routine promotional email or SMS marketing.

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If we introduce direct marketing in the future, we will update our practices as appropriate and provide applicable choices to opt out of marketing communications.

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Operational communications relating to an enquiry, quote or booking are not treated as promotional marketing merely because they are sent by email, telephone or SMS.

Participants Under 18

The Villa Wellness may permit people under 18 to participate in certain services.

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Where required, a parent or legal guardian aged 18 years or older must provide the necessary consent and sign applicable participant documentation on behalf of the minor.

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We may collect personal and relevant health information about a minor where reasonably necessary to provide our services safely and where appropriate consent has been obtained.

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We do not intend our Website enquiry process to encourage children to independently provide sensitive personal information without appropriate adult involvement.

Photographs and Video

The Villa Wellness may photograph or record sessions and events from time to time.

The Website enquiry form does not currently ask customers to upload photographs or videos.

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Where we intend to use identifiable images or video of participants for advertising, social media, Website content or promotional purposes, consent will be managed through the applicable participant consent or waiver process.

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Where a participant does not consent to promotional photography or video, we will respect that choice in accordance with the applicable consent arrangements.

Website Hosting, Cookies and Technical Information

Our Website is operated using Wix.

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When you visit our Website, Wix and technologies used in connection with the Website may automatically collect technical information such as:

  • IP address;

  • browser information;

  • device information;

  • pages visited;

  • date and time of access;

  • session information;

  • Website interactions; and

  • similar technical or usage information.

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Cookies and similar technologies may be used for purposes including:

  • essential Website functionality;

  • security;

  • remembering Website settings;

  • understanding Website usage;

  • analytics; and

  • improving Website performance.

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You may be able to control certain cookies through your browser or applicable Website cookie controls.

Disabling cookies may affect the operation of some Website features.

Disclosure of Personal Information

We do not sell personal information.

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We may disclose personal information where reasonably necessary to:

  • Website and technology service providers;

  • email and communications providers;

  • professional advisers including lawyers and accountants;

  • insurers and insurance brokers;

  • contractors or service providers involved in delivering a booking;

  • government authorities or regulators;

  • police, emergency services or other authorities where appropriate;

  • another organisation involved in a booking where reasonably necessary; or

  • another person or organisation where you have consented to the disclosure.

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We may also disclose information where required or authorised by law.

We take reasonable steps to limit disclosure to information relevant to the purpose for which it is disclosed.

Third-Party Services

We may use third-party systems and providers to operate our business.

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These may include services used for:

  • Website hosting;

  • email;

  • communications;

  • accounting;

  • banking;

  • document management;

  • administration;

  • social media; and

  • professional services.

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Third-party providers may have their own privacy policies and information-handling practices.

Where a third party independently collects information directly from you, you should review that provider's privacy policy.

Overseas Processing and Storage

Some technology and service providers used by The Villa Wellness may operate infrastructure, personnel or service providers outside Australia.

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This means personal information may, in some circumstances, be processed or stored outside Australia.

Because third-party infrastructure and hosting arrangements can change, the countries involved may change over time.

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Where Australian privacy law imposes requirements regarding overseas disclosure, we will take reasonable steps to comply with those requirements.

How We Store and Protect Personal Information

Personal information may be held electronically through:

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  • our Website platform;

  • email systems;

  • business records;

  • accounting or administrative systems;

  • devices used for legitimate business purposes; and

  • other systems reasonably required to operate The Villa Wellness.

 

We take reasonable steps to protect information against:

  • misuse;

  • interference;

  • loss;

  • unauthorised access;

  • unauthorised modification; and

  • unauthorised disclosure.

 

Measures may include:

  • passwords;

  • account security;

  • access controls;

  • limiting access to people who require the information;

  • secure devices and systems; and

  • appropriate business procedures.

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However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

Data Breaches

If we become aware of a suspected loss, unauthorised access or disclosure of personal information, we will assess the circumstances and take appropriate steps.

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Where required by applicable privacy law, this may include notifying affected individuals and the Office of the Australian Information Commissioner.

Retention and Destruction

We retain personal information for as long as reasonably necessary to:

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  • respond to enquiries;

  • provide services;

  • administer bookings;

  • maintain appropriate participant and safety records;

  • meet accounting and taxation requirements;

  • deal with insurance matters;

  • manage disputes or incidents; and

  • comply with legal or regulatory obligations.

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When personal information is no longer required and we are not legally required to retain it, we will take reasonable steps to destroy or de-identify it.

Access to Your Personal Information

You may request access to personal information we hold about you.

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Requests should be sent to:

hello@thevillawellness.com.au

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We may ask you to verify your identity before providing access.

There may be limited circumstances in which access can or must be refused under applicable law. Where appropriate and legally permitted, we will explain the reason.

Correction of Personal Information

We take reasonable steps to ensure personal information we hold is accurate, complete and up to date as appropriate.

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If you believe information we hold about you is inaccurate, incomplete, out of date, irrelevant or misleading, please contact us at:

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hello@thevillawellness.com.au

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We will consider reasonable correction requests.

Privacy Complaints

If you have a concern about how we have handled your personal information, please contact us first at:

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hello@thevillawellness.com.au

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Please provide enough information for us to understand and investigate your concern.

We will consider your complaint and aim to respond within a reasonable period.

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If you are not satisfied with our response, you may have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Third-Party Links and Social Media

Our Website may contain links to social media services or other third-party websites.

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The Villa Wellness does not control the privacy practices of independent third-party platforms.

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Your interactions with those platforms are subject to their respective privacy policies and terms.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time as our business, Website, technology, services or legal obligations change.

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The current version will be published on our Website with its last-updated date.

Contact Us

For privacy questions, requests or complaints, contact:

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The Villa Wellness Pty Ltd


Email: hello@thevillawellness.com.au


Website: thevillawellness.com.au

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