Health Information Fact Sheet

Understanding How FitPilot Uses Your Health Data

Last Updated: October 20, 2025

This fact sheet explains in plain language how FitPilot collects and uses your health information. It's a summary of our full Privacy Policy - we recommend reading both documents.

📋 What Health Information Do We Collect?

When you sign up as a client and complete your pre-exercise health screening, we collect:

Medical History

Any heart conditions, stroke, diabetes, or asthma
Current medications you're taking
Recent hospital visits or injuries
Whether you're pregnant
Family history of heart disease

Physical Measurements

Your weight, height, and body measurements
Blood pressure readings
Cholesterol and blood sugar levels (if you know them)
Body fat percentage

Lifestyle Information

Whether you smoke
Your current exercise habits
Previous injuries
Food allergies and dietary needs

Progress Tracking

Body measurements over time
Progress photos (if you upload them)
Workout performance
Meal logs
Daily wellness check-ins (mood, sleep, energy)

🤔 Why Do We Need This Information?

Your Safety Comes First

We collect this information to:

Identify if you need medical clearance before exercising
Help your trainer create safe, personalized workout plans
Avoid exercises that could be dangerous for your specific conditions
Monitor your progress and adjust your programs

It's Required by Law

Australian and New Zealand fitness safety guidelines require proper health screening before starting exercise programs. This protects both you and your trainer.

👀 Who Can See Your Health Information?

Your Personal Trainer

Your assigned trainer can see ALL the health information you provide
They need this to keep you safe and create appropriate programs
They are legally required to keep it confidential

FitPilot Staff

Only authorized staff can access your health data, and only when necessary (e.g., for technical support)
All staff are bound by strict confidentiality

AI Services (Only If You Use AI Features)

If your trainer uses AI to help create workout or meal plans, selected information may be sent to OpenAI (USA)
Your trainer chooses what information to include
Your full medical history is NOT automatically sent
You can ask your trainer not to use AI features

Who CANNOT See It

Other trainers or clients
Marketing companies
Insurance companies
Your employer
We never sell your health information to anyone

🔒 How Do We Protect Your Health Information?

Technical Security

All data is encrypted (scrambled so others can't read it)
Secure passwords and authentication
Regular security testing
Secure cloud storage with top-tier providers

Access Controls

Only people who need to see your information can access it
All access is logged and monitored
Staff sign confidentiality agreements

Legal Protections

We follow strict Australian and New Zealand privacy laws
Your information is protected by the Privacy Act
We must notify you if there's ever a data breach

🇦🇺 Your Information Goes Overseas

Important: Some of your information is stored on servers outside Australia/New Zealand.

Where Your Data Goes

USA: OpenAI (if using AI), Stripe (payments), Vercel (hosting)
Other countries: Where our service providers operate

How We Protect It

We only use trusted, reputable companies
They must follow strict security and privacy rules
Data is encrypted when being transferred
We have legal contracts requiring them to protect your data

By using FitPilot, you agree to your information being stored overseas.

⏰ How Long Do We Keep Your Health Information?

While You're Using FitPilot

Your information stays in your account and is accessible to you and your trainer.

After You Delete Your Account

Important: We keep health records for 7 years even after you delete your account.

Why?

Australian and New Zealand law requires health records be kept for 7 years
This protects both you and your trainer if there's ever a legal issue
It's standard practice for all health and fitness businesses

What Happens:

Your health screening, measurements, and injury records are archived securely
They're encrypted and locked away - no one can access them except if legally required
After 7 years, they're permanently destroyed

Other Information

Regular account data (messages, workout logs) is deleted 30 days after you close your account
You can export all your data before deleting

🙋 Your Rights Over Your Health Information

You Have the Right To:

1. See Your Information

Request a copy of all health information we have about you
We'll provide it within 30 days
First request is free

2. Fix Incorrect Information

If something is wrong or out of date, ask us to correct it
We'll fix it within 30 days

3. Get a Copy

Download your data in a common format (CSV or PDF)
Take it to another trainer or service

4. Delete Your Account

You can delete your account anytime
Remember: certain health-related records may be retained for a period (commonly up to 7 years) where required or reasonably necessary for compliance, audit, and dispute resolution

5. Opt Out of AI

Tell your trainer you don't want AI used for your programs
No penalty - they'll create programs manually

6. Complain

If you're unhappy with how we handle your data, contact us: privacy@fitpilot.me
If not satisfied, complain to:
- Australia: Office of the Australian Information Commissioner (OAIC) - 1300 363 992
- New Zealand: Privacy Commissioner - 0800 803 909

⚠️ Important Things to Know

Be Honest About Your Health

Providing false health information is dangerous - it could lead to injury or worse
Your trainer relies on accurate information to keep you safe
False information may void legal protections

Update Your Information

Tell your trainer immediately if:
- You develop a new health condition
- You start new medications
- You get injured
- Your doctor tells you to stop exercising

Get Medical Clearance If Needed

If the screening identifies risks, you MUST get doctor's approval before exercising
Your trainer cannot give you medical clearance
This is for your safety

Exercise Has Risks

All exercise carries some risk of injury
Your health screening and trainer's expertise help minimize these risks
Stop immediately and seek help if you feel unwell during exercise

📧 Questions or Concerns?

Contact Us:

Privacy Questions: privacy@fitpilot.me
General Support: support@fitpilot.me
Phone: +61 499 628 369

Full Privacy Policy: /privacy
Terms of Service: /terms
Cookie Policy: /cookies

✅ Quick Summary

We collect health information to keep you safe during exercise.

Your trainer can see it. We protect it with strong security. We keep it for 7 years (law requires this). Some data goes to USA servers. You can see, fix, or download your information anytime.

Be honest about your health - it could save your life.

This fact sheet is designed to be easy to understand, but it doesn't replace our full Privacy Policy. Please read the complete policy for all details about your privacy rights.

FItpilot Software (Individual) | ABN 71 676 487 239 | 7 Clunies Ross Court, Suite #1035, Eight Mile Plains, QLD 4113, Australia
privacy@fitpilot.me | +61 499 628 369