Privacy Policy

Refined Fitness (Pty) Ltd

Effective Date: February 2026
Last Updated: February 2026

Refined Fitness (Pty) Ltd (“Refined Fitness”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA) of South Africa.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, attend our gym, or register via the Octiv Fitness App.

1. Who We Are

Business Name: Refined Fitness (Pty) Ltd
Registration Number: [Insert Once Available]
Email: enquiries@refinedfitness.co.za
Phone: +27 60 245 8638
Information Officer: Melissa Whitcher

2. Information We Collect

2.1 Website Information

When you visit our website (WordPress & Elementor), we may collect:

  • Name and surname
  • Email address
  • Phone number
  • Information submitted via contact forms
  • Analytics data (via Google Analytics)
  • Marketing interaction data (via Facebook Pixel)
  • WhatsApp communication data (if you initiate contact)

2.2 Membership & Booking Information (via Octiv)

When you register through Octiv Fitness App, we may collect:

  • Full name
  • Contact details
  • Emergency contact details
  • Payment and card information
  • Surface-level medical disclosures
  • Class bookings and attendance records

Payment details are processed and securely stored via Octiv and its payment processors. Refined Fitness does not directly store card details on its own servers.

3. How We Use Your Information

We use your information to:

  • Process memberships and bookings
  • Communicate about classes and services
  • Process payments
  • Ensure member safety
  • Improve our services
  • Send relevant marketing communications (where consent has been given)
  • Maintain security via CCTV monitoring

We will never sell your personal information.

4. CCTV Monitoring

Our premises are monitored by CCTV for safety and security purposes. Footage is stored securely and accessed only when required for legitimate safety or legal reasons.

5. Marketing & Analytics

We use:

  • Google Analytics
  • Facebook Pixel
  • WhatsApp Business communication

These tools may collect anonymised behavioural data for marketing and website improvement.

You may opt out of marketing communications at any time.

6. Minors

Members under the age of 18 may only be enrolled by a legal guardian.
The minimum enrolment age is 12 years.

Personal information of minors is processed only with guardian consent.

7. Guest Passes

Guest participants may be required to provide contact and emergency information and sign an indemnity form before participating in any activities.

8. Data Security

We take reasonable technical and organisational measures to protect personal information against:

  • Loss
  • Unauthorised access
  • Disclosure
  • Alteration

Octiv manages payment data using secure encryption protocols.

9. Your Rights Under POPIA

You have the right to:

  • Access your personal information
  • Request correction of inaccurate information
  • Request deletion (where legally permissible)
  • Object to processing for marketing purposes

Requests can be sent to: enquiries@refinedfitness.co.za

10. Data Retention

We retain personal information only as long as necessary to:

  • Provide services
  • Comply with legal obligations
  • Resolve disputes

11. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will always be available on our website.