Privacy Policy
Last updated: 2 June 2026
This Privacy Policy explains how Hipsmotion.ddd (“we”, “us”, “our”) handles personal information when you use hipsmotion.world (the “Site”) or contact us. We manage personal information in line with the Privacy Act 1988 (Cth) (“Privacy Act”), the Australian Privacy Principles (APPs), and the Notifiable Data Breaches (NDB) scheme (Part IIIC of the Privacy Act). This includes how we use artificial intelligence (AI) and automated tools — see sections 16–17 and our AI & Algorithm Transparency page. Where visitors are in the European Economic Area or United Kingdom, we also address GDPR / UK GDPR requirements in section 19.
1. Who we are (APP 1)
Entity / website operator: Hipsmotion.ddd
Postal address: Charlestown Square Shopping Centre, Shop G 8042 Pearson St, Charlestown NSW 2290, Australia
Email: team@hipsmotion.world
Phone: +61 435 762 105
Related documents: Cookie Policy · Terms of Use · AI Transparency. The OAIC supervises privacy in Australia: oaic.gov.au (including guidance on AI and privacy).
2. Scope — Australian law and APPs
We comply with the Privacy Act and all 13 APPs when we collect, hold, use, or disclose personal information through the Site. In summary:
- APP 1 — transparent management (this Policy, collection notices, AI disclosures).
- APP 3 & 5 — lawful collection and notice when we collect your information.
- APP 6 & 8 — use, disclosure, and overseas transfers only as allowed.
- APP 7 — direct marketing only with consent or legal authority.
- APP 11 — security and destruction when no longer needed.
- APP 12 & 13 — access and correction on request.
Service providers (including AI or analytics vendors) that handle personal information for us must take reasonable steps to meet APP standards.
3. What is personal information?
“Personal information” means information or an opinion about an identified individual, or someone reasonably identifiable, whether true or not and whether recorded in material form or not (Privacy Act, s 6). It can include your name, email, IP address, and cookie data where it identifies you.
Sensitive information (including health information) has extra protection. We do not ask you to provide sensitive information through the Site. Please do not send medical records or diagnoses via our contact form.
4. What we collect and how (APP 3, APP 5)
- Contact form: name, email, message, consent record (including time).
- Automatic data: IP address, browser/device type, pages viewed, timestamps — mainly if you accept analytics cookies.
- Cookies / local storage: as in our Cookie Policy, including consent preferences.
- Phone or email: content needed to respond if you contact us directly.
- AI-related processing: we do not collect personal information through an AI chat on this Site. If analytics cookies are accepted, providers may apply automated analysis (see section 16).
We collect from you directly where reasonable. The contact form is voluntary, but we cannot reply without the details you provide. We do not use contact form data to train public generative AI models.
5. Collection notice (APP 5)
When we collect personal information we tell you (at or before collection, or soon after): our identity (section 1); purposes (section 6); usual disclosures (section 8); likely overseas disclosure (section 9); your access/correction rights (sections 13–14); and how to complain (section 15). The contact form links to this Policy and requires a consent checkbox before submission.
6. Why we use personal information (APP 6)
We use information for the purpose collected, a related purpose you would reasonably expect, with your consent, or as the law allows. We do not sell personal information.
| Purpose | Information | Basis |
|---|---|---|
| Answer enquiries and event registrations | Name, email, message | Primary purpose; APP 6 |
| Run and secure the Site | Technical and security logs | Primary / related; APP 6 |
| Analytics (if cookies accepted) | Usage data | Consent; APP 6; GDPR Art. 6(1)(a) if applicable |
| Marketing cookies (if accepted) | Cookie IDs, browsing data | Consent; APP 6 & 7 |
| Legal compliance and complaints | As required | Legal obligation; APP 6 |
| AI-assisted drafting of replies or content (human-reviewed) | Enquiry text; drafts | Related purpose; consent where needed; APP 6 |
7. Direct marketing (APP 7) and Spam Act 2003
We send commercial electronic messages only with your consent or where another Spam Act 2003 (Cth) exception applies. Messages identify us and include a working unsubscribe. We process opt-outs within 5 business days, free of charge. Replying to an enquiry is not consent to unrelated marketing unless you clearly agree.
8. Disclosure to others (APP 6)
We may disclose personal information to hosting and IT providers, email services, analytics/ad partners (only with cookie consent), professional advisers under confidentiality, and regulators or law enforcement when required by Australian law. They may use it only to provide services to us or as the law requires.
9. Overseas disclosure (APP 8)
Some providers may process data outside Australia (e.g. USA, EU, Singapore). We take reasonable steps so overseas recipients handle information in line with the APPs (contractual clauses or other APP 8.1 measures) and tell you when overseas disclosure is likely. Rejecting non-essential cookies reduces overseas transfers. For GDPR transfers we use appropriate safeguards where required.
10. Retention and destruction (APP 11)
- Enquiries: up to 24 months after last contact, unless law or disputes require longer.
- Cookie consent: up to 12 months.
- Analytics (if enabled): typically up to 26 months, aggregated where possible.
- Security logs: about 90 days, longer if investigating an incident.
When no longer needed, we destroy or de-identify information (APP 11.2).
11. Security (APP 11)
Reasonable steps include HTTPS, access controls, least-privilege administration, supplier review, and confidentiality obligations. No system is perfectly secure — protect your devices and email accounts.
12. Notifiable Data Breaches (NDB scheme)
If an eligible data breach is likely to cause serious harm, we will notify the OAIC and affected individuals as soon as practicable, with steps you can take to reduce harm. We assess suspected breaches promptly (target within 30 days where feasible).
13. Access (APP 12)
Request access to personal information we hold about you (section 21). We respond within a reasonable time, normally 30 days. We may refuse where the Privacy Act allows (e.g. impact on others’ privacy); we will give reasons and complaint options. A fee may apply only for manifestly excessive requests.
14. Correction (APP 13)
Ask us to correct inaccurate, incomplete, out-of-date, or misleading information. We take reasonable steps within 30 days where correction is appropriate. If we disagree, we explain why and note your request where relevant.
15. Complaints
- Contact us first (section 21). We aim to resolve complaints within 30 days.
- If unresolved, complain to the OAIC: oaic.gov.au/privacy/privacy-complaints, phone 1300 363 992, or GPO Box 5218, Sydney NSW 2001.
16. Artificial intelligence and automated technology (2026 transparency)
We support algorithm transparency as expected under current Australian privacy practice and OAIC guidance on AI. Key points:
16.1 Illustrative and marketing images
Some visuals on the Site (for example home-interior or exercise scenes) may be created or edited using generative AI tools. They illustrate concepts only and may not show real people, clients, or premises. Captions or alt text may state “AI-assisted illustration” where applicable. See AI Transparency.
16.2 No AI health or fitness chat
This Site does not provide a chatbot or automated system that offers personalised medical, physiotherapy, or training advice. Educational text is human-reviewed. Enquiries via the contact form are handled by our team.
16.3 Third-party AI and analytics
If you consent to analytics or marketing cookies, third-party services may use automated processing (which can include machine-learning) on de-identified or pseudonymised usage data. Their privacy policies apply in addition to ours. You may withdraw cookie consent at any time.
16.4 Training data and prompts
We do not intentionally submit your contact form content to public AI training datasets. If we use AI assistants internally to draft responses, outputs are reviewed by a person before being sent to you.
16.5 Overseas AI providers
Some AI or cloud tools may process data outside Australia (APP 8). We use contractual and practical measures to require appropriate handling, and we minimise personal information in prompts.
17. Automated decision-making
We do not make decisions based solely on automated processing (including profiling or AI) that produce legal effects or similarly significant effects on you — for example, automated approval for events, employment, or eligibility for services. Any future use would be disclosed in advance with your consent where required.
18. Children
The Site is not directed at children under 16. We do not knowingly collect their personal information without verifiable parental consent. Contact us to request deletion if you believe we have collected a child’s data.
19. EEA, UK, and other regions (GDPR)
Where GDPR applies you may have rights of access, rectification, erasure, restriction, portability, objection, and withdrawal of consent. Lawful bases are in section 6. Automated processing and AI are described in sections 16–17. We respond within one month, extendable where permitted. You may also contact your local supervisory authority.
20. Changes
We may update this Policy. The “Last updated” date changes; material updates appear on this page and may be highlighted on the Site. New AI features will be disclosed before activation.
21. Contact us
Hipsmotion.ddd
Charlestown Square Shopping Centre, Shop G 8042 Pearson St, Charlestown NSW 2290, Australia
Email: team@hipsmotion.world · Phone: +61 435 762 105
Contact form