Privacy statement
Last updated: 1 December 2026
Effective date: 1 December 2026
Your coaching works best when we know you well: your training history, your injuries, your goals, and sometimes what your physio or surgeon has told you. That's personal, and some of it is health information. This statement explains what we collect, why we need it, who sees it, and how you stay in control of it.
We follow the Privacy Act 2020 and, because we work with injury and post-op clients, we hold your health information to the standard of the Health Information Privacy Code 2020.
1. Who we are
Chase HQ (Chase Health & Performance) is a trading name of CHASE H&P Limited, NZBN 9429053719669.
- Studio: 19 Auburn Street, Grafton, Auckland
- Email: sam@chasehq.co.nz
- Website: chasehq.co.nz
Privacy officer: Sam Purchase. If you have any question or concern about your information, email sam@chasehq.co.nz and it comes straight to me.
When this statement says "we", "us" or "Chase", it means CHASE H&P Limited.
2. What we collect
Contact and account details
Your name, email, phone number, date of birth, and emergency contact. For clients under 18, we also collect the parent or guardian's details.
Health and injury information
What you tell us in your health screening questionnaire and in conversation: current and past injuries, surgeries and where you are in your rehab, medical conditions, medications that affect training, pregnancy, and anything else that changes how we should coach you safely. If you see a physio, surgeon, GP or other practitioner, this can include clearance letters or treatment plans.
Training and coaching information
Programmes, session notes, lifts and loads, test results, progress measurements, photos or videos of your technique (only if you agree), and messages between you and your coach.
Nutrition information
If you use our nutrition service: your eating habits, food preferences, goals, and relevant health details.
Payment information
Your package, billing history, and payment details. You can pay by card through Stripe, by bank transfer, by GoCardless direct debit, or by automatic bank payment. We don't store your card details: Stripe handles all card payments. Our invoicing and accounting records in Xero include your name and billing details.
Website analytics
Our website uses Vercel Web Analytics, which does not use cookies. It records the page you visited, the site that referred you, your approximate location (country or region level), and your browser, operating system and device type. It doesn't identify you personally. Visits are counted using a temporary code that's thrown away after 24 hours. We don't use any other analytics, tracking pixels or cookie-setting widgets on our website.
Do you have to give us this information?
Most of it is up to you. The exception is the health screening: we can't safely coach you without it, so if you'd rather not complete it, we may not be able to take you on, or we may need clearance from your doctor or physio first.
3. Why we collect it
We use your information to:
- coach you safely and well, and adapt your programme around injuries, surgery and health changes
- run bookings, sessions and your package
- deliver nutrition coaching if you've signed up for it
- work with your physio, surgeon or other practitioner, when you've agreed to that
- take payments and keep financial records
- contact you about your sessions and coaching
- contact your emergency contact if something goes wrong
- understand how people use our website so we can improve it
We only use your information for these purposes, or for something directly related that you'd reasonably expect, unless you agree otherwise or the law allows or requires it.
4. How we store and protect it
Your client records, including health, training and nutrition notes, are held in Gradient, our coaching software, which also runs our bookings. To keep it safe, we:
- use two-factor authentication on our email, accounting and payment accounts
- limit access to the people who need it to coach you
- don't keep health information on paper or on personal devices
- remove someone's access as soon as they stop working with Chase
We keep your information for 7 years after you stop training with us, and then securely delete it.
5. Who we share it with
We don't sell your information, and we don't share it for anyone else's marketing.
Our nutritionist
Nutrition coaching is delivered by an independent contractor nutritionist engaged by Chase. They act on Chase's behalf and are bound by a confidentiality obligation. Nutrition notes are held securely in Chase's client systems and accessible to your coach and nutritionist, so your training and nutrition work together. Chase remains responsible for your information.
Partners such as physios, chiropractors and swim coaches
These are independent businesses, not part of Chase. We only share your information with them, or ask them for information about you, with your consent. You can tell us at any time what you're happy for us to share.
Service providers who help us run the business
These providers store or process information for us, on our instructions:
| Provider | What they do | Where the data is held |
|---|---|---|
| Gradient | Coaching software, client records and bookings | Hosted on Railway cloud infrastructure, outside New Zealand |
| Vercel | Website hosting and cookie-free website analytics | Mainly the United States, and other countries where Vercel's providers operate |
| Stripe | Card payments | The United States, and other countries where Stripe's providers operate |
| GoCardless | Direct debit payments | Hosted in the Netherlands and the European Union, with some providers in the United Kingdom and United States |
| Google Workspace | Google data centres in several countries, including the United States, Europe and Asia | |
| Xero | Invoicing and accounting (client names and billing details) | The United States, with backups in Canada |
Overseas storage
These providers store data outside New Zealand. Where a provider only stores or processes information on our behalf, we're still responsible for it under New Zealand law, and we choose providers with strong security. Stripe and GoCardless also use some payment information for their own purposes, such as preventing fraud and meeting financial regulations, under their own privacy policies. Gradient, our own coaching software, only uses client information to run Chase.
When the law requires it
We may share information if the law requires it, or if it's needed to prevent a serious threat to someone's life or health (for example, calling an ambulance and telling them about your condition).
6. Information we get from other people
Sometimes information about you comes from someone else, for example a physio or surgeon sending a treatment plan, or a parent filling in a form for a young athlete. When that happens, we'll let you know that we have it, why, who will see it, and that you can access and correct it, unless a legal exception applies.
7. Young athletes
We coach athletes under 18. A parent or guardian signs up, pays, and gives consent for them.
For athletes under 16, the parent or guardian acts as their representative for privacy purposes, which means they can make requests and decisions about the young person's information. For 16 and 17 year olds, we involve parents or guardians in health and programme decisions, and we respect the young person's privacy where that's appropriate.
8. Your right to see and correct your information
You can ask to see the information we hold about you, and ask us to correct it if it's wrong. Email sam@chasehq.co.nz. We'll respond as soon as we can, and within 20 working days. There's no charge. If we don't agree to a correction, you can ask us to keep a note of the correction you asked for with your record.
9. If something goes wrong
If there's a privacy breach that's likely to cause serious harm, we'll tell the Office of the Privacy Commissioner and the people affected as soon as practicable, and let you know what we're doing about it.
10. Questions and complaints
If you're unhappy with how we've handled your information, please talk to us first: email sam@chasehq.co.nz. We'll take it seriously and aim to sort it out quickly.
If we can't resolve it, you can complain to the Office of the Privacy Commissioner: https://www.privacy.org.nz
11. Changes to this statement
We'll update this statement when the way we handle information changes. The date at the top shows the latest version. If a change significantly affects you, we'll tell you directly.