Privacy policy

Version 1, 12 November 2026

Our lawyer is reviewing this policy. If anything material changes, we'll update this page and email our customers.

Who we are

RepAscent is an Australian business on the Gold Coast, Queensland. In this policy "we" and "us" means RepAscent. You can reach us at david@repascent.com.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This policy covers three groups of people:

1. People who visit repascent.com or ask us for a walkthrough.
2. Coaching businesses that use RepAscent HQ, and the coaches they give access to (our customers).
3. The clients of those coaching businesses. We handle their information on the coaching business's behalf.

Visiting repascent.com

Our website pages on repascent.com (the home page, the RepAscent HQ pages, and this policy and our terms) have no advertising pixels and no analytics tracking. They load fonts from Google Fonts, so Google receives your IP address and browser details when you visit. Our hosting provider keeps standard server logs, such as IP address, browser type and the pages requested, which are used to run and protect the site.

Asking for a walkthrough

When you fill in the form on repascent.com, we collect your name, business name, email, phone number (if you give it), roughly how many clients you have, how you coach, your Instagram handle (if you give it) and anything you write in the notes.

We use it to arrange and run your walkthrough and to follow up with you about RepAscent. It goes to:

• a task and a lead record in our own systems;
• a notification to our phone (through Telegram);
• if you pick a time, a Google Calendar invite with a Google Meet link, which Google sends to you.

To stop the form being misused, we keep your email and a one-way scrambled version of your IP address, and allow up to five requests a day from one address. We may email you about RepAscent after your walkthrough. Tell us any time and we'll stop.

Our customers: coaching businesses and their coaches

We collect:

• the name and email of each coach given access, and their role;
• business details: name, ABN, address, branding and settings;
• your plan and billing status. Card details are held by Stripe, not by us;
• sign-in and activity records, for security;
• messages you send us.

We use this to provide RepAscent HQ, bill your plan, support you, keep the service secure and meet our legal obligations. We don't sell it and we don't use it for third-party advertising.

Clients of coaching businesses

Each coaching business decides what client information goes into RepAscent HQ and how it's used, and is responsible for it under its own privacy policy. We handle that information only to provide RepAscent HQ to that business. It can include:

• contact details;
• coaching records: programmes, workouts, check-ins, messages, photos, video and voice notes;
• health information the business or client chooses to record, such as measurements, skinfolds, injuries, documents, supplement records, and cycle data if the business switches it on;
• payment status. Card numbers are never stored by us; client payments go through the coaching business's own Stripe account.

We don't sell client information, use it for our own marketing or use it for advertising. Each business's information is kept separate from every other business's, and our server limits every request to one business.

If you're a client and want to see, correct or delete your information, contact your coach first. We'll help them respond.

Service providers we use

We use these providers to run RepAscent, and we share with each only what it needs for the job listed. Each handles information under its own terms and privacy policy.

We use OpenAI and Anthropic through their business services. Under their standard business terms, content sent to them is processed to return the result and isn't used to train their models by default.

Information stored outside Australia

Because of the providers above, personal information is stored and processed outside Australia, mainly in Japan and the United States. We choose providers with strong security and contractual commitments, and we take reasonable steps to make sure they handle the information consistently with the Australian Privacy Principles.

How we protect information

• Encryption between your device and our servers.
• Each business's information kept separate, and coaches limited to the clients assigned to them.
• A record of changes made to client files.
• Sign-in lockouts after repeated failed attempts, and an authenticator code for our own administration tools.

If a data breach affects a coaching business's client information, we'll tell that business without undue delay and within 72 hours of becoming aware of it, and help it meet its own obligations. If a breach is likely to cause serious harm, the affected people and the Office of the Australian Information Commissioner are told, as the Notifiable Data Breaches scheme requires.

How long we keep it

• Walkthrough requests: while we're in contact with you, and deleted when you ask.
• Customers: for as long as your account is open. You can export your data from Settings, Export data, while your account is active. If HQ is locked, or within 30 days of closing your account, email us and we'll send it to you. When a business closes its account and asks us to delete it, we keep an archive for 30 days in case it needs to be recovered, then delete it. A copy of signed client agreements is kept for 7 years, in case it's needed for a dispute or a legal requirement, and is then deleted.

Your choices

You can ask to see or correct the information we hold about you, or ask us to delete it, by emailing david@repascent.com. We'll respond within 30 days. If you're unhappy with how we've handled your information, contact us first and we'll try to fix it. You can also complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We'll post changes on this page with a new version date, and email our customers about significant changes.