Privacy policy

Last updated: 25 August 2026

The Fight Dietitian Pty Ltd ABN 35 628 327 480 (“TFD”, “we”, “us” or “our”) respects the privacy of our clients and is committed to handling personal information responsibly and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This Privacy Policy explains how we collect, use, store, protect and disclose personal information in connection with our nutrition, performance, body composition, weight-management and related consultancy services, our website, online consultations and digital services.

1. Information We Collect

TFD provides sports nutrition, performance nutrition, body composition, weight-management and related consultancy services.

In providing those services, we may collect personal information and health information including:

• your name, contact details and date of birth;
• training, competition and sporting information;
• body weight, body composition and physical measurements;
• dietary intake, nutrition history and food preferences;
• nutrition plans and recommendations;
• allergies, intolerances and dietary restrictions;
• relevant illnesses, injuries, medical conditions, medications and other health information disclosed to us;
• pathology results, medical reports or other health information you choose to provide;
• information relating to Fight Week, acute or rapid weight loss, dehydration and rehydration;
• photographs, videos or other information provided for assessment or service delivery;
• consultation recordings, transcripts, summaries and professional consultation notes;
• payment, billing and administrative information; and
• correspondence and information you provide to us by email, online forms, scheduling systems or other communications.

We seek to collect only information that is reasonably necessary for providing our services or otherwise operating TFD in accordance with applicable law.

2. How We Collect Information

We generally collect personal information directly from you.

This may occur when you:

• contact TFD by email;
• complete an intake form, questionnaire or assessment;
• book a consultation;
• participate in an online consultation;
• provide documents, photographs, medical information or other information;
• use a TFD digital service or application; or
• communicate with a TFD practitioner or staff member.

With your consent, or where otherwise permitted by law, we may also receive information from another person involved in your care or sporting preparation, including a coach, manager, medical practitioner or other support professional.

3. Information Sent by Email and Other Electronic Communications

Many TFD clients provide personal and health information to us by email or other electronic communications.

TFD takes reasonable steps to protect information once it has been received and is under our control.

However, ordinary email and internet communications involve inherent security risks. TFD does not control every system through which information travels before it reaches us and cannot guarantee the security of information while it is being transmitted through external email, internet or communications systems.

Clients should avoid sending information that is not reasonably necessary for the services they are seeking.

Once information is received by TFD, it is handled and stored in accordance with the security practices described in this Privacy Policy.

4. Online Consultations and Recording

TFD consultations are generally conducted remotely.

Consultations may be audio recorded for the purposes of:

• maintaining accurate professional records;
• preparing consultation notes;
• documenting recommendations and information discussed during consultations; and
• supporting continuity of service.

Clients are notified of this practice when booking applicable consultations.

By booking and participating in a consultation after receiving that notice, you consent to the consultation being recorded and processed for these purposes.

TFD may also provide a brief verbal reminder at the commencement of a consultation that the consultation is being recorded.

5. AI-Assisted Transcription and Note Taking

TFD may use transcription and artificial intelligence assisted tools to:

• transcribe consultation recordings;
• summarise consultations;
• organise consultation information;
• assist in preparing professional notes; and
• assist practitioners with administrative record keeping.

AI and transcription systems are used as support tools.

They do not replace the professional judgment of TFD practitioners, who remain responsible for the professional advice and services provided to clients.

TFD takes reasonable steps to minimise the amount of identifying personal information provided to AI-assisted systems.

Where reasonably practicable, identifying information is removed, separated, coded or otherwise minimised before information is processed using AI-assisted systems.

TFD does not intentionally provide an AI system with information identifying a client where identification is not reasonably necessary for the relevant purpose.

Where consultation recordings or other information are processed using AI-assisted systems, TFD takes reasonable steps to ensure the process is consistent with its privacy and information-security obligations.

6. Consultation Recordings and Transcripts

Consultation recordings, transcripts and consultation notes may contain sensitive personal and health information.

TFD takes reasonable steps to protect these materials.

Where recordings are retained, they may be stored within TFD's protected client-record systems, including encrypted storage environments.

Recordings may be retained where reasonably necessary for:

• preparing or verifying consultation notes;
• maintaining professional records;
• providing continuity of service;
• responding to professional, insurance or legal requirements; or
• another lawful purpose connected with the provision of TFD services.

Where TFD no longer reasonably requires a recording or other personal information and is not required by law, professional requirements or another legitimate obligation to retain it, TFD will take reasonable steps to securely destroy the information or de-identify it.

7. How We Use Personal Information

TFD may use personal and health information to:

• provide nutrition, body composition, performance and weight-management services;
• assess your requirements;
• prepare individual nutrition and performance strategies;
• monitor progress and outcomes;
• communicate with you;
• maintain professional records;
• prepare consultation notes;
• provide continuity of care and future services;
• manage appointments, administration and billing;
• improve the quality of TFD's professional services and systems;
• manage health and safety matters;
• respond to emergencies;
• comply with legal, insurance, professional and regulatory obligations;
• investigate or respond to complaints or disputes; and
• undertake other activities to which you have consented or which are otherwise permitted by law.

Where a client or athlete has separately consented or contractually agreed to the use of performance information, photographs, recordings or other information for educational, promotional or commercial purposes, TFD may also use that information in accordance with the relevant agreement or consent.

8. Coded and De-Identified Performance Information

TFD may maintain spreadsheets, datasets or other records containing nutrition, body weight, performance, Fight Week, weight-management or other client information for:

• professional analysis;
• monitoring outcomes;
• quality improvement;
• developing TFD's professional systems and strategies;
• educational purposes;
• statistical analysis; and
• improving the services provided by TFD.

Where practicable, identifying information is separated from analytical information and clients may be represented by an internal code rather than their name or other direct identifiers.

Where TFD retains information that could reasonably be used to reconnect a code with an identifiable client, that information will continue to be treated as personal information and protected accordingly.

Where information has been genuinely de-identified so that an individual is no longer identifiable or reasonably identifiable, TFD may use that information for professional analysis, statistics, education, research, service development and other legitimate business purposes.

9. Storage and Security

TFD primarily stores client information electronically.

Client information may be stored on TFD-controlled devices and through cloud storage services, including services such as iCloud and Google Drive.

TFD has implemented additional encrypted storage systems for sensitive client records.

Where practicable, sensitive client files are maintained within encrypted vaults located on TFD-controlled devices and/or synchronised through approved cloud storage services.

TFD is progressively transitioning relevant existing client records into its protected storage environment as part of its ongoing information-security practices.

TFD uses technical and organisational safeguards designed to protect personal and health information from misuse, interference, loss and unauthorised access, modification or disclosure.

These safeguards may include:

• encrypted storage of sensitive client files;
• encrypted vaults or protected file systems;
• device encryption;
• password and account security controls;
• multi-factor authentication where available;
• restricted access to client information;
• separation of identifying information from coded analytical information;
• controlled handling of consultation recordings and transcripts;
• secure backups where appropriate; and
• procedures for the secure deletion or de-identification of information.

TFD continues to review and improve its information-security practices as technology, services and privacy risks change.

No method of electronic transmission or storage can be guaranteed to be completely secure. TFD therefore does not represent that unauthorised access, data loss or other security incidents can never occur.

10. Cloud Storage and Third-Party Technology Providers

TFD uses third-party technology providers to operate its business.

These may include providers of:

• cloud storage;
• email;
• appointment scheduling;
• online communications;
• accounting and payment services;
• information security and encryption;
• transcription;
• artificial intelligence assisted tools; and
• other business software.

Some service providers may store or process information outside Australia.

TFD takes reasonable steps when selecting and using service providers that handle personal information and seeks to limit the amount of information provided to third-party systems where reasonably practicable.

Where sensitive files are stored within encrypted vaults that are synchronised using cloud storage, the encryption is intended to protect the underlying contents of those files from unauthorised access, including while those encrypted files are stored through the relevant cloud service.

11. Disclosure of Personal Information

TFD does not sell client personal information.

TFD may disclose personal information where reasonably necessary to:

• TFD practitioners, employees or contractors involved in providing or administering services;
• technology, cloud, accounting or professional service providers supporting TFD's operations;
• professional advisers, insurers or legal representatives;
• medical practitioners or emergency personnel where reasonably necessary to protect a client's health or safety;
• another person where you have authorised the disclosure; or
• a government agency, regulator, court or other person where disclosure is required or authorised by law.

Where a client or athlete has expressly authorised TFD to use particular performance information, health-related information, photographs, videos or recorded content for educational, promotional or commercial purposes, that information may also be used or disclosed in accordance with the applicable agreement or consent.

12. Health and Safety Emergencies

Where TFD reasonably believes that disclosure of relevant information is necessary in response to a serious threat to a person's life, health or safety, TFD may provide relevant information to medical practitioners, emergency services or other persons involved in responding to the situation where permitted by law.

TFD will seek to limit any disclosure to information reasonably relevant to the circumstances.

13. Retention of Information

TFD retains professional client records for as long as reasonably necessary for:

• providing current or future services;
• continuity of professional care;
• professional record keeping;
• legal, insurance or regulatory requirements;
• responding to complaints or disputes; or
• another legitimate purpose associated with TFD's services.

Different categories of information may be retained for different periods.

Consultation recordings may not need to be retained for the same period as professional consultation notes or other client records.

Where TFD no longer reasonably requires personal information and is not required by law or another legitimate obligation to retain it, TFD will take reasonable steps to securely destroy the information or appropriately de-identify it.

14. Accuracy and Correction of Information

TFD takes reasonable steps to ensure that the personal information it uses is accurate, complete and current where this is relevant to the purpose for which the information is used.

Clients are encouraged to advise TFD where:

• information previously provided has changed;
• relevant health information has changed;
• medication has changed;
• an allergy or intolerance has been identified; or
• information held by TFD is inaccurate or incomplete.

15. Access to Your Information

You may request access to personal information TFD holds about you.

You may also ask TFD to correct information you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

Requests may be sent to:

The Fight Dietitian Pty Ltd Email: info@thefightdietitian.com

TFD may require reasonable verification of your identity before providing access to personal or health information.

TFD will respond to requests in accordance with applicable Australian privacy law.

16. Privacy Complaints

If you have a concern about how TFD has collected, used, stored, disclosed or otherwise handled your personal information, please contact:

info@thefightdietitian.com

TFD will review privacy complaints and seek to respond within a reasonable period.

If you are not satisfied with TFD's response, you may have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC).

17. Data Breaches

TFD maintains procedures for responding to suspected or actual loss, unauthorised access or disclosure of personal information.

Where a data breach is likely to result in serious harm and notification is required under the Privacy Act 1988 (Cth), TFD will take appropriate steps, including notifying affected individuals and the Office of the Australian Information Commissioner where required.

TFD may also take remedial steps designed to contain or reduce the potential consequences of a security incident.

18. Website Information and Cookies

When you use the TFD website, certain technical information may be collected automatically.

This may include:

• IP address;
• browser type;
• device information;
• pages visited;
• website interactions; and
• similar technical information.

TFD and its website service providers may use cookies and similar technologies for:

• website functionality;
• security;
• analytics;
• improving website performance; and
• understanding how users interact with TFD services.

Third-party website or technology providers may also handle information in accordance with their own privacy policies.

19. Marketing Communications

Where permitted by law, TFD may use client or prospective-client contact information to provide information about:

• TFD services;
• educational content;
• programs;
• events;
• products; or
• other information relevant to TFD's services.

You may unsubscribe from electronic marketing communications at any time using the unsubscribe function provided or by contacting TFD.

20. Children

TFD's individual consulting services are primarily intended for adults.

Where TFD provides services to a person under 18 years of age, appropriate involvement or consent from a parent, guardian or other authorised person may be required depending on the nature of the services and applicable law.

21. Changes to This Privacy Policy

TFD may update this Privacy Policy from time to time to reflect changes to:

• our services;
• technology;
• information-handling practices;
• security systems; or
• legal and regulatory obligations.

The current version will be published on the TFD website together with the date it was most recently updated.

22. Contact Us

For questions, access requests, correction requests, privacy complaints or other enquiries concerning the handling of your information, please contact:

The Fight Dietitian Pty Ltd ABN 35 628 327 480 Email: info@thefightdietitian.com