Privacy Policy

This privacy policy applies to Plexity (operated by Ruby Talley). We are committed to protecting your privacy and handling personal information with care, respect, and transparency, in accordance with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020.

This policy explains how we collect, use, store, and protect your personal information, including sensitive health information.

Who this policy applies to:

This policy applies to:

  • All clients of Plexity (operated by Ruby Talley)

Where required, we may also communicate with parents, legal guardians, carers, or support people for safety and service delivery purposes.

What information we collect:

We collect personal information that is necessary to provide safe and appropriate services. This may include:

  • Your name, date of birth, email address, phone number, and other contact details

  • Parent or legal guardian contact details (for clients under 18)

  • Emergency contact (next of kin) name and contact details

  • Health history and current health conditions

  • Information relating to neurological or other medical conditions

  • Medication lists and relevant medical information

  • Health information provided by third parties (such as GPs, neurologists, physiotherapists, carers, or family members)

  • Booking, attendance, and scheduling information

  • Communication records and preferences

We only collect information that is reasonably necessary to deliver our services and ensure participant safety.

How we collect your information:

We may collect personal information through:

  • Website contact forms

  • Online intake or health questionnaires

  • Email, phone calls, and text messages

  • Paper forms that are later digitised

  • Verbal information shared during sessions

  • Information provided by parents, guardians, carers, partners, or next of kin

  • Information provided by health professionals with your knowledge and consent

Why we collect and use your information:

Your personal information is collected and used to:

  • Deliver coaching, movement, and health-related services

  • Assess suitability for participation and tailor sessions appropriately

  • Ensure sessions are safe and responsive to your needs

  • Communicate with you about bookings, scheduling, and services

  • Communicate with parents, guardians, carers, or support people where appropriate

  • Contact emergency services or your nominated emergency contact if there is a serious health or safety concern

  • Meet legal, regulatory, insurance, or professional obligations

  • Send administrative and service-related communications

  • Send updates about classes, services, or educational information related to Plexity

Marketing and service communications:

We may send you service-related updates, class announcements, newsletters, or educational information related to Plexity.

If you no longer wish to receive these communications, you can opt out at any time by replying to an email and requesting to stop receiving them. Administrative or safety-related communications may still be sent where necessary.

How we store and protect your information:

All personal information is stored digitally. This may include:

  • Google Workspace (including Google Docs, Google Drive, and Gmail)

  • Booking and scheduling software

  • Website and form submissions

  • Accounting and invoicing records

Paper-based information is digitised (for example, photographed or scanned) and stored securely, with physical copies not retained unless required and consented. 

We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, or disclosure. Access is limited to the service provider only.

Sharing your information:

We do not sell, rent, or trade your personal information.

Your information may be shared only when necessary, including:

  • With third-party service providers used for booking, scheduling, or administration

  • With parents, guardians, carers, or support people where appropriate for care or safety

  • With emergency services or first responders if there is a serious threat to health or safety

  • With volunteers who support Plexity services  

  • If required by law, court order, or regulatory authority

Only information that is relevant to the situation will be shared.

How long we keep your information:

We retain personal and health information only for as long as it is reasonably necessary to provide services, ensure safety, and meet legal, insurance, and professional obligations. When information is no longer required, it is securely deleted.

Your rights:

You have the right to:

  • Request access to the personal information we hold about you

  • Request correction of information if it is inaccurate or incomplete

  • Withdraw consent for marketing communications at any time

Requests can be made by contacting us using the details below.

Changes to this policy:

This privacy policy may be updated from time to time. Any changes will be posted on our website with an updated revision date.

Contact us:

If you have any questions about this privacy policy or how your information is handled, please contact:

Ruby Talley: ruby@plexity.co.nz