Workplace Surveillance Notice

Version 1.0 · 31 October 2026. This page is for the people who work at a business that uses Kula, and for the business that employs or engages them.

Why this notice exists

Kula’s apps keep records of what a person does in them for the business they work for. In New South Wales, the Workplace Surveillance Act 2005 (NSW) treats records of how an employee uses a computer or software as computer surveillance, and section 10 requires the employer to give written notice at least 14 days before it starts (or before the person starts work, if sooner). The notice must say what kind of surveillance it is, how it is carried out, when it starts, whether it is continuous or intermittent, and whether it is for a set period or ongoing.

The business is the employer and gives this notice; Kula provides the words and keeps the record of acknowledgement. Other states and territories have their own rules (for example the Surveillance Devices Act 1999 (Vic) and the Workplace Privacy Act 2011 (ACT)), and a business outside New South Wales should check what its law requires. Kula Holdings Pty Ltd (ABN 53 676 723 452) provides the software and does not give legal advice.

The Kula Tribe app shows this notice during onboarding and records the time a person acknowledges it. A business may also give it in writing in its own name, using the text below.

The notice

Notice of computer surveillance

[Business name] uses software provided by Kula Holdings Pty Ltd to run its day-to-day operations. When you use that software for your work, it records your activity in it, as set out in this notice.

Kind of surveillance. Computer surveillance: records of your use of the Kula Fitness web app, the Kula Tribe app and the Kula Ops app, and of the information you enter into them.

How it is carried out. The apps record the actions listed under “What is recorded” below as you take them, together with your name and the time. The records are stored in the business’s own Kula database and are visible to the people the business authorises.

When it starts. From [date, at least 14 days after this notice], or from the first time you sign in to a Kula app for this business, whichever is later.

Continuous or intermittent. Continuous while you are using a Kula app. Nothing is recorded while an app is closed.

Period. Ongoing for as long as you work for the business and use a Kula app.

Given by: [name and role], on behalf of [Business name], on [date].

What is recorded

In Kula Fitness and the Kula Tribe app (fitness studios):

• Your rostered classes and sessions, and changes to the timetable.
• Covers you request, claim or accept, with the times and the people involved.
• Personal-training sessions you sign a member into, and the confirmation sent.
• Notes you write about the people in your classes, and messages you send within the platform, which are visible to authorised managers.
• Compliance documents you upload (qualifications, Working with Children Checks, first-aid certificates) and the details read from them to track currency.
• Training modules you complete.
• Pay-run calculations based on the classes and sessions you worked, where the business uses them.
• Class and teaching analytics the business produces, which may compare classes and teachers. These are for the business’s decision support; the business decides who sees them and how they are used.
• The time you acknowledged this notice.

In the Kula Ops app (all businesses):

• Decisions you make on situations Kula raises, with the reasons you give.
• Tasks you capture, complete or hand over, notices you acknowledge, and checks you confirm.
• Messages you send in the team inbox, with any photos or voice notes you attach.
• Questions you ask Kula and the answers it gives.
• Corrections you make or approve to time entries, where the business uses the time entries App.
• The words of a meeting you choose to record, written out on your device.
• Where the business has switched it on, a review of team communications for workplace concerns such as bullying or harassment, or confidential information leaving the business, reported to the people the business nominates.

What is not recorded

• Your location. The Kula apps do not ask for or use your device’s location.
• Your camera or microphone, except at the moment you choose to take a photo, dictate, record a voice note or record a meeting. A meeting is recorded only when you start it, the app shows that it is recording, and the sound stays on your device.
• Anything else on your device. The apps see nothing outside themselves: not your other apps, messages, photos beyond the one you attach, browsing or keystrokes.
• Private conversations outside the platform. Communication that does not go through a Kula app is not monitored or accessible.
• Voice audio. Speech you dictate is turned into text and the audio is not kept.

Who can see it

The records belong to the business, not to Kula. The people who run the business see them according to the access it configures. Kula, the company, keeps the service running and holds operational logs of requests and their timing; nobody at Kula reads a business’s records to answer a question. The full handling is in the Kula Fitness Privacy Policy and the Kula Ops + Intelligence Privacy Policy.

Questions

About this notice or how your business uses these records: ask your manager or the business’s owner. About how Kula handles personal information: privacy@kula.digital.

Version 1.0 · 31 October 2026.