Privacy Policy
Effective Date: 3rd September 2026
1. Introduction
At LifeCoaching by Design ("we", "us", "our"), we are committed to protecting the privacy of our clients, partners, and website visitors.
This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
We provide professional Life & Wellness Coaching and related services, including, but not limited to one to one coaching, coaching programs, workshops and educational resources. Our coaching services are designed to support personal reflection, goal-setting and accountability, decision-making, and mindset and behavioural change.
Protecting your information and maintaining your trust is important to us.
Important: Some of the tools and systems we use store data overseas (including in the United States). Please read Section 6 carefully.
2. Our Commitment to Privacy
We handle personal information responsibly and transparently. We may collect a range of personal information, including your name, contact details , and potentially sensitive information relevant to the services we offer.
We maintain internal practices to support compliance with privacy law and ensure that any tools we use meet reasonable security expectations.
3. What Information We Collect
Depending on how you interact with us, we may collect the following:
- Personal Information
- Your name
- Contact details (email, phone, address)
- Business name and role, or Occupation
- Social media handles
- Demographic information you choose to provide
Coaching Information
As part of the coaching process, you may choose to share information including, but not limited to:
- your goals
- personal circumstances
- values
- areas you wish to explore during coaching.
Where relevant to the coaching services, you may also choose to share sensitive information relating to your health, wellbeing or lifestyle. We only collect this information with your consent.
Payment and billing Information
Where you purchase our services, we may collect payment and billing information such as invoices, transaction records and payment confirmations.
We do not store your full credit card details. Payments made by credit card are processed securely through our third-party payment provider.
Technical and usage data
When you visit our website, certain information may be collected automatically, including:
- IP address, device type, browser
- Website behaviour (via cookies/ analytics)
- Email engagement
4. How We Collect Information
We collect information when you:
- Complete forms on our website
- Book Discovery Calls or Coaching Sessions
- Purchase a coaching service or program
- Download a free resource
- Subscribe to our mailing list
- Communicate with us by email, phone or social media
- Complete coaching questionnaires or workbooks
- Participate in coaching sessions
- Use systems or resources we provide
Some information may also be collected automatically through cookies, analytics tools.
We may also collect information from third-party tools with your authorisation (e.g., Stripe, Google, GHL).
5. Why We Collect Information
We collect and use personal information to:
- Respond to enquiries
- Communicate with you about your coaching
- Provide coaching services
- Manage bookings
- Process payments, contracts and invoices
- Maintain coaching records and session continuity
- Deliver programs and digital resources
- Improve our services and website
- Send newsletters and marketing emails (with consent)
- Comply with legal, accounting and regulatory obligations
We will only use personal information for the purpose for which it was provided, or for related purposes you would reasonably expect.
6. Coaching Notes and Confidential Information
During coaching, we may create confidential coaching notes or session summaries to support continuity between coaching sessions.
These records are maintained solely for the purpose of providing professional coaching services, supporting your ongoing progress and meeting our legal and business record-keeping obligations.
We treat coaching information as confidential and will not disclose it except where:
- You give consent for disclosure
- Disclosure is required or authorised by law; or
- There is a serious and immediate risk of harm to you or another person
7. Information Storage, Security and Overseas Disclosure
7.1 Where your information is stored
We use a number of third-party service providers to deliver our services. Your information is stored and processed within these systems.
As our business evolves, the providers we use may change. We will update this policy when they do.
7.2 Coaching sessions and recording
Coaching sessions are conducted by video. We do not routinely record coaching sessions. We will only record a session where you have given your express consent in advance, and you may withdraw that consent at any time. Recordings are not shared with anyone else and are not processed by any artificial intelligence tool.
7.3 Risks of storing information overseas
When personal information is stored or processed overseas:
- it may be subject to the laws of that country, including laws allowing access by foreign government agencies
- the overseas provider is not directly bound by the Australian Privacy Principles
- it may be more difficult for you to enforce your Australian privacy rights against that provider
- we have limited practical control over how the provider manages your information day to day
- because we rely on your consent under Australian Privacy Principle 8.2(b), we will generally not be accountable under the Privacy Act 1988 (Cth) for how an overseas recipient handles your information
We reduce these risks by choosing established providers with recognised security practices, by limiting the information we place in each system to what is necessary, and by reviewing our providers periodically.
7.4 How we protect your information
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include:
- secure systems and encryption where available
- password protection and multi-factor authentication on all business accounts
- permission based file sharing
- restricting access to information to those who need it to deliver our services
- periodic review of the systems we use and the access we have granted
No online service can guarantee absolute security. If you believe your information has been compromised, please contact us immediately using the details in Section 19.
7.5 Your consent to overseas disclosure
We rely on your consent to store and process your personal information overseas, including any health, wellbeing or other sensitive information you choose to share with us during coaching.
We will ask for this consent separately and expressly before you begin working with us, in your coaching agreement.
Because the systems we use to deliver coaching are hosted overseas, we will not be able to provide our coaching services if you do not consent to overseas storage.
You may withdraw your consent at any time by contacting us. If you withdraw consent, we will stop using your information to deliver further services and will handle the information we already hold in accordance with Section 15 (Data Retention). Withdrawing consent does not affect anything lawfully done before the withdrawal.
8. Disclosure of Information
We may disclose your information to:
- Third-party service providers and platforms we use
- Professional advisers such as accountants or legal advisers
- Contractors assisting in the delivery of our services
- Authorities where required by law
We do not sell or rent your information to marketers
9. Marketing Communications
With your consent, we may send emails about coaching services, programs, events, resources or other relevant content.
You may unsubscribe from marketing communications at any time using the unsubscribe link included in our emails or by contacting us using the details provided below.
10. Social Media
Our website may include links to social media platforms such as LinkedIn and Facebook.
If you interact with us through these platforms, your interactions are also governed by the privacy policies of those platforms.
11. Artificial Intelligence
11.1 Our Commitment
We do not use your personal information, your coaching records or anything you share during a coaching session to train artificial intelligence systems or large language models.
We use providers whose terms require them to process your information in order to deliver their services to us, and we do not turn on AI features inside those platforms. However, we cannot control the internal practices of every provider.
11.2 Where we use AI-assisted tools
We use AI-assisted tools in limited administrative parts of our business. Where we do, they are used only to:
- draft and edit general marketing, blog, workbook and website content that does not contain any client information
- summarise and organise our own internal business documents and notes
11.3 If this changes
If we introduce an AI-assisted tool that would process your personal information or your coaching content, we will update this policy and seek your separate consent before doing so.
12. Access to and Correction of Your Information
You may request access to the personal information we hold about you or request that it be corrected if you believe it is inaccurate, incomplete or out of date.
Requests may be made by contacting us using the details provided below.
We aim to respond to requests within a reasonable timeframe.
13. Cookies and Website Analytics
13.1 What we use cookies for
Our website uses cookies and similar technologies for:
- Essential functionality: cookies necessary for the website, booking forms and payment pages to work. These cannot be switched off.
- Analytics and performance: to understand how visitors find and use our website so we can improve it.
13.2 The tools we use
Vayia and GoHighLevel: website hosting, form submission tracking and email engagement tracking.
13.3 Email and SMS engagement
Our marketing emails may include tracking that tells us whether an email has been opened and which links have been clicked. We use this only to understand which content is useful to our audience. You can prevent this by disabling image loading in your email program, or by unsubscribing.
13.4 Managing cookies
You can control or delete cookies through your browser settings. If you block essential cookies, parts of our website, including online bookings and payments, may not work as intended.
Where a cookie consent banner is displayed on our website, you may accept or decline non-essential cookies, and you can change your choice at any time using the link in our website footer.
13.5 What we do not do
We do not use cookies to collect sensitive information, and we do not use cookies or website analytics to collect anything you share with us during coaching.
13.6 Visitors outside Australia
If you access our website from outside Australia, including from the European Union or the United Kingdom, your information will be handled in Australia and in the other countries listed in Section 7.1, in accordance with this policy.
14. Data Retention
We retain personal information only for as long as reasonably necessary to provide our services and comply with legal, accounting and business obligations.
As a general guide:
- Coaching records may be retained for up to seven years after coaching concludes
- Financial records are retained in accordance with Australian taxation and business record-keeping requirements
15. Data Breaches
If we become aware of a data breach involving personal information, we will promptly investigate the incident and take appropriate steps to contain and assess the breach.
Where required under Australian law, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC).
If you suspect unauthorised access to your information, please contact us immediately.
16. Complaints
If you have any questions or concerns about how your personal information has been handled, please contact us using the details provided below.
We will investigate your complaint and aim to respond within 30 days.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).
17. Children’s Privacy
Our services are intended for adults.
We do not knowingly collect data from individuals under 18.
18. Updates to this Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology or legal obligations.
The most current version will always be available on our website.
19. Contact Us
If you have questions about this Privacy Policy, please contact:
Email: [email protected]
Website: www.lifecoachingbydesign.com.au