Kylie Stewart Coaching (KSC, we, us or our) respects your privacy. This policy explains how we collect, use, store and disclose personal information when you visit our website, contact us or participate in our coaching services and programs.
We handle personal information responsibly and in accordance with applicable Australian privacy laws, including the Privacy Act 1988 where it applies.
1 Information we collect
We may collect personal information that is reasonably necessary to provide and administer our services, including:
- your name, contact details, billing and payment information;
- booking details, questionnaire responses, coaching notes and communications;
- information you choose to share about your personal life, relationships, career, work, finances, goals, health or wellbeing;
- feedback, testimonials and marketing permissions; and
- audio or video recordings where recording has been agreed or disclosed.
Some information you choose to provide may be sensitive information. We collect and use it with your consent or where otherwise permitted by law. You do not have to provide personal information, but we may be unable to provide some services without information that is reasonably required.
2 How we collect and use information
We may collect information directly from you through our website, enquiries, consultations, forms, coaching sessions, workshops, email, WhatsApp, Zoom, payment systems and other communications. We may also receive information from a referring organisation or another person where you have authorised this or where permitted by law.
We use personal information to respond to enquiries; assess whether our services are suitable; deliver and personalise coaching and programs; manage bookings, payments, support and client records; provide resources and replays; improve our services; meet legal and professional obligations; and send marketing communications where you have consented or where otherwise permitted. You may unsubscribe from marketing at any time.
3 Website information and third party links
Our website and service providers may collect technical information such as your IP address, browser type, device information, pages viewed, dates, times and usage statistics. Cookies and similar technologies may be used to operate the website, understand usage and support marketing. You can manage cookies through your browser settings, although some features may not work as intended.
Our website may contain links to third-party websites. Their privacy practices are governed by their own policies, and KSC is not responsible for those practices.
4 Service providers and overseas processing
We may use trusted providers to operate our business, including HighLevel, Zoom, WhatsApp, email, Google Workspace or cloud storage, payment providers, website hosting, analytics, professional advisers and contractors. These providers may process or store information outside Australia under their own privacy and security terms. We take reasonable steps to use providers appropriately and disclose only what is reasonably necessary.
We may also disclose information with your consent, where required or authorised by law, or where reasonably necessary to respond to a serious threat to a person’s life, health or safety and disclosure is legally permitted. We do not sell client information.
5 Session recordings
Group workshop sessions and the final group Momentum Map session may be audio and/or video recorded for program delivery and replay access. Participants will be notified at or before recording begins. Replays are available only to KSC and the current participant group and may be accessed for six weeks after the relevant session. Participants must not download, copy, record or share them unless KSC gives written permission.
Routine program copies will generally be deleted within 30 days after replay access ends, unless retention is reasonably required by law, for a dispute, or under separate written marketing consent. Temporary backup copies may remain within a provider’s normal backup cycle.
Private coaching sessions are not ordinarily recorded. At the client’s request, and with both parties’ express agreement before recording begins, a private session may be recorded for the client’s personal use. Access will be limited to the client, KSC and any provider needed to create, store or deliver it. It will not be used for marketing or shared with other participants without separate express consent.
6 Marketing excerpts testimonials and feedback
Consent to participate in a recorded group session does not constitute consent to public or marketing use. KSC will not publish an identifiable recording, image, voice, quotation or contribution unless the client has voluntarily consented to identifiable marketing use and approved the specific excerpt before publication. Declining marketing consent does not affect eligibility for or participation in coaching.
KSC may use anonymous or de-identified themes only where a person is not reasonably identifiable and the use is consistent with their selected consent. Testimonials and feedback will be published only with permission and will not be materially changed. Consent may be withdrawn for future use by contacting KSC, although this may not require the recall of material already printed, distributed or incorporated into a completed publication.
7 Security retention access and correction
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No internet transmission or electronic storage method is completely secure.
We retain information only for as long as reasonably needed for our services, records, disputes and legal, tax, insurance or professional obligations, then delete or de-identify it where practicable. Recording retention is addressed above.
You may ask to access or correct personal information we hold about you. Contact us using the details below. We may need to verify your identity and may decline a request where permitted by law, in which case we will explain why where required.
8 Privacy questions and complaints
If you have a privacy question or complaint, please contact KSC. We will acknowledge and respond within a reasonable time. If you are not satisfied with our response, you may be entitled to complain to the Office of the Australian Information Commissioner or another applicable privacy regulator. Information about privacy complaint options is available at www.oaic.gov.au.
9 Changes and contact details
We may update this policy when our practices, services or legal obligations change. The current version will be published on our website with its updated date.
Kylie Stewart Coaching
Email: [email protected]
Location: Victoria, Australia
10 Related confidentiality and recording terms
Group participation and confidentiality
The group environment depends on trust and respect. You agree to keep confidential the identity, personal information, experiences, comments and contributions of other participants. You must not record, photograph, screenshot, download, copy, reproduce, publish, distribute or share group content or another participant’s information except where KSC has expressly authorised a program replay for your personal viewing.
You control what you disclose and are not required to share anything you prefer to keep private. Although KSC establishes and reinforces confidentiality expectations, KSC cannot guarantee that another participant will comply with them. If you become aware of a privacy or confidentiality concern, notify KSC promptly.
Discriminatory, abusive, threatening, disruptive or persistently disrespectful conduct may result in removal from a session or the program. KSC will act reasonably and, where practicable, discuss concerns before ending participation.
Confidentiality and its limits
KSC will keep information shared in coaching confidential and will not disclose it except:
- with your consent;
- where required or authorised by law, legal process or a court order;
- where disclosure is reasonably necessary to respond to a serious threat to a person’s life, health or safety and is legally permitted;
- to professional advisers, supervisors, contractors or service providers who need the information to support KSC’s services and are subject to appropriate confidentiality or privacy obligations; or
- in a de-identified form that does not reasonably identify you.
Confidentiality does not apply to information that is already public through no breach of this agreement, was lawfully known to KSC before disclosure, or is independently received from a lawful source without a duty of confidence.
Recording of group sessions
Group coaching sessions, workshops and the final Momentum Map session will be audio and/or video recorded for program delivery, including providing replays to the current participant group, supporting continuity and maintaining limited program records. KSC will notify participants at or before each recorded session.
By signing this agreement and participating in a group session, you consent to your voice, image, display name and contributions being captured. Recording is an integral part of the group program. If you do not wish to be visually identifiable, you may turn off your camera and use an agreed display name, but your voice and contributions will be captured if you speak.
Group replays will be made available only to the current participant group and KSC through the access method selected by KSC. Each replay will remain available for six weeks after the date of the relevant session. Participants must not download, copy, record or share a replay unless KSC expressly authorises this in writing.
KSC will remove routine program-delivery copies within 30 days after replay access ends, unless a copy must be retained to comply with law, manage a dispute, or the relevant material is retained under separate written marketing consent. Service-provider backup copies may remain temporarily in accordance with provider retention cycles.
Optional recording of private sessions
Private coaching sessions will not ordinarily be recorded. At your request, and with the express agreement of both you and KSC before recording begins, a private session may be recorded for your personal use.
Access will be restricted to you, KSC and any service provider reasonably required to create, securely store or deliver the recording. The recording will not be shared with other participants or used for marketing, promotional, training or other purposes without your separate express consent. The delivery and deletion arrangements will be confirmed when recording is requested.