Privacy Policy 

This policy explains how Awareness Work collects, uses, stores and shares personal information, including health information, and how you can access or correct it.

1. Who we are and how to contact us

1.1        This Privacy Policy applies to Awareness Work Pty Ltd (ACN 668 150 034) as trustee for the Awareness Work Trust (ABN 48 706 495 157), of 204/50 Jenner Street, Little Bay NSW 2036 (“Awareness Work”, “we”, “us” and “our”).

1.2        For any privacy question or request, please email [email protected].

1.3        We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. We handle health information in line with the Health Records and Information Privacy Act 2002 (NSW) and its Health Privacy Principles, to the extent they apply.

2. Who this policy covers

2.1        This policy covers visitors to our website, people who subscribe to our emails or contact us, participants in our group programs, and clients of our one-on-one therapy.

2.2       Our programs and therapy are for adults aged 18 and over. We do not knowingly collect personal information from anyone under 18.

3. What information we collect

3.1        The information we collect depends on how you deal with us. It may include:

(a)     website visitors: your IP address, device and browser details, the pages you visit, and information from cookies;

(b)     enquiries and subscribers: your name, email address, phone number and the content of your message;

(c)     program participants and therapy clients: your name, contact details, country of residence, confirmation that you are 18 or over, emergency contact details, questionnaire answers, and the health and wellbeing information you choose to share with us;

(d)     records of your participation: session and group notes, attendance, and recordings of group sessions as described in section 7; and

(e)     payment records: invoices and payment confirmations. Payments are processed by third-party providers and we do not store full card details.

3.2       Health information is sensitive information. We collect it only with your consent and only where it is reasonably necessary for the services we provide.

4. How we collect information

4.1       We collect most information directly from you, through website forms, Kajabi, email, phone and Zoom, and in the course of a program or therapy.

4.2       We collect some information automatically when you visit the website, through cookies and similar technologies.

4.3       If you give us details for an emergency contact, we collect that information from you. Please make sure that person is happy for you to share their details.

5. Why we collect and how we use information

5.1        We use personal information to:

(a)     deliver programs and one-on-one therapy and support your participation;

(b)     communicate with you about enrolments, sessions, payments and program materials;

(c)     keep the records we are required to keep, and keep people safe where there is a serious risk of harm;

(d)     process payments and manage our accounts;

(e)     run and improve the website and our services;

(f)      send you emails you have asked for or agreed to receive, including marketing emails; and

(g)     meet our legal and professional obligations.

5.2       We do not sell personal information.

6. Health information and clinical records

6.1       Session notes from group programs and one-on-one therapy are taken and kept securely in Cliniko, a professional therapy records platform. Some handwritten one-on-one notes are kept de-identified in a locked filing cabinet.

6.2       We keep clinical records for at least seven years, in line with record-keeping requirements, and then securely destroy or de-identify them.

6.3       Only people who need access to your records to provide your service can see them.

7. Zoom group sessions and recordings

7.1       Zoom group sessions are recorded so that participants who miss a session can catch up. Recordings are available to participants for 10 days and are then deleted.

7.2       Breakout rooms are never recorded.

7.3       Participants in group programs are asked to keep what other participants share confidential, and not to record, share or distribute any session.

8. Confidentiality and its limits

8.1       We keep what you tell us confidential. There are limited situations where we may need to share information without your consent: where there is a serious risk of harm to you or another person, where there are child safety concerns, and where the law requires or authorises it.

8.2       Where it is possible and safe to do so, we will talk with you and seek your agreement before we make a disclosure, and we will otherwise tell you about it where it is safe and practicable.

9. Who we share information with

9.1       We use trusted service providers to run our programs and business. Depending on how you deal with us, they may include:

(a)     Kajabi, for our website and program delivery;

(b)     Zoom, for sessions;

(c)     Telegram and WhatsApp, for participant communications;

(d)     Google Workspace, for email;

(e)     Cliniko, for clinical records;

(f)      payment providers and our bookkeeping and accounting advisers; and

(g)     our website and technical developers.

9.2       The therapists and facilitators who work in our programs may see the information they need to do their role.

9.3       We may also share information with professional or legal advisers, insurers, or a regulator or authority where this is required or permitted by law.

9.4      These providers handle information under their own terms and privacy policies, and we choose providers that apply appropriate security.

10. Information stored or accessed overseas

10.1      Some of our providers store or process information outside Australia, including in the United States. Many of our participants also live overseas, so information may be accessed from other countries.

10.2     We take reasonable steps to make sure our providers handle personal information in line with the Australian Privacy Principles.

11. Cookies and analytics

11.1       Our website uses cookies and similar technologies to make the site work and to understand how it is used. These may include analytics and advertising tools.

11.2      You can accept or decline non-essential cookies using the cookie notice on our website, and you can change your browser settings at any time. Declining some cookies may affect how parts of the website work.

12. Marketing emails

12.1      We send marketing emails only to people who have subscribed, downloaded a resource, registered for an event or otherwise agreed to receive them. Every email identifies Awareness Work as the sender and includes an unsubscribe link.

12.2      You can unsubscribe at any time using that link or by emailing [email protected]. We will stop marketing emails promptly, and within five business days.

13. Security

13.1      We take reasonable steps to protect personal information from misuse, loss and unauthorised access, including secure platforms, access controls and locked storage for paper records.

13.2      No method of electronic transmission or storage is completely secure. Please avoid sending sensitive information through website contact forms or general email unless we have invited you to.

13.3      If a data breach is likely to result in serious harm, we will notify the people affected and the Office of the Australian Information Commissioner as the law requires.

14. How long we keep information

14.1      We keep personal information only as long as we need it for the purposes described in this policy or as the law requires. Clinical records are kept as described in section 6. When information is no longer needed, we securely destroy or de-identify it.

15. Accessing and correcting your information

15.1      You can ask to see the personal information we hold about you, or to correct it, by emailing [email protected]. We may ask you to confirm your identity first.

15.2      We will respond within a reasonable time, usually within 30 days. In limited circumstances the law allows us to refuse access, and if we do, we will explain why in writing.

16. Privacy concerns and complaints

16.1      If you have a concern about how we have handled your information, please email [email protected]. We will look into it and reply as soon as we can.

16.2     If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (www.oaic.gov.au, 1300 363 992). For health information you can also contact the NSW Information and Privacy Commission (www.ipc.nsw.gov.au, 1800 472 679) or the NSW Health Care Complaints Commission (www.hccc.nsw.gov.au, 1800 043 159).

17. Changes to this policy

17.1      We may update this policy from time to time. The current version is the one published on our website at www.awarenesswork.com/privacy-policy.