Helping you flourish
ADHD COACHING
Privacy Policy
Heard ADHD Coaching (ABN: 97985980316)
Location: 222 Salvado Road, Floreat, 6014, WA, Australia
Effective Date: 7 June 2025
At Heard ADHD Coaching, we are committed to protecting your privacy and personal information. This Privacy Policy outlines how we collect, use, disclose, store, and manage your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By engaging our coaching services, visiting our website, or otherwise interacting with us, you agree to the terms of this Privacy Policy.
1. What is Personal Information?
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not.
2. What Personal Information Do We Collect?
We collect personal information that is reasonably necessary for us to provide our ADHD coaching services and operate our business. This may include, but is not limited to:
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Contact Information: Your full name, address, email address, phone number.
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Identification Details: Date of birth, gender.
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Health and Sensitive Information: As an ADHD coaching business, we may collect sensitive information, including:
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Relevant medical history, medication details, and other health information that may impact your coaching.
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Notes from coaching sessions, progress, and goals.
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Information about other service providers involved in your care (e.g., medical professionals, therapists), collected with your explicit consent.
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For minors (under 18 years of age), we collect information from parents/guardians, and their consent is required for coaching services.
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Information related to your ADHD diagnosis, symptoms, and challenges.
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Billing Information: Payment details, invoicing history.
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Enquiry and Communication Records: Details of enquiries made, communications (email, phone, text messages, online forms), and any additional information you provide voluntarily.
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Website Usage Data: IP address, browser type, pages visited, time spent on pages, referral source, and other analytical data collected via cookies and similar technologies. (See Section 7 for more on Cookies).
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Feedback: Information provided in feedback forms or testimonials.
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3. How We Collect Personal Information
We primarily collect personal information directly from you when you:
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Enquire about or engage our coaching services.
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Complete our intake forms, consent forms, or other documentation.
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Communicate with us via phone, email, video calls (e.g., Googlemeet), or text message.
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Interact with our website, social media, or online booking systems.
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Provide feedback or testimonials.
In some instances, and only with your explicit consent or where legally required/authorised, we may collect information from third parties, such as:
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Referring medical professionals or therapists.
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Parents or guardians (for minor clients).
4. Why We Collect and Use Your Personal Information
We collect, hold, and use your personal information for the following purposes:
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To provide and deliver our ADHD coaching services effectively and to personalise the coaching experience to your individual needs.
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To communicate with you regarding your appointments, progress, resources, and any relevant updates.
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To manage our client records, bookings, scheduling, and administrative tasks.
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To process payments, manage invoicing, and maintain accurate financial records.
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To improve our services, website, and client experience through aggregated, de-identified data analysis.
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To respond to your enquiries and requests.
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To comply with our legal, ethical, and professional obligations, including record-keeping requirements.
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For internal business operations, such as staff training and quality assurance.
We will not sell, rent, or trade your personal information to third parties for marketing purposes.
5. Disclosure of Personal Information
Your personal information may be disclosed in a limited number of circumstances, including:
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With Your Consent: Where you have provided explicit consent for us to share your information with third parties (e.g., another health professional, family member).
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To Service Providers: We may share your information with trusted third-party service providers who assist us in operating our business and delivering our services (e.g., secure practice management software, online payment processors, video conferencing platforms, website hosting providers). These providers are only permitted to use your information for the specific purposes for which they are engaged and are bound by confidentiality agreements.
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As Required or Authorised by Law: We may be required to disclose your personal information if compelled by a court order, subpoena, or if otherwise required by law (e.g., reporting obligations related to suspected child abuse or neglect, or where there is a serious threat to life, health, or safety).
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Serious Threat to Life, Health, or Safety: In situations where we have a reasonable belief that there is a serious risk to your life, health, or safety, or the life, health, or safety of another person, we may disclose necessary information to relevant authorities or individuals. Where possible, we will inform you of our intention to do so.
6. Security of Personal Information
We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures include:
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Storing electronic records on secure, password-protected systems and encrypted platforms (e.g., practice management software, cloud storage with Australian servers where possible).
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Maintaining physical security of paper-based records (if any) in locked cabinets or secure premises.
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Implementing internal policies and procedures for data handling and staff training on privacy and confidentiality.
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Using secure communication channels for sensitive information.
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Ensuring our third-party service providers also maintain appropriate security measures.
While we strive to protect your personal information, please be aware that no data transmission over the internet or electronic storage method can be guaranteed to be 100% secure. We cannot guarantee the absolute security of information transmitted to us online, and such transmission is at your own risk.
7. Cookies and Tracking Technologies
Our website may use "cookies" and similar tracking technologies to enhance your Browse experience, analyse website traffic, and understand user behaviour. Cookies are small files placed on your device to track website activity.
You can typically control cookie preferences through your browser settings. However, disabling cookies may affect the functionality of our website.
8. Accessing and Correcting Your Personal Information
Under the Privacy Act, you have the right to:
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Request access to the personal information we hold about you.
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Request correction of your personal information if it is inaccurate, out-of-date, incomplete, irrelevant, or misleading.
To request access or correction of your information, please contact us using the details below. We will respond to your request within a reasonable timeframe (usually within 30 days). We may require identification before releasing information to protect your privacy.
In some circumstances, we may refuse your request for access or correction, in which case we will provide you with a written notice explaining the reasons for our refusal and how you can complain about the decision.
9. Data Retention
We retain your personal information for as long as necessary to provide our services to you and as required by law. For health records, specific retention periods apply under Australian law (e.g., generally 7 years from the last occasion of service for adults, or until a child turns 25 years of age). Once no longer required, we will take reasonable steps to destroy or de-identify your personal information securely.
10. Third-Party Websites and Links
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any linked websites you visit.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be posted on our website, and the "Effective Date" will be updated accordingly. We encourage you to review this policy periodically.
12. Complaints
If you believe that we have breached any of the Australian Privacy Principles or have a concern about how we have handled your personal information, please contact us in writing using the details below. We will investigate your complaint and endeavour to provide a response within a reasonable timeframe.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
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Phone: 1300 363 992
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Post: Office of the Australian Information Commissioner, GPO Box 5218, Sydney NSW 2001
13. Contact Us
If you have any questions or concerns about this Privacy Policy or our handling of your personal information, please contact us at:
Heard ADHD Coaching
Suzanne Heard
+61 473 106659