We run the practice on a small number of third-party platforms. This page says what we mean by personal and sensitive information, where each kind is kept, and which kinds of platform may hold it. Not every platform holds information about every person, which is why this page says "may".
Our Privacy Policy points here, so when a kind of platform or a country changes we update this page rather than rewrite the policy. The table below defines the privacy terms; every other word we use is in Definitions and glossary.
| Term | What it means | Examples in our work |
|---|---|---|
| Personal information | Information or an opinion about a person who is identified, or who can reasonably be identified. This is the meaning in the Privacy Act 1988 (Cth), section 6 | Your name, email, phone number, organisation and role. Booking and invoice details |
| Sensitive information | Personal information the Privacy Act gives extra protection. It covers racial or ethnic origin, political opinions, religious or philosophical beliefs, membership of a professional body or union, sexual orientation or practices, criminal record, health information, and genetic or biometric information | Your Aboriginal or Torres Strait Islander identity. Something you tell us about your health |
| Health information | Information or an opinion about a person's health, including an illness, disability or injury | Something about your health or wellbeing that comes up in our work together |
| Cultural information | Our own term. Your community, your Country, and any cultural knowledge you share with us. We treat it as sensitive information whether or not the law does | A story, a protocol or a family connection you share in a session |
| Session content | Our own term. What is said in a coaching, mentoring or cultural supervision session, and our notes about it. We treat it as sensitive information | What you talk through in a session. Our brief working notes |
| Platform | An online service run by another company that we use to run the practice | Email, a booking page, accounting software |
| Kind of information | Where it is kept | Country |
|---|---|---|
| Sensitive information, health information, cultural information, intake information and session content | Our Microsoft 365 workspace. Not in our practice management workspace | Australia |
| Contact and scheduling details | Our Microsoft 365 workspace (email, calendar, bookings) and our practice management workspace | Australia and the United States |
| Invoice and payment details | Our accounting platform and, if you pay online, its payment provider. We do not see your full card details | Australia, New Zealand and the United States |
| Enquiries and expressions of interest | Our email, our website host if you use its contact form, and a registration list in our practice management workspace | Australia and the United States |
| A recording or transcript of a session, only where we have both agreed it in writing beforehand | Our Microsoft 365 workspace | Australia |
| A message you send us on a social platform | That platform | See that platform's privacy policy |
| Kind of platform | What we use it for | What it may hold about you | Where the provider holds it |
|---|---|---|---|
| Email, calendar, online meetings, bookings, documents and records (Microsoft 365) | Running engagements and keeping records | What you send us and what we record about our work with you. This is the home for anything sensitive | Australia |
| Practice management workspace | Contacts, scheduling, projects, our own business planning notes and these public pages | Your name, organisation, role and contact details, and the dates and length of sessions. Not sensitive information, intake information or session content. When you visit these public pages, the provider and the advertising companies whose tools it loads collect data about your visit for their own purposes. See our Privacy Policy, clause 12 | The United States |
| Accounting and invoicing | Invoices and the records tax law requires | The name, organisation and contact details on an invoice | Australia, New Zealand and the United States |
| Online payments | Taking a payment if you use the online pay option on an invoice | Your payment details. We do not see your full card details | Australia and the United States |
| Website host | Our main website, its contact form and basic site analytics. The form is protected from spam by Google reCAPTCHA | What you type into the contact form, and basic usage data. Information about your device and browser for the spam check | The United States |
| Website analytics (Google Analytics) | Counting visits to these public pages | Which pages you view, for how long, your device and browser type and your rough location. Not your name | The United States and other countries where Google runs data centres |
| Artificial intelligence (AI) assistants | Drafting, research and administration, through our own accounts. They connect to our Microsoft 365 workspace and our practice management workspace and act on the Principal's instruction. They are not used to make decisions about you, and we keep cultural material and session content out of them | Text from the documents, emails and notes we ask them to help with. That can include personal information | Australia and the United States |
| Voice recording and dictation | Our own spoken notes and dictation. The recorder is switched off in sessions, meetings and yarns with you | Our dictated notes, which can mention you | The United States. One provider also lists data centres in other regions |
| Professional networking | Our professional profile | A message, if you send us one there | See that platform's privacy policy |
We keep a current list of every platform by name, with where each provider holds data and a link to its privacy page.
Most sessions run on Microsoft Teams from our account. Teams meeting recordings and transcripts are stored in our Microsoft 365 workspace in Australia. We record only where we have both agreed it in writing beforehand, and recording starts when the business part of the session begins.