Last Updated: August 14, 2025

Vital Insights Privacy Policy

At Vital Insights, we prioritize the protection of your privacy. This comprehensive Privacy Policy details our practices regarding the collection, utilization, and protection of your personal information when engaging with our consulting services or browsing our website.

1. Who we are

Vital Insights (“we/us/our”) provides business consulting and life/clarity coaching. This policy explains how we handle your personal information under the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Even if an exemption could apply to small businesses, we choose to follow the APPs. If we collect health information (e.g., notes about wellbeing/mental health), the Privacy Act applies regardless.

2. What we collect

We only collect what we need to deliver services:

• Contact & identity: name, email, phone, business name/role, social handles.
• Booking & billing: session bookings, invoices, payment status (payments are processed by Stripe/PayPal; we don’t store card data).
• Consultation info: details you voluntarily share to receive advice (goals, constraints, processes, context). We aim to keep session notes minimal.
• Health information (if discussed): high-level wellbeing context related to coaching (never clinical diagnoses or treatment notes).
• Site/tech data: IP address, device/browser, pages viewed, and cookies/analytics events to improve the site.

You can choose not to provide information; if so, some services may not be possible.

3. How we collect

• Directly from you (forms, email, calls, sessions).
• Automatically via our site (cookies, analytics).
• From integrated tools you use with us (e.g., Calendly, Tally.so).

We don’t buy lists.

4. Why we use your information

• Deliver services: schedule sessions, tailor advice, provide follow-ups and summaries.
• Operate the business: billing, accounting, quality assurance, risk and compliance.
• Improve: anonymised or aggregated insights to refine frameworks and content.
• Optional updates: tips, resources and offers (you can unsubscribe anytime).

We do not sell your personal information.

5. Sensitive & health information (coaching boundary)

Coaching is not clinical care. If coaching touches on wellbeing/mental health, we treat related notes as health information: we minimise collection, store securely, restrict access, and only use it to provide coaching. If clinical issues arise, we’ll recommend you see a registered health professional and may decline/ pause coaching.

6. Disclosures to third parties

We share data only when necessary to deliver services or as required by law:

• Processors: Calendly (scheduling), Stripe/PayPal (payments), Tally.so (forms), secure cloud storage and email providers.
• Legal & safety: if required by law, court order, or to prevent imminent harm.
• With your consent: testimonials, case studies, recordings.

Some providers may store data overseas (e.g., US/EU). Where we disclose outside Australia, we take reasonable steps to ensure comparable protection.

7. Cookies & analytics

We use essential and analytics cookies to keep the site working and improve it. No ad-tech or retargeting pixels. You can control cookies in your browser; some features may not work without them.

8. Marketing communications (Spam Act)

We only send marketing with consent, we identify ourselves, and we include an unsubscribe link or instructions. Unsubscribing stops marketing but not essential service emails.

9. Recording, testimonials & social media

• Recordings: Sessions are not recorded unless both parties agree in writing to purpose, storage and retention. You may withdraw consent.
• Testimonials: Published only with your explicit permission (you may request initials/role or withdraw later).
• Public interactions: If you engage with our public channels, your handle and content are subject to those platforms’ privacy terms.

10. Security & retention

We use industry-standard safeguards: encryption in transit, access controls, secure devices, and least-necessary access. We keep personal information only as long as needed for service, business, and legal purposes, then securely delete or de-identify it. You can ask us to delete your data where lawful and practical.

11. Access & correction (APP 12 & 13)

You may request access to the personal information we hold about you and ask us to correct inaccuracies. We’ll respond within a reasonable time (usually 30 days). Proof of identity may be required.

12. Data breaches (NDB scheme)

If a data breach is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) in line with the Notifiable Data Breaches scheme.

13. Children

Our services are designed for adults. Coaching for individuals under 18 requires verified parent/guardian consent and may be declined at our discretion.

14. Your choices

• Opt out of marketing at any time.
• Limit what you share in sessions—tell us if a topic feels sensitive.
• You can work anonymously or under a pseudonym for enquiries where feasible.

15. Changes to this policy

We may update this policy to reflect operational or legal changes. We’ll revise the “Last Updated” date and, for material changes, notify you on the site or by email. Continued use means you accept the updated policy.

16. Contact & complaints

Questions, access/correction requests, or complaints: support@vitalinsights.com.au.

If you’re not satisfied with our response, you can contact the OAIC (oaic.gov.au).