Privacy Policy

Equilibria Collective Pty Limited (ACN 695 621 160) (referred to as "we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Privacy Act 1988 (Cth) (the "Privacy Act") and the Australian Privacy Principles (APPs).

This Privacy Policy applies to all services provided under Equilibria Collective Pty Limited, including under any associated business names.

By engaging our services, you agree to comply with and be bound by this Privacy Policy, our Terms and Conditions, and any other terms that govern your relationship with us. If you do not accept these terms, you must refrain from using our services. Your acceptance is confirmed by booking a consultation, purchasing a service, or by entering into a services agreement with us.

Collection and Handling of Health Information

In providing our integrative coaching and consultancy services, we may collect health-related information including physical health history, psychological history, dietary patterns, and any other relevant information you choose to share with us. For corporate clients, we may also collect workforce and organisational health information as required to deliver consultancy services, governed by the terms of the relevant services agreement. All health information is collected with your consent and used solely for the purpose of delivering our services.

Some information we collect, including psychological history, mental health information, and personal disclosures made during inner work coaching or breathwork sessions, constitutes 'sensitive information' under the Privacy Act . We will only collect sensitive information with your express consent and where it is reasonably necessary to deliver our services. We will not use or disclose sensitive information for any purpose other than the primary purpose of service delivery, except where you have provided express consent, where required by law, or where necessary to prevent a serious and imminent threat to health or safety (see Safety and Duty of Care Disclosures).

We are committed to ensuring that your health information is handled in accordance with the Privacy Act and the APPs. We implement robust security measures to protect your health information from misuse, interference, loss, unauthorised access, modification, and disclosure. These measures include secure storage systems and restricted access protocols.

Information We Collect

We collect personal information from you when you interact with us in the course of providing integrative coaching and consultancy services. The types of personal information we may collect include:

  • Personal Details: Name, age, gender, and contact information (email address, and phone number).

  • Health and Wellbeing Information: Physical and psychological health history, dietary preferences, lifestyle habits, and other health or wellbeing data relevant to providing our services.

  • Payment Information: Billing address and payment details, if applicable.

  • Organisational and Workforce Information: Where services are provided to corporate clients, we may collect organisational data including workforce demographics, incident records, policy documents, and other information provided to facilitate consultancy services.

  • Other Information: Any other information you choose to share with us during consultations, assessments, or through our communication channels.

Corporate Client and Workforce Data

Where we provide services to corporate clients, we may collect and handle personal information relating to the client organisation's employees, contractors, and other individuals in the course of delivering workplace health, safety, and people consultancy services.

We handle corporate client data in accordance with the following principles:

  • Data minimisation: we collect only the personal information that is reasonably necessary to deliver the agreed scope of services;

  • Purpose limitation: personal information collected in the course of a corporate engagement will not be used for any purpose other than delivering that engagement and our legal compliance obligations;

  • Separation: personal information collected under corporate engagements is maintained separately from individual coaching client information collected by Equilibria Collective Pty Limited;

  • Confidentiality: all personal information collected in a corporate context is treated as confidential and will only be disclosed to the extent required to deliver the engagement or as required by law;

  • Third party individuals: where our services involve the collection of personal information about individuals who are not a party to our services agreement (such as employees of a corporate client), we will handle that information in accordance with the APPs and will take reasonable steps to ensure those individuals are aware their information has been collected.

  • Corporate clients are responsible for ensuring that any personal information they provide to us has been collected and may be disclosed in accordance with applicable privacy laws, including obtaining any necessary consents from the individuals concerned.

The terms governing the handling of corporate client data, including any specific confidentiality, data security, or return/destruction of data obligations, will be set out in the relevant Master Services Agreement or Statement of Work.

Notification of Collection

We provide a statement regarding our Privacy Policy in our booking form and other relevant information collection forms. By collecting your information, we ensure that you are informed of the purpose and manner of collection, use, and storage. Our Privacy Policy is accessible at all times on request by contacting support@equilibriacollective.com.au or visiting our website, and you are encouraged to review it periodically.

Consent and Transparency

Your informed consent is required for the collection and handling of your personal and health information and your medical records. We are committed to maintaining transparency with our data handling practices and provide clear information at each point of data collection, including the scope and purpose of the collection. Should you have any questions about how your information is used, please contact us. By requesting our services, you provide informed consent for the collection and handling of your personal health information.

You have the right to access your records and request corrections if necessary. Should you have any questions about how your information is used, or if you wish to exercise your access rights, please contact us. By requesting our services, you provide explicit consent for the collection and handling of your medical records for the specified purposes.

Policy Reviews

This Privacy Policy is reviewed regularly to ensure compliance with legal and regulatory requirements. Updates to this policy are communicated via email, with the effective date clearly indicated. Continued use of our services constitutes acceptance of any updates to this policy.

How We Collect Your Information

We collect personal information directly from you when you:

  • Make an enquiry about our services;

  • Register for a consultation or service with us;

  • Complete intake, assessment, consent, or scoping forms (online or in-person) related to your health, wellbeing, coaching engagement, or organisational consultancy requirements;

  • Communicate with us via email, phone, or other communication channels; and

  • Interact with us (online or in-person).

  • If you provide us with any data relating to a third party (i.e., another medical or health professional) you confirm that you have the right to authorise us to process that data on your behalf in accordance with this Privacy Policy.

Why We Collect Your Information

We collect personal information to provide integrative coaching and consultancy services tailored to your needs, including:

  • Assessing your health, wellbeing, and coaching or consultancy needs.

  • Providing coaching, guidance, and recommendations across nutrition, inner work, breathwork, leadership, and workplace health and safety modalities.

  • Communicating with you regarding your consultations or enquiries.

  • Conducting consultancy services for corporate clients.

  • Processing payments and managing our client relationships.

  • Complying with legal, regulatory, or insurance requirements.

  • Promoting products, services or events.

We will only collect, use, or disclose your personal information for purposes that are directly related to our services and operations.

How We Use and Disclose Your Information

We may use your personal information for the following purposes:

  • To deliver integrative coaching and wellbeing services.

  • To deliver workplace health, safety, and people consultancy services

  • To communicate with you regarding your appointments, enquiries, and services.

  • To improve our services and customer experience.

  • To comply with legal obligations and professional guidelines.

  • For billing, payment processing, and administrative purposes.

We may disclose your personal information to third parties only in the following circumstances:

  • With Your Consent: If you have given us explicit consent to disclose your information to another party (e.g., a medical professional or healthcare provider).

  • To Service Providers: To third-party service providers who assist us with business operations (such as payment processing, email communications, or IT support), but only to the extent necessary to provide those services.  While we take reasonable steps to ensure these providers maintain appropriate privacy standards and comply with the relevant privacy laws, we cannot guarantee, and do not accept responsibility for, their compliance.

  • Within Equilibria Collective Pty Limited: To employees, officers, insurers, professional advisors, or agents as reasonably necessary for the purposes set out in this Privacy Policy.

  • Legal and Regulatory Requirements: If required or permitted by law, such as complying with court orders, government requests, or regulatory obligations.

  • If there is a change in ownership, we reserve the right to transfer our user databases with any personal information collected to the extent permitted by law.

Safety and Duty of Care Disclosure

While we are committed to maintaining the confidentiality of your personal information, there are limited circumstances in which we may disclose your information to a third party without your prior consent where we reasonably believe that disclosure is necessary to prevent or lessen a serious and imminent threat to your life, health, or safety, or to the life, health, or safety of another person.

In such circumstances, we may contact one or more of the following:

  • Your nominated next of kin or emergency contact;

  • Your nominated general practitioner or other treating health professional;

  • A psychologist, counsellor, or mental health professional;

  • Emergency services or other appropriate authorities

Where possible and appropriate, we will discuss any such disclosure with you before it is made. This clause is intended to reflect and give effect to our duty of care obligations and is consistent with the permitted health situations exception under APP 6.2(c) of the Privacy Act.

By engaging our services, you acknowledge and consent to this disclosure in the circumstances described above, and confirm that the next of kin and GP details you provide may be used for this purpose.

Data Security

We are committed to ensuring that the information you provide to us is secure. To prevent unauthorised access, we take reasonable steps to protect the information we collect from misuse, interference, loss, modification and unwarranted disclosure.

Any transmission or exchange of information is done at your own risk. While we take the necessary precautions to protect your information, we cannot guarantee the security of any information you send to or receive from us. Despite our efforts to prevent unauthorised disclosure, we cannot ensure that your personal information will not be shared in a manner inconsistent with this Privacy Policy.

Payment Security

All of our payment authorisations are handled by third-party gateway providers, including Stripe LLC, and Xero Limited. Our third-party gateway providers may have their own terms of service that you must agree to before making a payment online, or you may be agreeing to those terms by making and/or receiving a payment through that provider. Equilibria Collective Pty Limited is not responsible for any errors, delays, losses arising from the processing of your payment by a third-party provider. By making a payment, you agree to the processing of payments (including your personal information) through a third-party other than Equilibria Collective Pty Limited. 

We encourage you to take precautions to protect your own information when making online payments, such as using strong passwords and not sharing your credit card details with unauthorised parties.

Access and Correction of Your Information

You have the right to request access to the personal information we hold about you, as well as request your data to be erased, or request corrections if any information is inaccurate or outdated. To make such a request, please contact us at support@equilibriacollective.com.au

Data Breach Notification

In the event of a data breach that is likely to result in serious harm, we will promptly notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme. We will also take steps to mitigate any potential harm and prevent future breaches.

Limitation of Liability

We take reasonable steps to protect your personal information, as required by the Privacy Act. However, to the fullest extent permitted by law, we exclude all liability for any loss, damage, or unauthorised access to personal information that arises out of circumstances beyond our reasonable control, including but not limited to cyberattacks, criminal activity, or unauthorised third-party access, provided we have complied with our legal obligations.

Nothing in this clause excludes, restricts or modifies any rights or remedies you may have under the Australian Consumer Law or our obligations under the Privacy Act, including in relation to serious data breaches or acts of negligence.

Retention of Your Information

We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Once it is no longer needed, we will securely dispose of or anonymise your personal information.

Overseas Transfers

We do not routinely transfer personal information to overseas recipients. Where we use third-party platforms that may store or process data on servers located outside Australia (including Microsoft 365, Notion, and Substack) we take reasonable steps to ensure those providers maintain privacy standards consistent with the Australian Privacy Principles (APPs) under APP 8.1

If we ever need to transfer personal information overseas (for example, to an international service provider), we will take steps to ensure that the recipient maintains an adequate level of protection for your data. We will not transfer personal information to overseas recipients in circumstances where we have reason to believe the recipient will not handle your information in accordance with the APPs.

Age of consent

We do not intentionally collect personal information from individuals under the age of 16 without the consent of a parent or guardian. If we become aware that we have inadvertently collected personal information from a child without appropriate consent, we will take steps to delete that information as soon as possible.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Amendments will be effective immediately upon publication on our website, booking platform or through direct communication, making available this Privacy Policy on request by contacting support@equilibriacollective.com.au, with the effective date indicated at the top of the page or the footer of the document.  Your continued use of our services following such publication will represent an agreement to be bound by the updated Privacy Policy.

Insurance Coverage for Cybersecurity

We have secured comprehensive cyber insurance coverage to protect against risks associated with security breach, administrative error, or a privacy breach. This insurance is designed to cover various aspects of cyber incidents, including business interruption, legal costs, and any required incident response. While we implement robust security measures to protect your personal information, having this insurance provides an additional layer of protection for both our organisation and our clients. For more details about our cyber insurance coverage, please feel free to contact us.

Contact Us

We take our obligations under the Privacy Act and all complaints seriously. If you have any questions or concerns about this Privacy Policy, or if you wish to make a complaint about how we handle your personal information, please contact us: