Privacy Policy + Terms & Conditions

Mind Body Coherence ("we", "us", "our") respects your privacy and is committed to handling your personal and health information responsibly. This policy explains what information we collect, how we use it, and the rights you have over it, in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Because we provide a health service and collect health information, we are required to comply with the APPs regardless of our size as a sole trader business.

1. What information we collect

Personal details — your name, email, phone number, and address

Health information — intake form responses, session notes, and information you share with us relevant to your care, including in relation to kinesiology, counselling, EMDR, EFT (Tapping), Access Bars, sound therapy and nervous system work

Booking and payment information — your appointment history and payment details, processed through our booking platform's payment provider

Website usage information — general, non-identifying data about how visitors use our website, if analytics tools are enabled

2. How we collect your information

Directly from you, through intake forms, consultations, bookings, email or phone

Through our booking and client management platform, GoHighLevel, used for scheduling, forms and communication

From a parent or guardian, where the client is under 18

3. How we use your information

To provide and tailor our therapeutic and wellness services to you

To manage bookings, send appointment reminders, and process payments

To keep accurate clinical records, as required by our professional registration (PACFA)

To contact you about programs, offers or content you have opted in to receive — we will not do this without your consent

4. Who we share your information with

We do not sell your personal information. It may be shared, only as needed, with:

GoHighLevel — our booking, CRM, forms and payment platfom

Other health professionals, but only with your consent, or where we are required to by law (for example, a referral or a mandatory reporting obligation)

Some of these providers may store information on servers located outside Australia. Where this is the case, we take reasonable steps to ensure your information is protected to a standard comparable to the APPs.

5. How we protect your information

Your information is kept safe through password-protected systems and encrypted storage which no one has access to but the head practitioner of Mind Body Coherence.

6. How long we keep your information

Adult clients — a minimum of 7 years from the date of your last appointment, in line with NSW health record-keeping requirements

Clients who were under 18 at their first appointment — until they turn 25

These are minimum retention periods. We may be required to retain records for longer under law or under PACFA's own record-keeping guidance — please confirm current requirements with PACFA before publishing this policy.

7. Your rights

You may ask to access or correct the personal information we hold about you at any time by contacting us using the details below. We will respond within a reasonable time, and no later than 30 days.

If you have a concern about how we've handled your information that we haven't been able to resolve together, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

8. Changes to this policy

We may update this policy from time to time to reflect changes in our practice or the law. The current version will always be available on our website.

9. Contact us

For any questions about this policy or your information, contact:

Mind Body Coherence — [email protected]