PRIVACY POLICY

Effective Date: 04/22/2026

Last Updated: 04/22/2026

Sensational Start Occupational Therapy Pty Ltd trading as The OT Coach Australia ABN 93 619 795 201 (we, us or our) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store and disclose your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

We collect your information through our website www.theotcoach.au and through our products, services and memberships.

 
1. Information We Collect

We may collect the following types of personal information:

  • Your name, contact details (email, phone, address) and images
  • Your age or date of birth
  • Payment information (processed securely through our third party payment providers)
  • Your AHPRA registration details (Paediatric Hub members only)
  • Professional information including your role, employer and practice details
  • Survey responses and customer service history
  • Information about your access to and use of our website and platforms
  • Any other information you provide to us directly

We do not collect sensitive information (as defined under the Privacy Act) unless it is directly necessary for the service you have requested, and only with your consent.

 
2. How We Collect Your Information

We collect personal information directly from you when you:

  • Register for a membership, webinar or training program
  • Purchase a digital product through our website or Payhip store
  • Sign up to our email list
  • Contact us via email, phone or our website
  • Interact with our website, social media or online platforms
  • Book a 1:1 session through Halaxy
  • Apply to appear as a guest on the OT Coaching Confidential podcast

We may also collect information automatically through cookies, web beacons and analytics tools including Google Analytics and the Meta (Facebook) pixel. See Section 7 for more detail.

 
3. How We Use Your Information

We use your personal information to:

  • Provide and manage your membership, bookings and purchases
  • Deliver webinars, training programs and digital products
  • Process payments and maintain billing and accounting records
  • Communicate with you about your account, bookings and purchases
  • Send you information about our services, upcoming events and resources (where you have consented)
  • Conduct market research and improve our products and services
  • Comply with our legal obligations
  • Respond to enquiries and resolve disputes
 
4. Marketing Communications

We may send you marketing emails about our products, services and upcoming events where you have opted in to receive them. You can unsubscribe at any time by clicking the unsubscribe link in any email or by contacting us at hello@theotcoach.au. Unsubscribing from marketing communications will not affect transactional communications related to your membership or purchases.

 
5. Disclosure of Your Information

We may disclose your personal information to:

  • Our staff, contractors and service providers who assist us in delivering our services
  • Kajabi, our website and membership platform provider
  • Halaxy, our practice management platform for 1:1 session bookings
  • Zoom, for delivery of live sessions, webinars and training programs
  • TryBooking, for event bookings and registrations
  • Payhip, where you purchase digital products through our Payhip store
  • Stripe, our payment processor, for the purpose of processing transactions
  • Xero, our accounting platform, for the purpose of invoicing, billing and financial record keeping
  • Verve OT Learning, where you have registered for an event delivered in partnership with them
  • Our existing or potential business partners or advisors
  • Credit reporting agencies, courts or regulatory authorities where required by law or in connection with debt recovery
  • Anyone to whom our business or assets may be transferred
  • Third parties who assist us with analytics, marketing and communications, which may include parties located outside Australia

By providing us with your personal information, you consent to its disclosure to overseas recipients where necessary. We will take reasonable steps to ensure overseas recipients handle your information in accordance with the APPs, however we cannot guarantee this in all circumstances.

 

5a. 1:1 Mentoring & Supervision Sessions

1:1 mentoring, supervision and strategy sessions are booked and managed through Halaxy. By booking a session through Halaxy, you acknowledge that:

  • Your booking and session information (including name, contact details, appointment history and payment information) is collected and stored by Halaxy in accordance with their own Privacy Policy, available at www.halaxy.com
  • We access and use your information within Halaxy for the purposes of managing appointments, processing payments and maintaining session records
  • Session notes and records relating to your mentoring or supervision are kept confidentially and are not shared with third parties except where required by law or with your explicit consent
  • These sessions do not constitute clinical therapy or treatment. Notes are held for professional development and service continuity purposes only
  • Zoom AI features are enabled for 1:1 sessions and will automatically generate a transcript and/or summary of the session. By booking and attending a session, you acknowledge and consent to this. See Section 8a for more detail
  • You may request access to or deletion of your session records by contacting us at hello@theotcoach.au, noting that some records may be required to be retained for legal or professional obligations
 

5b. Podcast — OT Coaching Confidential

The OT Coaching Confidential podcast is hosted on Kajabi and distributed through third party platforms including Apple Podcasts and Spotify. By listening to the podcast through any platform, you are subject to that platform's own privacy policy and terms of service.

Guest Participants Guests who appear on the podcast complete a consent and recording agreement prior to their session. All guests are anonymised before publication — names are changed and no identifying information is included in published episodes. Guest information collected through the application form at www.theotcoach.au/podcast-1 is used solely for the purpose of managing guest appearances and is not shared with third parties or used for marketing without your consent.

Listener Data We do not directly collect personal information from podcast listeners. However, third party platforms including Apple Podcasts and Spotify may collect data about your listening habits in accordance with their own privacy policies. We may access aggregated, non-identifiable analytics data about episode performance through these platforms.

 
6. Data Retention

We retain your personal information for as long as necessary to provide our services and meet our legal obligations. In general:

  • Membership and transaction records are retained for 7 years in line with Australian tax and business law requirements
  • Financial and billing records, including those held within Xero, are retained for a minimum of 7 years in accordance with Australian taxation law
  • Email marketing data is retained until you unsubscribe or request deletion
  • Website analytics data is retained in accordance with the relevant platform's data retention settings

When your information is no longer required, we will take reasonable steps to securely delete or de-identify it.

 
7. Cookies & Tracking

We use cookies, web beacons and tracking technologies on our website, including Google Analytics and the Meta (Facebook) pixel. These tools help us understand how visitors use our website and allow us to deliver targeted advertising on third party platforms.

Cookies do not identify you personally, however they may link to personal information you have provided to us. Third parties including Google and Meta may use this data as part of their own advertising networks.

You can manage your cookie preferences through your browser settings. Please note that disabling cookies may affect the functionality of our website.

 
8. Data Security

We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification and disclosure. We use appropriate physical, electronic and administrative safeguards to secure the information we hold.

However, no data transmission over the internet is completely secure. You provide information to us at your own risk and we cannot guarantee absolute security of any information transmitted to us online.

 

8a. Use of Artificial Intelligence Tools

Zoom AI 1:1 mentoring, supervision and strategy sessions and live Academy sessions are delivered via Zoom. Zoom AI features are enabled and automatically generate transcripts and/or summaries of these sessions. By booking and attending any such session, you acknowledge and consent to Zoom AI being active. Zoom's use of AI is governed by Zoom's own Privacy Policy and Terms of Service, available at www.zoom.com. Webinars and live training programs are also delivered via Zoom, however Zoom AI features are not enabled for these sessions.

Other AI Tools We use AI tools including Claude (Anthropic) and ChatGPT (OpenAI) to assist with business administration tasks such as developing webinar content, drafting resources and materials, and general business communications. These tools are used for content development purposes only. We do not input identifiable client, member or session information into these tools. Any content generated using AI is reviewed and edited by us before use.

AI-Generated Content Some resources, materials and written content available through our memberships, webinars and training programs may have been developed with the assistance of AI tools. All AI-assisted content is reviewed, edited and approved by a qualified occupational therapist before being made available.

 
9. Data Breach Notification

In the event of a data breach that is likely to result in serious harm to any individual whose information is involved, we will notify the affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme. We will act promptly to contain the breach and take steps to prevent recurrence.

 
10. Your Rights

You have the right to:

  • Access the personal information we hold about you
  • Correct any information that is inaccurate, incomplete or out of date
  • Delete your personal information, subject to our legal obligations
  • Opt out of marketing communications at any time
  • Complain about how we have handled your information

To exercise any of these rights, contact us at hello@theotcoach.au. An administrative fee may apply for access requests. We will respond to all requests within a reasonable timeframe.

 
11. Complaints

If you believe we have breached the APPs or mishandled your personal information, please contact us at hello@theotcoach.au with full details of your complaint. We will investigate and respond in writing within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

 
12. GDPR

If you are located in the European Union, the General Data Protection Regulation (GDPR) may provide you with additional rights regarding your personal information. Where this applies, you may have additional rights including the right to data portability and the right to restrict processing. Please contact us at hello@theotcoach.au to exercise any GDPR rights.

 
13. Links to Third Party Websites

Our website may contain links to third party websites. We are not responsible for the privacy practices of those sites and this Privacy Policy does not apply to them. We recommend you review the privacy policy of any third party site you visit.

 
14. Changes to This Policy

We may update this Privacy Policy at any time by publishing a revised version on our website. We encourage you to check this page periodically. Continued use of our website or services after any update constitutes acceptance of the revised policy.

 
15. Contact

📧 hello@theotcoach.au

🌐 www.theotcoach.au

The OT Coach Australia ABN 93 619 795 201