Privacy Policy

This Privacy Policy applies in addition to the terms and conditions of our Site.

This is the Privacy Policy of The Biome Collective Pty Ltd (ABN 66 686 371 415), director: Laura Taylor. If you have any questions or need further information, please email us at: hello@thebiomecollective.com

We are committed to protecting your privacy, whether you are a contact, customer, supplier, contractor or employee of ours.

This document describes how we collect and manage your personal and sensitive information when you interact with my business. we take this responsibility very seriously. If you have any questions or concerns about how your personal or sensitive information is being handled, please do not hesitate to contact us.

We comply with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth) (Privacy Act).

GDPR

We understand that visitors from the EU may access this site, so we also aim to comply with the General Data Protection Regulations (GDPR).

Personal Information

If you engage with us via this website, or choose to become our client we may ask to collect the following kinds of personal information from you, including:

Your name, email address and phone number
The country that you live in
Your opinion about future topics, products or services that may interest you
Information that allows us to tailor our content to your needs when you sign up for one of our webinars or promotional events
Your IP address, and information about your browsing history to help us improve the usability and appeal of our website (more information about this is found in the section on Cookies below)
If you are an employee or contractor, or propose working with us in that capacity, information about your qualifications, skills and work experience
If you are a supplier or prospective supplier, information about your business skills, services, products and prices

Collection & Use of Personal Information

ETHICAL COLLECTION

Where practicable we will only collect personal information about you directly from you or sources managed by you. However, in some circumstances we may obtain personal information from a third party. If this information is obtained contrary to this Privacy Policy and the Privacy Act, we will destroy or de-identify such information within a reasonable period.

We may collect your personal information by various means including when:

You contact us with a question, comment or inquiry
You subscribe to our newsletter
You attend a webinar, seminar or event where we are hosting or presenting
You correspond with us on a social media platform such as Facebook, LinkedIn, Instagram or similar sites
You opt in to receive a free resource from us or sign up for our newsletter
You book a consultation or purchase a product or service from [us]
You share general information relating to Your business or personal life
You provide us with a testimonial
We visit your website or social media profiles in preparation for working with you
Our website automatically collects information about you and your activities on our site (including analytics and cookies – more information on this is set out below)
A third-party supplies information to us, such as when you are referred or introduced to us by a mutual acquaintance

We may collect and use your personal information to:

Respond to your enquiries
Provide you with our products or services at your request
Monitor or improve the use of and satisfaction with our website, products or services
Share the latest news and developments relevant to our work
Let you know about our expertise, and products or services that may be of interest to you

We may, from time to time, send you newsletters, invitations and updates about our services. We will only do so if you have requested to receive such communications through a double opt-in process. You can opt out of receiving any further such communications by replying to the message you received, or by clicking the “unsubscribe” option at the bottom of any marketing e-mail received from us.

We will only collect your information:

With your full awareness and consent, such as when you email [us], tick a checkbox or fill in a form to provide uswith information
If we need it to provide you with information or services that you request
If we are legally required to collect it
If collecting the information is necessary to preserve life or keep someone safe from harm
For necessary administrative processes if you become our client
If we believe that we can demonstrate a legitimate interest in using your data for marketing purposes, although we will always give you a choice to opt out

If you do not provide us with information when requested to do so, we may not be able to carry out your instructions or achieve the purpose for which the information has been sought.

Sensitive Information

we understand that some information is particularly sensitive, and that you are trusting us to keep this information confidential.

The sensitive information we collect from you may include:

Information relating to your health concerns, including any past or present diagnoses and treatments, and pathology results.

We will only collect sensitive information by methods that are reasonably secure, such as:

Through our intake form in SimpleClinic when you book an appointment
In a Zoom consultation or face to face
When you send us information in an email (please note that we cannot guarantee that email communications are sufficiently secure – if the information is extremely sensitive, ask us about alternative ways to share it with us.)

The reason why we collect your sensitive information is:

So that we can provide you with the services you have requested from us
To ensure that we are providing you with the most appropriate services

Secure Storage of Sensitive Information

[I am/We are] committed to securely storing and handling your sensitive information.

Sensitive information is stored on password protected devices with a high level of cybersecurity.
Only the practitioner responsible for your treatment and authorised team members have access to your sensitive information, and only on a need to know basis.
Some sensitive information may be stored securely online, or in the cloud through Microsoft or Google. You can find out more about their security provisions in the section on Security below.

COLLECTION INFORMATION FROM MINORS

All information collected from children under the age of 18 is classified as sensitive information.

Sensitive information may be collected from children under the age of 18 under the following circumstances:

In the presence of their parents
With their parent or guardian’s full consent

This information is collected for the sole purpose of providing services and is handled with heightened security. Parents/guardians can request access to, correction of, or deletion of their child’s data at any time.

Destruction of Sensitive Information

We retain personal information only for as long as necessary to fulfill our obligations to you, or as required by law. Personal information is archived for 7 years and then securely deleted or de-identified.

Archived data is reviewed annually, and any information no longer required is securely destroyed. Physical records are shredded, and digital records are permanently deleted from our systems, including backups.

Disclosure of Information

We may disclose your information if required under the following circumstances:

To provide you with the services you have requested
To send you products that you have purchased
Where disclosure is necessary to carry out your instructions, such as corresponding with someone else on your behalf, requesting pathology tests, ordering supplements.
Where we use support services to assist us in our business
To engage in professional supervision, although any information we share under these circumstances is de-identified to preserve client confidentiality
To refer you to other service providers at your request

WHO DISCLOSURES ARE MADE TO

You consent to us sharing relevant information on a strictly need-to-know basis with:

People you authorise us to correspond with, as reasonably required to carry out your instructions
Our employees / subcontractors
Third party providers who assist with
- Accounting
- Administration
- Archiving
- Auditing
- Business consulting
- Email marketing
- Legal or financial advice
- Professional supervision
- Website maintenance
- Technological services

LEGAL DISCLOSURE

We will also disclose your information if required by law in response to a subpoena, discovery request or a court order, in compliance with mandatory reporting obligations, or in circumstances permitted by the Privacy Act – for example, where we have reasonable grounds to suspect that someone is engaging in unlawful activity, or misconduct of a serious nature, that relates to our work with you. we may also make a disclosure to an appropriate authority if we have serious concerns about your health, safety or wellbeing.

DISCLOSURE OVERSEAS

We will use all reasonable means to protect the confidentiality of your information while in our possession or control. we will not knowingly share any of your information with any third party other than the service providers who assist us with necessary business activities or the services we are providing to you. To the extent that we do share your information with third-party service providers, we only do so if we are satisfied that the service provider has a suitably protective privacy policy of their own, or they have signed a confidentiality agreement with us. Some of our service providers may be overseas and may not be subject to Australian Privacy Laws. You can find further information under the Security section below.

INVITATION TO DISCUSS

If you have any concerns regarding the disclosure of your information, please do not hesitate to get in touch with us to discuss this personally.

Security

We take reasonable physical, technical and administrative safeguards to protect your personal and sensitive information from misuse, interference, loss, and unauthorised access, modification and disclosure.

We manage risks to your information by:

Storing files securely
Ensuring that only key personnel have access to sensitive information
Releasing information to service providers on a strictly need-to-know basis
Conducting regular audits of our security systems

THIRD PARTY STORAGE

As mentioned above, your information may also be stored with a third-party provider, where it will be managed under their security policy. The following security policies may apply during our work together:

Dropbox - https://www.dropbox.com/security
Facebook ads - https://www.facebook.com/business/m/privacy-and-data
Google Workspace - https://workspace.google.com/intl/en_au/security/
Mailchimp - https://mailchimp.com/about/security/
MailerLite - https://www.mailerlite.com/legal/security-statement
Microsoft - https://www.microsoft.com/en-gb/privacy/privacystatement
Paypal - https://www.paypal.com/re/webapps/mpp/paypal-safety-and-security
SimpleClinic - http://docs.simpleclinic.net/patient-privacy-policy/
Stripe - https://stripe.com/docs/security
Wordpress - https://wordpress.com/support/security
Xero - https://www.xero.com/au/security/
Zoom - https://zoom.us/docs/en-us/privacy-and-security.html

WAIVER

If you are communicating with us via electronic means such as email, Zoom, contact forms or Facebook, we may not have full control over the transmission or storage of any personal information disclosed (although we try to employ best practice cybersecurity standards at all times). You agree that by participating in such forms of communication you understand and accept that there is an inherent risk of disclosure or loss of your personal information for which we cannot be held responsible. If you are concerned about transferring particularly sensitive information, please ask us about alternative options that may be more secure.

COMBINING INFORMATION

From time to time we may combine information provided by you with information gathered from:

Your website
Facebook
Instagram
LinkedIn

ARTIFICIAL INTELLIGENCE

We use AI-powered tools to enhance our efficiency, streamline operations, and improve the services we provide. These tools may assist with tasks such as notetaking, content drafting, scheduling, and customer interactions. We are committed to ensuring that all AI-related data processing aligns with the Australian Privacy Principles and that your information is handled securely and transparently. we take steps to minimise the data shared with AI tools, including:

Anonymising personal details (e.g., using initials instead of names)
Limiting AI processing to non-sensitive information unless we have your explicit consent

The AI tools we use are selected based on their privacy and security policies. Below is an overview of the AI tools we may use and their purpose:

Heidi Health: notetaking assistant and transcription app for session documentation to improve accuracy and record-keeping
ChatGPT and Copilot: drafting, summarising, brainstorming, and improving communications

Cookies and Google Analytics

Cookies are small text files that are commonly used by websites to improve a user’s experience, collect statistics or marketing information and provide access to secure areas. Our website uses cookies and tracking technologies to enhance user experience, analyse site performance and provide personalized content.

You can choose to configure your browser settings not to accept cookies but this may interfere with the functioning of this website.

GOOGLE ANALYTICS

We use Google Analytics to collect information about your use of our website so that we can get strategic information about how our website is being used and improve its functionality. You can find out more about the information Google collects and how it is used here:

https://support.google.com/analytics/answer/6004245.

Google also provides an add-on for your browser that you can use to opt-out and prevent your data being used by Google Analytics. You can access that add-on here:

https://tools.google.com/dlpage/gaoptout.

TRACKING PIXELS

We use third-party tracking pixels from Meta to analyse user interactions and improve our marketing efforts. These pixels may collect information such as your browsing activity, IP address, and interaction with ads. You can opt out of targeted advertising by adjusting your browser settings.

Automated Decision Making

We use automated decision-making processes to assist us with personalised marketing, service eligibility, booking availability, access to purchased content and localised pricing adjustments. These processes help us provide efficient and relevant experiences. If you believe an automated decision has affected you unfairly, you may request a review by contacting hello@thebiomecollective.com.

Access to Information

You can contact hello@thebiomecolletive.com to access, correct or update your personal information at any time. Please send your email and expect a reply within 7 days. Unless we are subject to a confidentiality obligation or some other restriction on giving access to the information which permits us to refuse you access under the Privacy Act, and we believe there is a valid reason for doing so, we will endeavour to make your information available to you within 30 days.

Complaints

If a breach of this Privacy Policy occurs, or if you wish to a request a change to your personal information, you may contact us by sending an email outlining your concerns to me at hello@thebiomecollective.com

If you are not satisfied with our response to your complaint you may seek a review by contacting:

The Office of the Australian Information Commissioner using the information available at http://www.oaic.gov.au/privacy/privacy-complaints
The health ombudsman in your state or territory

Notification of Change

When we update our Privacy Policy, we will post a copy of the revised policy on our website. It is your responsibility to check whether any changes have been made since your last visit.

Notification of Breach

If we have reason to suspect that a serious data breach has occurred and that this may result in harm or loss to you, we will immediately assess the situation and take appropriate remedial action.

If we still believe that you are at risk, we will notify the Office of the Information Commissioner and either notify you directly, or if that is not possible, publicise a notification of the breach on this website.