This Privacy Policy explains how Mindful Soul Collective collects, uses, stores, protects and discloses personal information when you visit this website, use this website, book a service, attend a session, access a program or resource, make an enquiry, join a mailing list, purchase a product or service, communicate with Mindful Soul Collective, or otherwise engage with Mindful Soul Collective.

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By using this website or engaging with Mindful Soul Collective, you acknowledge that your personal information may be collected, used and stored in accordance with this Privacy Policy.

 

Mindful Soul Collective is committed to protecting your privacy and handling your personal information with care. This Privacy Policy is intended to support open and transparent handling of personal information. The Australian Privacy Principles include requirements around the open and transparent management of personal information, including having a clearly expressed and up-to-date privacy policy where required.

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Information collected

Mindful Soul Collective may collect personal information that you voluntarily provide when you use this website, submit an enquiry, complete a form, book a session, purchase a service, access a resource, join a mailing list, communicate by email or message, attend a session, participate in a program, or otherwise engage with Mindful Soul Collective.

 

This information may include your name, email address, phone number, billing details, booking details, payment information, business details, communication history, intake form responses, client notes, session details, information shared during sessions, information shared through WhatsApp or other messaging platforms, feedback, testimonials and any other information you choose to provide.

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Depending on the service you engage with, Mindful Soul Collective may also collect information about your wellbeing, emotional health, mental health, personal circumstances, life experiences, goals, challenges, business, relationships, support needs, or other sensitive information relevant to the service being provided.

 

You are responsible for ensuring that any personal information you provide is accurate, complete and up to date.

 

How information is collected

Personal information may be collected directly from you when you interact with Mindful Soul Collective. This may occur through website forms, booking systems, email, phone calls, video sessions, WhatsApp or other messaging platforms, intake forms, payment systems, course platforms, social media, downloads, purchases, questionnaires, feedback forms, or other methods of communication.

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Mindful Soul Collective may also collect certain information automatically when you use this website, including through cookies, analytics tools and similar technologies.

 

Log data and website analytics

When you visit this website, certain information may be automatically collected by the website, hosting provider, analytics tools, or other third-party services. This may include your IP address, browser type, browser version, device information, pages visited, date and time of visit, time spent on pages, referring website, general location information and other website usage statistics.

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Mindful Soul Collective may use third-party services, such as Google Analytics or similar tools, to collect, monitor and analyse website usage. This information is used to understand how visitors use the website, improve website performance, improve services and support business operations.

 

Cookies

This website may use cookies and similar technologies to collect information and improve your experience. Cookies are small files stored on your device that may include an anonymous unique identifier.

 

Cookies may be used to remember your preferences, support website functionality, analyse website traffic, improve user experience and assist with marketing or advertising activities where applicable.

 

You can instruct your browser to refuse cookies or notify you when cookies are being used. However, if you do not accept cookies, some parts of the website may not function properly.

 

How your information is used

Mindful Soul Collective may use your personal information to provide services, manage bookings, process payments, communicate with you, respond to enquiries, provide client support, maintain client records, prepare for sessions, create session notes, deliver programs or resources, provide WhatsApp or messaging support where included, send emails or newsletters, improve services, maintain business records and comply with legal, administrative, professional, or insurance obligations.

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Your information may also be used to personalise your experience, understand your needs, provide relevant support, improve this website, improve resources and communicate important updates about services, terms, policies, or offerings.

 

Email marketing and communications

If you subscribe to a mailing list, download a resource, make a purchase, or otherwise consent to receive communications, Mindful Soul Collective may use your personal information to send newsletters, updates, resources, marketing, promotions, service information, or other communications.

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You may unsubscribe from marketing emails at any time by using the unsubscribe link provided in the email or by contacting Mindful Soul Collective directly.

 

Even if you unsubscribe from marketing emails, Mindful Soul Collective may still contact you where necessary in relation to bookings, payments, services, client care, legal obligations, or administrative matters.

 

Client records and session notes

Where you engage with Mindful Soul Collective services, client records may be created and stored. These may include intake forms, notes, session summaries, reflections, agreed actions, resources provided, communication history and other information relevant to the service.

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Client records are used for the purpose of providing services, maintaining continuity of care, supporting professional practice, meeting administrative obligations and complying with legal or professional requirements.

 

AI-assisted note-taking

For web-based sessions, AI-assisted note-taking may be used to support accurate record keeping and session documentation. This may include the use of an AI tool to help capture, summarise, or organise notes from the session.

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Any notes created are used for the purpose of supporting the services provided to you and remain part of your confidential client record.

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Where AI-assisted tools or other third-party platforms are used, reasonable care will be taken when selecting and using these tools. However, Mindful Soul Collective cannot guarantee the security, privacy practices, data handling, or actions of external providers.

 

If you have concerns about AI-assisted note-taking, you should raise this before your session.

 

WhatsApp and messaging communication

Where WhatsApp support, messaging support, or communication outside of sessions forms part of the service, information shared through these platforms may form part of your client communication history.

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You acknowledge that third-party messaging platforms have their own privacy practices and security systems. While Mindful Soul Collective will take reasonable care when communicating with you, Mindful Soul Collective cannot guarantee the security or privacy practices of third-party messaging platforms.

 

Third-party platforms and service providers

Mindful Soul Collective may use third-party platforms and service providers to operate the website, manage bookings, process payments, send emails, provide online programs, host video sessions, store documents, manage client records, communicate with clients, analyse website usage, assist with AI-supported note-taking, or support other business functions.

 

These third-party providers may have access to personal information only to the extent necessary to perform their services. Mindful Soul Collective takes reasonable steps to work with reputable providers, but cannot control the privacy practices, security standards, or data handling processes of external platforms.

 

Third-party platforms may include website hosts, booking systems, email marketing platforms, payment processors, video conferencing platforms, messaging platforms, cloud storage providers, analytics providers, course platforms and other business systems.

 

Disclosure of personal information

Mindful Soul Collective will not sell your personal information.

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Your personal information may be disclosed where necessary to provide services, operate the business, comply with legal obligations, protect safety, seek professional advice, obtain supervision, respond to lawful requests, process payments, manage client records, or use third-party platforms required for service delivery.

 

Mindful Soul Collective may disclose personal information in the following circumstances:

• If you have provided consent.

• If disclosure is required or permitted by law.

• If records are requested by a court, subpoena, legal process, or relevant authority.

• If there is a serious risk of harm to you or another person.

• If disclosure is necessary to obtain legal, accounting, insurance, professional, or administrative advice.

• If disclosure is necessary to work with third-party service providers who support the operation of the business.

• If disclosure is required to protect the rights, safety, property, or legal interests of Mindful Soul Collective.

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Professional supervision

Where required for professional supervision, reflection, training, or to ensure services are being provided safely and appropriately, certain aspects of our work together may be discussed with a qualified supervisor, mentor, or professional support person.

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In these circumstances, your name and identifying information will not be shared. Any information discussed will be kept general and de-identified, and will only be shared to the extent necessary for professional guidance, ethical practice and quality of care.

 

Testimonials, feedback and client stories

Mindful Soul Collective will not publish your name, testimonial, feedback, screenshot, client story, or identifying information without your consent.

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Where de-identified examples are used for educational, reflective, training, supervision, or marketing purposes, reasonable care will be taken to remove identifying details.

 

Security of personal information

Mindful Soul Collective takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

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However, no method of electronic transmission or storage is completely secure. While reasonable care is taken to protect your personal information, Mindful Soul Collective cannot guarantee absolute security.

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You are also responsible for taking reasonable steps to protect your own privacy when engaging with online services. This may include using a private location for sessions, protecting your passwords, securing your devices and avoiding the use of shared or public devices where possible.

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Retention of personal information

Mindful Soul Collective may retain personal information for as long as reasonably necessary to provide services, maintain records, meet legal, administrative, professional, insurance, tax, or business obligations and resolve disputes.

 

When personal information is no longer required, reasonable steps will be taken to securely delete, destroy, or de-identify it where appropriate and where permitted by law.

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Overseas disclosure

Some third-party platforms or service providers used by Mindful Soul Collective may store or process information outside Australia. By using this website or engaging with Mindful Soul Collective, you acknowledge that your information may be transferred to, stored, or processed in countries outside Australia by third-party providers.

 

Mindful Soul Collective takes reasonable steps to use reputable providers, but cannot guarantee the privacy or data protection practices of overseas third-party providers.

 

Links to other websites

This website may contain links to other websites. Mindful Soul Collective is not responsible for the privacy practices, content, security, or policies of external websites.

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You are encouraged to read the privacy policies of any external websites you visit.

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Children and young people

Mindful Soul Collective services and website content are generally intended for adults. If services are provided to a person under 18, parent or guardian consent may be required unless otherwise agreed in writing and appropriate for the nature of the service.

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Mindful Soul Collective does not knowingly collect personal information from children without appropriate consent.

 

Changes to this Privacy Policy

This Privacy Policy is effective as of January 1st, 2021.

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Mindful Soul Collective may update this Privacy Policy from time to time. Any changes will be effective once published on this website.

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You are encouraged to review this Privacy Policy periodically. Your continued use of the website or engagement with Mindful Soul Collective after changes are published will indicate your acknowledgement of the updated Privacy Policy.

 

Contact

If you have any questions about this Privacy Policy, wish to access or correct your personal information, or have a privacy concern, please contact:

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Mindful Soul Collective
Email: hello@mindfulsoulcollective.com
Website: www.mindfulsoulcollective.com