Privacy Policy


Introduction

 

This is the Privacy Policy of Kathryn Moloney Pty Ltd trading as Fertility and Beyond Global 667245534. If you have any questions or need further information, please email Kathryn Moloney: [email protected] or call on +61 4089 76 252.

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).

We understand that visitors from the EU may access this site, so wealso 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, contractor or employee we may ask to collect the following kinds of personal information from you, including:

  • Personal details
    • your name, email address, phone number
    • the country that you live in
  • Interests and likes
    • your opinion about future topics, products or services that may interest you
  • Interaction
    • information that allows us to tailor our content to your needs when you sign up for one of our webinars or promotional events
  • Internet details
    • 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)
  • Employee/Contractor/Virtual Assistant
    • if you are an employee or contractor, or propose working with me in that capacity, information about your qualifications, skills and work experience
  • Suppliers
    • if you are a supplier or prospective supplier, information about your business skills, services, products and prices

 

Collection & Use of Personal Information

 

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 [I am/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 me by a mutual acquaintance

We may collect and use your personal information to:

  • respond to your enquiries
  • provide you with [my/our] products or services at your request
  • monitor or improve the use of and satisfaction with [my/our] website, products or services
  • share the latest news and developments relevant to [my/our] work
  • let you know about [my/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 us with 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, wemay 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:

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

  • through our intake form in My Appointments when you book an appointment
  • in a Zoom consultation or face to face
  • when you send us information in an email or upload to your My Appointments Portal (please note that email may not be sufficiently secure – if the information is extremely sensitive, please upload to the My Appointments portal.)

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

We are committed to securely storing and handling your sensitive information.

  • Sensitive information is stored in password-protected devices with a high level of cybersecurity.
  • Only I and the therapist responsible for your treatment plus authorised team members have access to your sensitive information, and only on a need-to-know basis.
  • Some sensitive information may be stored securely in the cloud through My Appointments, iCloud and Google Workspace. The section on security below explains their security provisions.

Collection of 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/products] 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 [7years or for minors, 7 years after they turn 18] 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, including back ups are permanently deleted from our systems.

 

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, or ordering supplements etc.
  • 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

We will also disclose your information if required by law in response to a subpoena, discovery request or court order, in compliance with mandatory reporting obligations, or in the 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.

We will use all reasonable means to protect the confidentiality of your information while in [my/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.

If you have any concerns regarding disclosing your information, please do not hesitate to contact 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

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:

If you are communicating with me via electronic means such as email, Zoom, contact forms, Instagram or Facebook, I may not have full control over the transmission or storage of any personal information disclosed (although I 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 I cannot be held responsible. If you are concerned about transferring particularly sensitive information, please ask me about alternative options that may be more secure.

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

  • Your website
  • Facebook
  • Instagram
  • LinkedIn

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 use and their purpose:

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

 

Cookies and Google Analytics

 

Cookies are small text files that websites store on your device to enhance user experience, gather analytics, and provide secure access to certain areas.

Our website uses cookies and tracking technologies to:

  • Improve user experience and site functionality
  • Analyse website performance and visitor behaviour
  • Provide personalised content and marketing insights
  • Ensure security and optimise booking processes

We use cookies related to opt-ins, landing pages, booking systems, and analytics to understand how visitors engage with our website. These cookies may come from various providers and include functional, analytical, and security-related tracking.

By using our website, you consent to the use of cookies in accordance with this policy.

Our website uses the following cookies:

  • Kajabi – Our analytical cookies from Kajabi tracking how our website is used
  • Cloudlfare – for security
  • Calendly – for scheduling
  • LinkedIn – for ads
  • Google Analytics – to track user experience
  • RudderStack – for data storage
  • Google reCAPTCHA – to protect against malicious spam attacks

We use Google Analytics to collect information about your use of [my/our] website so that wecan get strategic information about how [my/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 google and facebook 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 Kathryn Moloney: [email protected]

Access to Information

You can contact Kathryn Moloney to access, correct or update your personal information anytime. Please send your email to [email protected] 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 [email protected]

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

 

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.

 

Thank you!

 

This Privacy Policy was created with the support of Carefree Counsel. Copying it without permission is an infringement of copyright. Look after your business and your clients by creating your own Privacy Policy with a Contracts that Care DIY Pack!