Privacy Policy
Last updated: November 2026
Simply Mindful respects your privacy and is committed to protecting your personal information.
This policy explains how we collect, hold, use and disclose personal information, and how you can access or correct your information or make a privacy complaint.
Simply Mindful is the registered business name of The Trustee for Simply Mindful, ABN 48 594 956 683.
We are committed to handling personal information in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth). Information about these principles is available from the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au/.
What personal information we collect
Personal information is information or an opinion about an identified individual, or someone who can reasonably be identified.
Depending on your interactions with us, we may collect:
Your name, email address, phone number and address.
Booking, attendance and transaction details.
Information you provide when enquiring about a program, hiring our venue or communicating with us.
Newsletter subscription preferences.
Feedback you choose to provide.
Relevant health information you provide so we can consider whether a program is suitable for you and support your participation.
Emergency contact details.
Technical information about your use of our website, such as your IP address, browser type and pages visited.
Your name, image, voice and contributions where you participate in a recorded online session.
How we collect personal information
We usually collect personal information directly from you when you:
Enquire through our website, email or telephone.
Register for or attend a program.
Complete a participant form or discuss your participation with a teacher.
Subscribe to our newsletter.
Enquire about or book our venue.
Provide feedback or otherwise communicate with us.
We may also receive information from someone acting on your behalf, such as a person arranging a workplace program or making a booking for you. We may receive emergency contact details from a participant who nominates you as their contact. Where required, we take reasonable steps to ensure you are aware of this collection.
You can make a general enquiry without identifying yourself. However, we may need certain information to process a booking, provide a service or respond to a particular request.
Why we collect and use personal information
We collect and use personal information to:
Respond to enquiries.
Process bookings and payments.
Deliver and administer our programs and venue hire.
Communicate about bookings, course materials, schedules and changes.
Consider participants’ needs and support safe participation.
Contact a nominated person in an emergency.
Review teaching quality and improve our programs, services and website.
Send newsletters and marketing communications where you have subscribed or otherwise agreed to receive them.
Meet legal obligations and manage complaints.
If you do not provide information that is reasonably necessary for a service, we may be unable to provide that service or accommodate particular needs.
Health and other sensitive information
Health information is sensitive information under Australian privacy law.
We only collect sensitive information where it is reasonably necessary for our activities and with your consent, unless collection is otherwise permitted or required by law.
We use this information for the purpose for which it was collected. We may also use or disclose it for a directly related purpose that you would reasonably expect, with your consent, or as otherwise permitted or required by law.
Access is limited to people who need the information to perform their role, such as the teacher responsible for your program.
We do not use your health information for marketing without your specific consent.
Service providers and disclosure
We may share relevant personal information with teachers, staff, contractors and service providers where reasonably necessary to operate our business and provide our services.
We use external service providers including:
Squarespace for website hosting and website forms.
Bookeo for program bookings and participant registration.
Stripe for payment processing.
Google Workspace for email, forms and document storage.
Mailchimp for newsletter subscriptions and email newsletters.
Zoom for online sessions and meetings.
Xero for accounting.
We may also share relevant information with professional advisers where reasonably necessary.
These providers may handle personal information relevant to the services they provide. We take reasonable steps to protect information handled through these services and limit what we share to what is reasonably necessary.
We may also disclose personal information with your consent, or where disclosure is permitted or required by law.
Overseas handling of information
We use service providers that may store, access or process personal information outside Australia.
Overseas locations include the United States, where providers including Squarespace, Mailchimp, Stripe and Zoom process information, and New Zealand, where Xero may process information.
Google Workspace and other providers may also process information in additional countries, depending on the services used, account settings and their service-provider arrangements.
Where we disclose personal information to overseas recipients, we take reasonable steps required by applicable privacy law to protect that information.
Website cookies and analytics
Our website uses cookies and similar technologies to support its operation and help us understand how visitors use it.
We use Squarespace Analytics and Google Analytics to measure website traffic and activity, including pages visited, how visitors reach our website, and information about their devices and browsers. We use these insights to improve our website and its content.
These services may process technical information such as your IP address. Google states that Google Analytics does not log or store IP addresses.
You can block or delete cookies through your browser settings. Blocking some cookies may affect website functions.
For further information, see Squarespace’s privacy policy at https://www.squarespace.com/privacy and Google’s explanation of how it uses information from websites that use its services at https://policies.google.com/technologies/partner-sites.
Our website may contain links to other websites. Those websites have their own privacy practices, which we encourage you to review.
Newsletters and marketing
If you subscribe to our newsletter or agree to receive marketing communications, we may send information about programs, events, resources and other Simply Mindful news.
You can unsubscribe at any time using the unsubscribe link in our marketing emails or by contacting us.
Unsubscribing from marketing does not prevent us from sending necessary communications about a booking or service you have requested.
Online sessions and recordings
We sometimes record Zoom sessions for internal review of teaching quality and improvement of our programs. Where a session will be recorded, we tell participants beforehand, explain the purpose and seek consent where required.
Depending on the recording settings and how you participate, a recording may include your name, image, voice, shared content and contributions to the discussion. If a transcript is created, it may also contain your spoken contributions.
Access to recordings made for internal purposes is restricted to authorised staff and teachers who need them for those purposes.
If we intend to share a recording with participants, we explain this before the session. Access is limited to registered participants of that specific program, for the duration of the program or another period communicated beforehand, such as 30 days.
We periodically review retained recordings and any associated transcripts and securely delete those no longer needed, unless retention is required by law. Recordings may remain stored internally after participant access ends.
We will not publish recordings or use them for marketing without separate consent from identifiable participants.
How we store and protect information
We hold personal information electronically and, where applicable, in paper records.
We take reasonable steps to protect it from misuse, interference, loss and unauthorised access, modification or disclosure. These steps include restricting access to people who need the information for their work and using appropriate account and storage safeguards.
How long we keep information
We retain personal information for as long as reasonably necessary for the purposes described in this policy, including meeting applicable legal, accounting and recordkeeping requirements.
Different retention periods may apply to different records, including booking, financial and health records.
When information is no longer needed, and we are not required to retain it, we take reasonable steps to securely destroy or permanently de-identify it.
Accessing and correcting your information
You can ask to access the personal information we hold about you or request a correction by contacting us using the details below.
We may need to verify your identity before providing access or making changes.
We will respond within a reasonable period and generally aim to respond within 30 days. If we refuse access or a requested correction, we will provide written reasons, unless it would be unreasonable to do so, and explain your complaint options.
We do not charge for making an access or correction request. If a permitted charge applies to providing access, we will explain it in advance.
Privacy complaints
If you believe we have mishandled your personal information, please contact us with details of your complaint.
We will review your complaint, seek any further information needed and aim to provide a response within 30 days. If more time is needed, we will explain why and keep you informed.
If you are dissatisfied with our response, or have not received a response within 30 days, you can contact the Office of the Australian Information Commissioner at https://www.oaic.gov.au/ about available complaint options.
Changes to this policy
We may update this policy to reflect changes to our services, practices or legal obligations. The current version will be available on our website, with the date of the latest update.
Contact us
For privacy enquiries, access or correction requests, or complaints, contact:
Privacy enquiries — Simply Mindful
4 Bancroft Street
Dickson ACT 2602
Email: info@simplymindful.com.au
Phone: +61 490 354 900