Let's be fully transparent.

Aesthetic Business Coach ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and share your personal information when you interact with our website, services, programmes and communications.

By using our website or services, you agree to this Privacy Policy.

1. What we collect

Personal information (identifies you):

• Name, business name, job title
• Email address, phone number, billing address
• Login details (where relevant)
• Payment information (processed securely by our payment providers; we do not store full card details)
• Information you share with us during calls, forms, onboarding, surveys or support requests

Business and usage information:

• Website usage data (pages viewed, clicks, time on site)
• Device and browser data, IP address, approximate location (city or region)
• CRM activity and communication logs (for example email opens and clicks where enabled)

2. How we collect information

A) Information you provide directly, when you:

• Book a call, fill in a form, download resources
• Purchase a service or join a programme
• Message, email, call or communicate with us
• Participate in coaching, events, audits or community spaces

B) Information collected automatically, via cookies and similar technologies used on our website and landing pages (see Cookies below).

C) Information from third parties. Where relevant, we may receive limited information from booking platforms, payment providers, CRM and marketing platforms, referral or partner campaigns you joined through, and analytics and advertising tools.

3. How we use your information

• Deliver our services, programmes and support
• Manage bookings, onboarding and communication
• Process payments and administer subscriptions
• Improve our website, services and client experience
• Send updates, resources and marketing communications (based on your preferences)
• Maintain records for operational, legal and accounting purposes
• Prevent fraud, misuse and unauthorised access

4. Marketing communications

We may contact you by email, SMS, phone or messaging platforms where you have opted in or where permitted. You can opt out at any time by clicking unsubscribe in an email, replying STOP to SMS (where available), or contacting us to update your preferences. If you opt out of marketing, we may still contact you with important service messages (for example billing, account updates, delivery notices).

5. Cookies and tracking

Our website may use cookies and similar technologies to help the site function properly, improve performance and user experience, understand how visitors use the site, and support marketing and retargeting where enabled. You can control cookies through your browser settings. Disabling cookies may affect parts of the website.

6. Who we share information with

We share information only when needed to run our business and deliver services, including with:

• Service providers (CRM, email and SMS tools, analytics, booking systems, file storage)
• Payment processors (to take payments securely)
• Professional advisers (accountants, legal advisers) where necessary
• Authorities if required by law, regulation, or to protect rights and safety

We do not sell your personal information.

7. International data transfers

Some of our providers store or process data in different countries. When this happens, we take reasonable steps to ensure your information is protected through appropriate safeguards and reputable providers.

8. Data protection laws we work to

We handle personal information in line with the Australian Privacy Act 1988 and the Australian Privacy Principles. Where our clients or their patients are based elsewhere, we also work to the requirements that apply there, including the UK GDPR and Data Protection Act 2018, the EU GDPR, and the New Zealand Privacy Act 2020.

9. Client data we handle on your behalf

This section is for our coaching, ClinicOS, ad management, SEO and implementation clients. Delivering these services often means we work inside your systems and see your clinic's data, including patient and enquiry records. Here is exactly how we treat it.

Two different roles. For your own contact details as our client, we are the controller and everything above applies. For your clinic's patient, enquiry and customer data, you remain the controller and we act only as your processor, handling it on your instructions.

• What we may access: CRM and contact records, enquiry and booking data, call and message logs, ad and analytics accounts, email and SMS platforms, and reporting dashboards, to the extent you give us access.
• Why: only to deliver the services you have engaged us for. We never use your patient or enquiry data for our own marketing, never sell it, and never share it with another client.
• Who can see it: only the team members and approved contractors working on your account. Every one of them is bound by the same confidentiality obligations, and we remain responsible for them.
• How it is protected: individual named logins rather than shared accounts, multi factor authentication where the platform supports it, access limited to what each role needs, and access removed promptly when someone leaves your account or our team.
• Where it lives: wherever possible your data stays inside your own platforms and accounts rather than being copied out. Where an export is genuinely needed, we keep it only for as long as that piece of work requires.
• Sub processors: we use reputable third party platforms (for example CRM, email and SMS delivery, analytics, ad platforms, file storage and scheduling tools) to deliver the services. We choose providers with appropriate safeguards, and we can tell you which ones touch your account on request.
• If something goes wrong: if we become aware of a data breach affecting your information, we will tell you without undue delay, and in any case within 72 hours of becoming aware, and work with you on containment, assessment and any notifications you need to make.
• When we finish: on request at the end of an engagement we will hand back or securely delete the client data we hold, other than one archived copy kept for legal, tax and insurance records. Access we hold to your accounts is removed.

Your side of it. You are responsible for having a lawful basis and the necessary consents to collect and market to your patient and enquiry data, for your own privacy notice, and for making sure any data you pass to us was collected properly. If you need a separate data processing agreement or a signed non disclosure agreement for your records, ask us and we will put one in place.

10. Data security

We take reasonable technical and organisational measures to protect your information, including access controls, secure systems and trusted platforms. However, no system can be guaranteed 100% secure, and you share information at your own risk.

11. How long we keep your information

We keep your personal information only as long as necessary to provide services, maintain business and financial records, meet legal, regulatory and compliance requirements, and resolve disputes and enforce agreements. When information is no longer needed, we securely delete or anonymise it.

12. Your rights and choices

You may have rights to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your information (where applicable)
• Object to certain processing or request restrictions
• Withdraw consent (where processing is based on consent)

To make a request, contact us using the details below. We may need to verify your identity before completing requests.

13. Links to other websites

Our website may include links to third party sites. We are not responsible for the privacy practices of those sites. Please review their policies directly.

14. Changes to this policy

We may update this Privacy Policy from time to time. The most recent version will be posted on this page with the updated date.

15. Contact us

If you have questions about this Privacy Policy or want to update your preferences, email [email protected] or the support email shown on your invoice or onboarding.