Last Updated: 21 April 2026 Version 3.0

This is the privacy notice of The Embodied Practice Limited. In this document, “we”, “our”, or “us” refer to The Embodied Practice.

We are company number 9112013 registered in New Zealand.

This privacy notice explains how we collect and handle information from you, or that you provide to us. It covers both information that could identify you (“personal information”) and information that could not.

Our Commitment to Your Privacy

We are extremely concerned to protect your privacy and confidentiality. We understand that all users of our website are quite rightly concerned to know that their data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party. Our policy is both specific and strict. It complies with New Zealand law, including the Privacy Act 2020, and with the laws of all jurisdictions of which we are aware.

If you think our policy falls short of your expectations or that we are failing to abide by our policy, please do tell us.

We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately.

Except as set out below, we do not share, sell, or disclose to a third party, any personally identifiable information collected at our website.

Information We Collect

Personal and Contact Information

This includes basic identification and contact information, such as your name and contact details. It also includes information you share during coaching sessions, workshops, assessments, and programme activities.

We maintain strict confidentiality of all information shared during coaching engagements. Information from coaching sessions will not be shared with third parties except:

• Where you have given explicit consent
• Where required by law or court order
• Where there is a serious and imminent risk of harm to you or others
• Where the Coach is required to report under mandatory reporting obligations

Information shared in group coaching settings (Wired for Control programme) or the private Facebook community may be visible to other participants. We encourage all participants to respect confidentiality, though we cannot control what others do with information shared in group settings.

How This Information Is Used

This information is used to:

• Provide you with the services you have signed up for
• Verify your identity for security purposes
• Communicate with you about your programme or workshop
• Send you relevant resources and updates
• Improve our services using anonymised data only
• Provide email support at the response times for your service

Retention Period

We retain coaching records and business information for a minimum of 7 years after the conclusion of the coaching relationship. This is because we may need it to support a claim or defence in court, and it is also the period within which our tax collecting authorities may demand to know it. After 7 years, records will be securely destroyed.

Coaching Session Notes

The Coach may keep confidential notes about sessions for professional purposes. These are stored securely and will not be shared with third parties except as outlined above.

You have the right to request access to any notes or records kept about your coaching by contacting us at anna@theembodiedpractice.co.

Your Domain Name and Email Address

This information is recognised by our servers and the pages that you visit are recorded. We shall not under any circumstances divulge your email address to any person who is not an employee or contractor of ours and who does not need to know, either generally or specifically.

This information is used:

• To correspond with you or deal with you as you expect
• In a collective way not referable to any particular individual, for quality control and improvement of our website
• To send you news about the services to which you have signed up
• To tell you about other of our services or services of sister websites

Information You Post on Our Website

Information you send to us by posting to a forum, community area, or blog is stored on our servers.

Private content shared in coaching sessions or private areas will be kept confidential as outlined above.

Content posted in the private Facebook community or group coaching sessions becomes visible to other participants. Please be mindful of what you share in those spaces.

Workshop Registration Information

When you register for a workshop or free event through Humanitix or directly with us, we collect your name and email address. This is used to confirm your registration, send event details, and add you to our subscriber list if you have opted in. You may unsubscribe at any time.

Website Usage Information

We may use software embedded in our website (such as JavaScript) to collect information about pages you view and how you have reached them. We do not presently associate such information with an identifiable person.

Financial Information Relating to Your Credit Cards

This information is never taken by us either through our website or otherwise. At the point of payment, you are transferred to a secure page on the website of Humanitix, Stripe, or another reputable payment service provider. That page may be dressed in our “livery”, but it is not controlled by us. Our staff and contractors never have access to it.

Payment is required prior to services commencing via Humanitix, bank transfer, or online payment link. Invoices are available upon request.

Email Marketing

If you have joined our email list — through a workshop, free event, or directly via our website — we will send you updates about our services, new programmes, and educational content. You can unsubscribe at any time by clicking the link in any email or contacting anna@theembodiedpractice.co.

We do not share your email address with third parties for marketing purposes.

Information We Obtain from Third Parties

Although we do not disclose your personal information to any third party (except as set out in this notice), we do receive anonymised data from software services such as Google Analytics. No such information is identifiable to you.

Professional Boundaries and Limitations

What Coaching Is: Coaching is a collaborative, solution-focused partnership designed to support your personal development and understanding.

What Coaching Is Not: Coaching is not therapy, counselling, psychological treatment, medical advice, nutritional counselling from a registered healthcare professional, legal advice, or financial advice. The Coach is not a licensed therapist, psychologist, psychiatrist, or medical professional.

If at any point it becomes clear that therapeutic or clinical support would serve you better, that conversation will be had with care. Crisis resources are provided at the first session and are available at theembodiedpractice.co/additional-support.

The Coach does not provide emergency support or crisis intervention outside of scheduled sessions.

Data Hosting and International Transfers

Our website infrastructure and some of our service providers are located outside New Zealand, including in Indonesia and other jurisdictions. When your data is processed outside New Zealand, we ensure that:

• Appropriate security measures are in place to protect your information
• Data processing complies with New Zealand Privacy Act 2020 requirements
• Service providers are contractually bound to protect your data

By using our services, you consent to your data being transferred and processed in these locations for the purposes outlined in this privacy policy.

Cookies

Cookies are small text files placed on your computer’s hard drive when you visit a website. They help websites work properly and provide useful information to site owners.

We use cookies to:

• Allow essential parts of our website to operate
• Operate our content management system and contact forms
• Enhance security
• Collect anonymised information about how visitors use our website
• Remember your preferences so you don’t have to re-enter them (lasts 90 days)

You can disable cookies in your browser settings, though this may affect some features of our website.

Credit Card Fraud Prevention

To assist in combating fraud, we may share limited information with payment processors and fraud prevention services where we have reasonable grounds to believe fraudulent activity has occurred. This would only occur in cases of suspected payment fraud or identity theft.

Third Party Advertising and Content

Third parties may advertise on our website. Those parties may use technology that automatically collects your IP address. We do not control these technologies or the data they collect, and this privacy notice does not cover their information practices.

We are not responsible for content, links, or services provided by third parties through our website.

Use of the Website by Children

We do not market to children, nor do we sell products or services for purchase by children. If you are under 18, you may use our website only with consent from a parent or guardian.

Complaints

When we receive a complaint, we record all the information you have given to us and use it to resolve your complaint.

If your complaint reasonably requires us to contact someone else, we may share relevant information with that person. We do this as infrequently as possible.

Our complaints process:

• Contact us at anna@theembodiedpractice.co with details of your complaint
• We will acknowledge your complaint within 2 business days
• We will investigate and respond within 10 business days
• If the matter requires more time, we will keep you updated

Job Application and Employment

If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.

If we employ you, we collect information about you and your work throughout your employment. After your employment has ended, we will keep your file for seven years before destroying or deleting it.

Disclosure to Government and Their Agencies

We are subject to the law like everyone else. We may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

Your Rights

Review or Update Your Information

At any time you may review or update the personally identifiable information that we hold about you by contacting us at anna@theembodiedpractice.co. We will take reasonable steps to verify your identity before granting access or making changes.

Removal of Your Information

If you wish us to remove personally identifiable information from our website, contact us at anna@theembodiedpractice.co. Please note that coaching records will be retained for 7 years as outlined above, even if you request removal of other information.

Contact Information

If you have any questions about this privacy policy, please get in touch:

Email: anna@theembodiedpractice.co

The Embodied Practice Limited, Company number 9112013