Privacy Policy

1. Who We Are

Sanctōm is a healing and wellbeing practice founded by Julia Lane and Bonnie Peniston-Bird, offering kinesiology, acupuncture, energy work, mentoring, workshops, retreats, online programs and related services.

Contact Details

Sanctōm - 14/5 Coghill Drive, Currumbin Waters, Queensland, Australia

Email: connect@sanctom.co / support@sanctom.co 

Website: www.sanctom.co 

If you have any questions about this Privacy Policy or how we manage your personal information, please contact us using the details above.

2. What Personal Information We Collect

We may collect and store the following types of personal information:

• Name

• Email address

• Phone number

• Postal address

• Date of birth

• Emergency contact details

• Appointment and booking information

• Payment and transaction details

• Health and wellbeing information relevant to the services we provide

• Information provided through enquiry forms, surveys, workshops, retreats or consultations

• Website usage information, including IP address, browser type and pages visited

• Any other information you voluntarily provide to us

3. Health Information

As part of providing our services, we may collect information about your physical, emotional and general wellbeing, including health history, symptoms, treatment goals, lifestyle factors and information disclosed during consultations, treatments, mentoring sessions, workshops or retreats.

Under Australian privacy law, health information is considered sensitive information and is afforded a higher level of protection.

We collect health information only where it is reasonably necessary to provide safe and effective services, fulfil our professional obligations, or where you have voluntarily provided the information to us.

Health information is treated as confidential and is only accessed by practitioners directly involved in your care or service delivery, unless:

• You have provided consent for disclosure;

• Disclosure is required or authorised by law; or

• Disclosure is necessary to prevent a serious threat to life, health or safety.

We take reasonable steps to ensure that health information is stored securely and protected from unauthorised access, misuse, loss or disclosure.

You may request access to your health information or request corrections where appropriate, subject to any legal or professional obligations that apply.

4. How We Collect Personal Information

We collect personal information directly from you when you:

• Submit an enquiry through our website

• Book an appointment or service

• Purchase a product, program, workshop or retreat

• Subscribe to our mailing list

• Complete intake, consent or registration forms

• Contact us by email, phone, social media or other communication channels

• Participate in consultations, mentoring, workshops or retreats

We may also collect certain information automatically through cookies, website analytics tools and similar technologies.

5. Where Personal Information Is Stored

Personal information may be stored securely through the systems and platforms we use to operate our business, including:

• Cliniko, our practice management and appointment booking platform, which stores client records, appointment information, intake forms and relevant health information.

• MailerLite, our email marketing platform, which stores subscriber information for newsletters and marketing communications.

• Squarespace, our website hosting and content management platform, which may collect information submitted through website forms and analytics tools.

• Secure email systems and password-protected devices used for business operations.

We take reasonable steps to ensure that personal information is protected from misuse, interference, loss, unauthorised access, modification or disclosure.

6. Why We Collect Personal Information

We collect personal information so that we can:

• Provide our services and support

• Manage appointments, bookings and payments

• Communicate with clients and participants

• Deliver workshops, retreats, mentoring and online programs

• Respond to enquiries

• Send newsletters, updates and marketing communications where consent has been provided

• Improve our services and website

• Meet legal, regulatory and professional obligations

If you choose not to provide certain information, we may be unable to provide some services.

7. How We Use and Disclose Personal Information

We use personal information to:

• Provide appointments, treatments, mentoring, workshops, retreats and related services

• Manage bookings, scheduling and client records

• Respond to enquiries and communicate with clients

• Process payments and administer our services

• Send newsletters, updates and promotional communications where consent has been provided

• Improve our website, services and client experience

• Meet legal, professional and regulatory obligations

We may disclose personal information to trusted third-party service providers who assist us in operating our business, including:

• Cliniko for appointment management, client records and practice administration

• MailerLite for email subscriptions, newsletters and marketing communications

• Squarespace for website hosting, website forms and analytics

• Professional advisers such as accountants, legal advisers and insurers where reasonably required

• Government agencies or regulatory authorities where required by law

We do not sell, rent or trade personal information to third parties.

8. Overseas Disclosure of Personal Information

Some of the third-party service providers we use may store or process personal information on servers located outside Australia.

This may include:

• MailerLite, which may process and store data within the European Union and other jurisdictions where its infrastructure and service providers operate

• Squarespace, which operates infrastructure and services that may involve processing or storage in the United States and other countries

• Cliniko, which uses secure cloud-based infrastructure and may utilise service providers located outside Australia

As a result, personal information may be transferred, stored or processed overseas.

We take reasonable steps to ensure that any third-party providers handling personal information maintain privacy and security standards appropriate to the protection of that information.

9. Accessing and Correcting Personal Information

You may request access to the personal information we hold about you and request corrections if the information is inaccurate, incomplete or out of date.

Requests should be submitted using the contact details listed above.

We may require verification of identity before providing access to personal information.

We will respond to requests within a reasonable timeframe and in accordance with our legal obligations.

10. Complaints

If you believe we have mishandled your personal information or breached our privacy obligations, please contact us in writing using the details provided above.

Please include:

• Your name and contact details

• Details of your complaint

• Any relevant supporting information

We will acknowledge your complaint and investigate the matter within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

11. Cookies and Website Analytics

Our website is hosted on Squarespace, which uses cookies and similar technologies to support website functionality, improve user experience and collect website analytics.

Information collected may include:

• IP address

• Browser type and device information

• Pages viewed

• Time spent on pages

• Referring websites or links

We may use this information to better understand how visitors use our website and to improve our services and website performance.

You can generally control or disable cookies through your browser settings, although doing so may affect website functionality.

12. Email Communications

If you subscribe to our mailing list, your information will be stored through MailerLite and used to send newsletters, updates, event information and other communications related to Sanctōm.

You may unsubscribe from marketing communications at any time by clicking the unsubscribe link included in our emails or by contacting us directly.

We will only send marketing communications where permitted by law or where you have provided your consent.

13. Retention, Destruction and De-identification of Information

We retain personal information only for as long as reasonably necessary to provide services, comply with legal obligations and maintain appropriate business records.

Health records and treatment notes may be retained for periods required under applicable Australian laws and professional obligations.

When personal information is no longer required, we take reasonable steps to securely destroy, delete or de-identify the information. This may include the secure deletion of electronic records held within Cliniko, MailerLite, Squarespace and other business systems, where legally permissible and operationally appropriate.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, practices or legal obligations.

The most current version will always be available on our website.

15. Contact Us

If you have any questions regarding this Privacy Policy or your personal information, please contact:

Sanctōm

Email: connect@sanctom.co / support@sanctom.co 

Website: www.sanctom.co