PRIVACY POLICY
1. Purpose
This Privacy Policy sets out how VOSI Pty Ltd (ABN 59 625 504 716) trading as Sollace (“we”, “us”, “our”) collects, uses, discloses and protects personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By accessing our website, submitting personal information or engaging our services, you consent to the collection, use and disclosure of your information as described in this Policy.
2. Scope
This Policy applies to all personal information collected by us in connection with:
Coaching, consulting, facilitation, and organisational culture programs;
Online payments, forms, and digital communications;
Attendance at workshops, webinars, or events; and
Interactions with our website or associated digital platforms.
3. What Information We Collect
We collect only the information reasonably necessary for the delivery of our services and business operations, including:
3.1 Personal Information
Full name, contact details (email, phone, address);
Employment or role details (e.g., team, club, or organisation affiliation);
Payment and billing information;
Information provided through forms, surveys, or event registrations; and
Any correspondence or communications you send us.
3.2 Sensitive Information
As part of our coaching and facilitation work, we may collect limited sensitive information (such as wellbeing, stress, or professional development goals) with your explicit consent. We do not collect health or medical data unless voluntarily disclosed and directly relevant to the coaching relationship.
3.3 Website and Online Data
When you visit our website, we may automatically collect:
IP address, browser type, and device information;
Site usage analytics (via tools such as Google Analytics); and
Cookie data (see Clause 9).
4. How We Collect Information
We collect personal information through:
Direct communication (email, phone, meetings, or online forms);
Program registrations, event attendance, or coaching enrolments;
Feedback forms, surveys, or assessment tools;
Online purchases or payment submissions; and
Publicly available sources where relevant to our professional engagement.
We will always collect information lawfully and fairly, and only by means you would reasonably expect.
5. Purpose of Collection and Use
We collect, hold, and use personal information for the following purposes:
(a) To provide coaching, consulting, and facilitation services;
(b) To communicate with clients, manage bookings, and process payments;
(c) To assess client needs, tailor programs, and support development goals;
(d) To issue invoices, receipts, and contractual documentation;
(e) To send updates, resources, and relevant information about our services (where consent has been given);
(f) To improve our website, programs, and client experience; and
(g) To comply with legal, accounting, or reporting obligations.
We will not use your personal information for any other purpose without your consent, unless required by law.
6. Storage and Security of Personal Information
6.1 We store personal information electronically using secure, access-controlled systems and cloud platforms that comply with Australian privacy standards.
6.2 Paper records (if any) are stored in locked facilities with restricted access.
6.3 We apply encryption, password protection, and data minimisation to reduce the risk of unauthorised access, misuse, or loss.
6.4 Despite these precautions, no system can guarantee absolute security, and we disclaim liability for unauthorised access outside our reasonable control.
7. Disclosure of Personal Information
We may disclose personal information to:
(a) Contractors, facilitators, or associates engaged in delivering services (on a confidential basis);
(b) Payment processors and financial institutions to complete transactions;
(c) IT service providers, web hosts, or email management systems supporting our operations;
(d) Professional advisers (accountants, insurers, or lawyers) for compliance purposes; and
(e) Law enforcement or regulatory authorities where required by law.
All third-party providers engaged by us are contractually bound to comply with Australian privacy standards and use data only for authorised purposes.
8. Cross-Border Disclosure
8.1 We primarily store and process data within Australia. However, some service providers (e.g., Squarespace, Stripe, Google, Microsoft) may store or process information overseas, including in the United States or the European Union. By using our website or services, you consent to such cross border disclosures.
9. Cookies and Website Analytics
9.1 Our website uses cookies to enhance functionality and analyse usage patterns.
9.2 Cookies are small files stored on your device that help us improve navigation and performance.
9.3 You may disable cookies in your browser settings, though this may limit some website features.
9.4 We may use Google Analytics or similar tools to collect aggregated, non-identifiable usage data.
9.5 No personal information is shared with analytics providers beyond what is technically necessary.
10. Online Payments
10.1 Payments made via our website are processed securely through third-party Payment Gateways such as Squarespace, Stripe, or PayPal.
10.2 We do not store full credit card or payment details on our servers.
10.3 All transactions are encrypted and comply with PCI DSS (Payment Card Industry Data Security Standards).
10.4 We are not responsible for any breach, fraud, or data loss occurring within third-party payment systems beyond our control.
10.5 Payment details submitted online are used solely for completing authorised transactions.
11. Access and Correction of Personal Information
11.1 You have the right to request access to your personal information held by us, subject to verification of your identity.
11.2 If you believe your information is inaccurate, incomplete, or outdated, you may request correction at any time by emailing info@sollace.com.au.
11.3 We will respond to all access and correction requests within a reasonable timeframe and in accordance with the Privacy Act 1988 (Cth).
12. Data Retention
12.1 We retain client records for up to seven (7) years after the completion of services, or longer where required by law.
12.2 After this period, information will be securely destroyed or permanently de-identified.
13. Direct Marketing
13.1 We may use personal information to send updates, insights, or invitations relevant to our professional services.
13.2 You may opt out of receiving such communications at any time by clicking “unsubscribe” or contacting us directly.
13.3 We do not sell, rent, or exchange mailing lists with any third party.
14. Third-Party Links
14.1 Our website may contain links to external sites. We are not responsible for the privacy practices, content, or security of those websites. We encourage users to review the privacy policies of any external sites they visit.
15. Data Breaches
15.1 In the event of a data breach involving personal information likely to result in serious harm, we will promptly assess the breach and notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches Scheme.
16. Children and Vulnerable Individuals
16.1 We do not knowingly collect personal information from persons under 18 years of age without parental consent.
16.2 Where coaching involves minors, explicit written consent from a parent or guardian is required.
17. Changes to this Policy
17.1 We may amend this Privacy Policy from time to time to reflect legal, operational, or technological changes. The latest version will be published on our website, and the date of the most recent update will appear at the top of the document.
18. Complaints and Enquiries
18.1 If you have concerns about how we handle your personal information, please contact us.
18.2 We take all complaints seriously and will respond within a reasonable time frame.
18.3 If you are not satisfied with our response, you may refer the matter to the Office of the Australian Information Commissioner (OAIC) via www.oaic.gov.au.