Privacy Policy

Discovery, Mindset, Transformation Coaching and Support Services Pty Ltd

Introduction

This Privacy Policy explains how DMTCSS (“we”, “our”, “us”) collects, uses, stores, and protects your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By accessing our website or engaging our services, you acknowledge this Privacy Policy and consent to the collection, use, and disclosure of information as described within it.

Information We Collect

We may collect personal information including:

  • Name

  • Date of birth (for children via parent/guardian)

  • Email address

  • Phone number

  • Address

  • NDIS number (where applicable)

  • Emergency contact details

  • Session notes (coaching and support coordination)

  • Feedback, testimonials, or survey responses

  • Organisation or employer details (where relevant)

  • Position/title (where relevant)

  • Workshop registration information

  • Information provided during enquiries or discovery conversations

  • Records of communications and correspondence

We may also collect digital information via:

  • Website forms

  • Online bookings

  • Email enquiries

  • Phone or SMS

  • Cookies and analytics

Sensitive Information

We may collect sensitive information where reasonably necessary to provide services, including:

  • Disability-related information

  • Health or support needs

  • Information relating to personal circumstances discussed during coaching

  • Information relating to workplace, leadership, or organisational challenges where relevant to service delivery

Sensitive information will only be collected with consent or where otherwise permitted by law.

How We Collect Information

We collect information through:

  • Website contact forms

  • Booking systems

  • Email or SMS communication

  • Phone calls

  • Coaching session notes

  • Support Coordination case notes

  • Analytics tools

Coaching & Workshop Services

  • Information shared during coaching sessions, workshops, or facilitated discussions may be recorded in the form of notes for service delivery, planning, and record-keeping purposes.

  • Coaching and workshop services are not psychological, psychiatric, legal, financial, or medical services. Participants are encouraged to seek appropriate professional advice where required.

How We Use Your Information

We use your information to:

  • Provide coaching and support coordination services

  • Communicate with you

  • Manage bookings and invoicing

  • Improve our services and website

  • Meet NDIS reporting or compliance requirements

  • Send updates or administrative information

  • Respond to enquiries, feedback, or complaints

We do not use your information for direct marketing without your consent.

Disclosure to Third Parties

We may disclose information to:

  • Your authorised representatives (where applicable)

  • NDIS providers or professionals involved in your child’s plan (with consent)

  • Xero (billing)

  • Microsoft Outlook (communication & scheduling)

  • Other systems added in future (notified as required)

  • Workshop hosts or partnering organisations where required for event administration

  • Professional advisors (such as accountants, legal advisors, or insurers)

  • Government agencies, regulators, or authorities where required by law

We will not share your personal information without consent unless required by law.

Data Storage & Security

Your data may be stored:

  • On secure computers

  • Within encrypted third-party systems

  • On protected cloud platforms

We take reasonable steps to protect your information from unauthorised access, misuse, alteration, or loss.

Some third-party platforms used by DMTCSS may store or process information outside Australia. Where this occurs, we take reasonable steps to ensure providers maintain appropriate privacy and security protections.

Retention of Information

DMTCSS retains records only for as long as reasonably necessary to provide services, meet legal and regulatory obligations, resolve disputes, and maintain business records.

Where required by law or regulatory obligations, records may be retained for longer periods. This may include:

  • Financial and business records retained in accordance with Australian taxation and corporate record-keeping requirements.

  • NDIS participant records retained for a minimum of seven (7) years after the last service is provided.

  • Records relating to child participants may be retained until the participant reaches 25 years of age where required by applicable legislation, standards, regulatory obligations, or child record retention requirements.

Once retention periods have expired, information will be securely destroyed or de-identified where practicable.

Website Enquiries

Information submitted through website forms may be retained to respond to enquiries, provide requested information, and maintain records of communication.

Access & Correction

You may request:

  • Access to your personal information

  • Correction of inaccurate information

  • Deletion of information (except where legally required to retain)

To request access or corrections, contact: enquiries@dmtcss.com.au

Children’s Information (Ages 0–17)

For participants under 18 years of age, information is generally collected through a parent, guardian, or authorised representative unless otherwise permitted by law.

Information is collected only for the purposes of service delivery, coordination, communication, and support planning.

Cookies & Website Analytics

Our website may use cookies and analytics tools to improve user experience. You can adjust cookie settings through your browser.

Complaints

If you have concerns about how your information has been handled, please contact us using the details below:

If unresolved, you may contact: Office of the Australian Information Commissioner (OAIC) www.oaic.gov.au

Changes to This Policy

We may update this Privacy Policy periodically. The updated version will be available on our website.

Last updated: 04/06/2026