Privacy Policy

Introduction

Hello Radiant One. This website, www.AAOKAbeauty.com, is owned and operated by Sophie Duncan [15 108 658 497]. If you have any queries or require further information, please get in touch via email: AAOKAbeauty@gmail.com or phone: 0423 941 064.

This document sets out my Privacy Policy. It describes how I collect and manage your personal information when you interact with this site or decide to work with me. I honour my client’s privacy and take this responsibility very seriously. If you have any queries or concerns about how your personal information is being handled, please do not hesitate to contact me.

I comply with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth) (Privacy Act).

I also understand that visitors from the EU may access this site, so I also strive to comply with the General Data Protection Regulations (GDPR).

Personal Information

If you engage with me via this website, or choose to work with me, I will ask to collect the following types of personal information from you:

Contact Details

~ your name, email address

~ the country that you live in

Interaction

~ information that allows me to tailor my content to your needs when you sign up for one of my workshops or promotional events

Internet

~ I may collect your IP address, and information about your browsing history to help me improve the usability and appeal of my website. More information about this is found in the section on Cookies below.

Information about your health and wellbeing

Collection and Use

I will collect your personal information by various means including:

~ when you email me

~ an opt in form for the AAOKA® mailing list

~ the contact form via this website

 I use this information to:

~ respond to your enquiries

~ provide you with relevant news and updates about AAOKA® offerings

~ improve this website and the AAOKA® offerings

I will only collect your personal information:

~ with your full awareness and consent, such as when you email me, tick a checkbox or fill in a form to provide me with information

~ if I need it to provide you with information or services that you request

~ if I am legally required to collect it

~ for necessary administrative processes if you become my client

~ if I believe that I can demonstrate a legitimate interest in using your data for marketing purposes, although I will always give you a choice to opt out

Sensitive Information

I am very conscious that some personal information is particularly sensitive, and that you are trusting me to keep this information confidential.

I will only collect sensitive information by methods that are reasonably secure, such as:

~ through the online questionnaires in Formlifywww.formlify.com when you book an appointment. Formlify meet the Australian Security and Compliance Guidelines for collecting personal data www.formlify.com

~ in a Zoom/Skype/ WhatsApp consultation

~ when you send me information in an email. Please note that email may not be sufficiently secure – if the information is extremely sensitive, ask me about alternative ways to share it with me.)

The reason why I collect this information is:

~ provide you with a thorough and comprehensive service to support your radiance and wellbeing goals

~ to ensure that any lifestyle and face exercise/ massage recommendations are suitable, and safe, for your unique circumstances

 The sensitive information I ask you to provide for this purpose may include:

~ your birth date

~ your occupation

~ your medical history

~ your current health status

~ your current emotional status/ stress levels

~ your current skin and hair status 

~ information about your lifestyle and relationships

I am 100% committed to keeping my client’s personal information safe and secure. I understand it is a client’s right to feel comfortable sharing personal information so they can receive the high quality service they have invested in. I take full responsibility for the information clients have entrusted me with by practicing thorough risk management and taking out appropriate security measures.

~ sensitive information is stored in the password protected Formlify account

~ sensitive information may also be stored in the password protected google drive.

~ only I may access sensitive material and I never share with a third party without a client’s consent

~ some sensitive information may be stored securely online, or in the cloud through Google Drive You can find out more about their security provisions in the section on Security below. Only I have access to this drive. I aim to change the password associated with the linked Gmail account every 3 months.

Destruction Policy

All archived sensitive information is securely destroyed after 7 years.

You may choose not to provide me with your sensitive information. However, if you choose not to be completely honest with me, I may not be able to provide you with the services that you request.

Disclosure of Information

Reasons why I may disclose your information include:

~ to provide you with the services you have requested

~ to seek advice from my mentors in cases where I am unsure of the answer (with your consent)

~ to send you products that you have purchased

In order to do this, I may share some relevant information - on a strictly need to know basis - with:

~ Australia Post or courier companies

~ my mentors and trainers

~ my lawyer

~ my accountant

~ my email marketing provider

~ my website team

~ the Formlify team

I will also disclose your information if required by law to do so or in circumstances permitted by the Privacy Act – for example, where I have reasonable grounds to suspect that someone is engaging in unlawful activity, or misconduct of a serious nature, that relates to my functions or activities, and in response to a subpoena, discovery request or a court order.

If you have any concerns regarding the disclosure of your information in this context, please do not hesitate to get in touch with me to discuss this personally.

I will use all reasonable means to protect the confidentiality of your information while in my possession or control. I will not knowingly share any of your information with any third party other than the service providers who assist me in providing the information and/or services I am providing to you. To the extent that I do share your information with a service provider, I would only do so if that party has agreed to comply with our privacy standards or I am satisfied that the service provider has a suitably protective policy of their own. Some of my service providers may be overseas and may not be subject to Australian Privacy Laws. Please contact me if you have any concerns about the potential disclosure of your information.

Security

I am 100% committed to keeping client’s personal information safe and secure. It is important that clients feel comfortable sharing personal information so they can receive the thorough and high quality service they have invested in. I take reasonable physical, technical and administrative safeguards to protect your personal and sensitive information from misuse, interference loss, and unauthorised access, modification and disclosure. I manage risks to your information by:

~ storing files securely

~ ensuring that only I have access to sensitive information

~ releasing information to service providers on a strictly need-to-know basis

~ conducting regular audits of my security systems

~ frequent change of security passwords

As mentioned above, your information may also be stored with a third-party provider, where it will be managed under their security policy. The following security policies may apply during our work together:

~ Facebook ads - https://www.facebook.com/business/m/privacy-and-data

~ Google Workspace - https://workspace.google.com/intl/en_au/security/

~ Squarespace - https://www.squarespace.com/privacy

~ Zoom - https://zoom.us/docs/en-us/privacy-and-security.html

~ Skype - https://privacy.microsoft.com/en-ca/privacystatement

~ WhatsApp - https://www.whatsapp.com/legal/privacy-policy/?lang=en

~ Formlify - https://www.formlify.com/privacy-policy/

~ Kajabi

Cookies and Google Analytics

Cookies are small text files that are commonly used by websites to improve a user’s experience, collect statistics or marketing information and provide access to scure areas.

My website uses necessary security cookies from Squarespace. You can choose to configure your browser settings not to accept cookies but this may interfere with the functioning of this website.

Access to Information

You can contact me to access, correct or update your personal information at any time. Unless I am subject to a confidentiality obligation or some other restriction on giving access to the information which permits me to refuse you access under the Privacy Act, and I believe there is a valid reason for doing so, I will endeavour to make your information available to you within 30 days.

Complaints

If a breach of this Privacy Policy occurs, or if you wish to a request a change to your personal information, you may contact me by sending an email outlining your concerns to: AAOKAbeauty@gmail.com

If you are not satisfied with my response to your complaint you may seek a review by contacting:

~ the Office of the Australian Information Commissioner using the information available at http://www.oaic.gov.au/privacy/privacy-complaints.

Notification of Change

If I decide to change my Privacy Policy, I will post a copy of the revised policy on my website.

Notification of Breach

If I have reason to suspect that a serious data breach has occurred and that this may result in harm or loss to you, I will immediately assess the situation and take appropriate remedial action. If I still believe that you are at risk, I will notify the Office of the Information Commissioner and either notify you directly, or if that is not possible, publicise a notification of the breach on this website.