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Privacy Policy

Who we are

Julie Carter People Dynamics (“we”, “us”, “our”) provides coaching, facilitation, workshop design and workshop delivery services.

Legal entity:  Polarix Pty Ltd trading as Julie Carter People Dynamics
ABN:  27688963715
Email:  hello@juliedcarter.com
Location: Western Australia, Australia

What this policy covers

This policy explains how we collect, hold, use and disclose personal information through:

  1. our website and online channels

  2. enquiries, proposals and client engagement administration

  3. coaching engagements (1:1 and group)

  4. facilitation, workshops, programs and events (in-person and virtual)

What personal information we collect

The type of personal information we collect depends on how you interact with us.

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Website visitors / enquiries

  1. name, email, phone number, organisation, role/title

  2. enquiry details and correspondence

  3. basic website usage and analytics information (for example: pages visited, approximate location, IP address, device/browser type)

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Coaching clients

  1. contact and billing details

  2. coaching intake information (goals and context you choose to share)

  3. session scheduling details and agreed actions

  4. coaching notes we create or store as part of delivering the service

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Workshop / program participants

  1. name, role/title, organisation (sometimes provided by the organisation engaging us)

  2. attendance records and participation outputs (where relevant)

  3. learning reflections and feedback/survey responses

  4. access requirements and dietary requirements (for in-person events, where relevant)

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Payments

Payments are generally handled via third-party payment processors. We do not normally store full payment card details.

Sensitive information

Some coaching or learning discussions may involve sensitive information (for example, health or wellbeing information). We only collect and use sensitive information where it is reasonably necessary for the services, and with your consent (or as required/authorised by law).

Children and under 18s

Our services and website are intended for people aged 18 years and over. We do not knowingly collect personal information from anyone under 18.

If you are under 18, please do not submit personal information to us through our website or other channels unless a parent/guardian (or an authorised organisation engaging us) has provided appropriate consent and arrangement.

If we become aware that we have collected personal information from someone under 18 without appropriate consent, we will take reasonable steps to delete or de-identify that information.

How we collect personal information

We may collect personal information:

  1. directly from you (forms, email, phone, questionnaires, session notes, surveys)

  2. from an organisation engaging us (for example, participant lists, role details, sponsorship of coaching)

  3. via our service providers (for example, website hosting, booking systems, email and communications platforms, analytics tools, payment processors)

If you do not provide certain information, we may not be able to provide the service or respond to your request.

Why we collect, use and disclose personal information

We collect, use and disclose personal information to:

  1. respond to enquiries and provide proposals

  2. deliver coaching, facilitation and workshop services

  3. communicate with you (scheduling, changes, resources and service delivery)

  4. manage administration, invoicing and record-keeping

  5. improve and refine our services (using de-identified and/or aggregated insights where possible)

  6. send marketing communications where permitted (and you can opt out at any time)

comply with legal obligations and manage disputes (if they arise)

Coaching confidentiality and organisational sponsors

If your coaching is paid for or arranged by an employer/organisation:

  1. we may receive your basic details from them (for example, name, role, contact details)

  2. we do not share private coaching content with the organisation unless:

    • you request it, or

    • you give clear consent, or

    • we are required/authorised by law

Where reporting is part of the engagement, we prefer high-level progress reporting (for example: attendance, broad themes, agreed goals), rather than sharing personal details, unless you agree otherwise in writing.

Recordings, photos/video, testimonials and case studies

  1. We may take photos or record parts of an event only with appropriate notice and consent, and we will provide a practical way to opt out.

  2. We only use testimonials, identifiable stories, or case studies for marketing where you have agreed to that use.

Where we provide evaluation summaries to a client organisation, we will use aggregated and/or de-identified reporting where possible.

Licensed materials and third-party intellectual property

We may use materials, tools and content owned by third parties under licence or contract (for example, assessments, learning resources, templates or platforms). Where personal information is required to administer a tool (for example, an assessment login), we will only share what is reasonably necessary to deliver the service.

Third-party providers and disclosures

We may disclose personal information to:

  1. service providers we use to operate our website and business systems

  2. contractors or collaborators who assist with delivery (where needed and subject to confidentiality expectations)

  3. professional advisers (for example, accounting, legal) where needed

  4. government/regulators/law enforcement where required or authorised by law

We do not sell personal information.

Because our systems may change over time, we keep these descriptions general and update this policy as our business processes evolve

Overseas disclosure

Some service providers we use may store or process information outside Australia. Where this occurs, we take reasonable steps to ensure personal information is handled in a manner consistent with this policy and applicable law.

Where it is practicable, we will identify the countries where overseas recipients are likely to be located; where it is not practicable, we may not be able to specify all locations. 

If you are located outside Australia, you understand your information may be processed in Australia and other countries where our providers operate. Where additional rules apply to international clients (for example, in the UK/EU), we will take reasonable steps to provide any additional notices and obtain consents where required.

Cookies, tracking technologies, and consent controls

Our website may use cookies and similar technologies to:

  1. help the site function properly

  2. remember preferences

  3. understand website usage and improve performance

  4. (where used) support marketing/advertising activities

You can usually disable cookies in your browser settings, but parts of the website may not work as intended.

Where required (for example, for certain international visitors and/or where non-essential cookies are used), we may provide a cookie notice/banner and preference controls so you can manage consent choices.

Data security

We take reasonable steps to protect personal information from loss, misuse, interference, and unauthorised access, modification or disclosure. No system is 100% secure, and we cannot guarantee absolute security.

If a data breach occurs, we respond in line with legal requirements and our internal breach response process.

How long we keep personal information

We keep personal information only for as long as needed to provide services and meet legal, accounting and risk requirements. We then securely delete or de-identify it where reasonable and lawful.

Accessing and correcting your personal information

You may request access to, or correction of, personal information we hold about you by contacting us. We may need to verify your identity before releasing information.

Complaints

  1. If you believe we have mishandled your personal information, please contact us with details of your concern. We will acknowledge your complaint and respond within a reasonable time.

  2. If you are not satisfied with our response, you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Changes to this policy

We may update this policy from time to time by publishing the updated version on our website. The updated policy applies from the “Last updated” date.

Contact

Julie Carter

Julie Carter People Dynamics

hello@juliedcarter.com

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