Privacy notice.

The short version

This notice is issued by Orbiting Minds, the registered business name behind Orbit, and covers information collected through this website, our forms, our booking calendar and our sessions.

We collect only what we need to run your sessions well. We use it to prepare for your consultation, to shape coaching around your student, and to keep you informed about their progress. We do not sell your information, and we do not share it with third parties for marketing. You can ask to see it, correct it or have it deleted at any time.

1. What we collect

Depending on how you get in touch, we may collect:

• Contact details — parent or guardian name, student name, email address, phone number.
• Student details — year level, school (if you tell us), subjects, and the goals you are hoping to work toward.
• Learning information — the challenges you are noticing, current strategies, what has and has not worked before, and any information you choose to share about diagnoses, learning plans or allied health support.
• Scheduling information — preferred days and times, and your booking history.
• Session records — coach notes taken during and after sessions, progress records, and the written notes and reports we send you.
• Billing information — invoices issued and payments received. We do not store card numbers.
• Correspondence — emails, messages and call notes.

Sharing information about a diagnosis or health condition is always optional. It sometimes helps us coach better, but it is never required, and choosing not to share it will not affect the service you receive.

2. How it is used

Your information is used to:

• Prepare for and run your complimentary consultation.
• Plan and deliver sessions suited to your student, including choosing the subject area used as the vehicle for skill work.
• Write the weekly session notes, term progress reports and review summaries you receive.
• Schedule, reschedule and confirm sessions.
• Issue invoices and keep the financial records the law requires us to keep.
• Respond to your questions and, where you have asked us to, keep you updated about availability.

That is the complete list. Your information is not used to build advertising profiles, is not sold, and is not passed to anyone for their own marketing.

3. The client intake form

Our client intake form is hosted on Google Forms, and responses are stored in Google Workspace. When you complete it:

• Responses are visible only to Orbit.
• They are used solely to prepare for your consultation and to shape your student's sessions.
• They are stored in Google Drive under an account controlled by Orbit, protected by a password and two-factor authentication.
• They are not shared with third parties, and not used for marketing.
• Google processes the data as our service provider. Google's own handling of that data is governed by the Google privacy policy, and data may be stored on servers outside Australia.

Completing the form is voluntary, and you can leave any question blank. If you would rather not use Google Forms at all, email us and we will take the same information by email or over the phone instead.

4. The booking calendar

Consultations and sessions are booked through Calendly. When you book, Calendly collects your name, email address, the time you selected and anything you type into the booking questions, then shares it with us so we can confirm the appointment. Calendly acts as our service provider and its handling of that data is governed by the Calendly privacy notice. Data may be stored outside Australia.

If you would prefer not to use the booking calendar, email or phone us and we will arrange a time directly.

5. Who we share it with

We share your information only in these situations:

• With you — session notes and progress reports go to the parent or guardian who arranged the sessions, and to the student.
• With service providers — the platforms we use to run the business, listed above, plus email and accounting software. They process data on our instructions only.
• With your consent — for example, if you ask us to speak with a teacher, tutor, psychologist or other professional supporting your student. We will not do this without your say-so.
• Where required by law — including our obligations to report a serious risk to a child's safety.

6. Storage & security

Information is stored in password-protected accounts with two-factor authentication enabled. Access is limited to Orbit's coach. Paper notes, where they exist, are kept securely and transferred into digital records. Some of our service providers store data outside Australia, as noted above.

No system is perfectly secure. If a data breach ever occurred that was likely to cause you serious harm, we would notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

7. How long we keep it

Session records and progress notes are kept for the duration of coaching and for up to seven years afterwards, which allows us to help if you return and meets our record-keeping obligations. Financial records are kept for seven years as required by Australian tax law. Enquiries that do not lead to sessions are deleted within twelve months. You can ask us to delete your information sooner — see below.

8. Students under 18

Where the student is under 18, information is provided by and shared with the parent or guardian who arranged the sessions. We talk to students about their own progress directly, because they are the ones doing the work — and we encourage honesty in sessions. Anything a student raises that suggests a risk to their safety will be handled in line with our legal obligations, and we would inform you.

9. Your rights

You can, at any time:

• Ask what information we hold about you or your student, and get a copy.
• Ask us to correct anything inaccurate or out of date.
• Ask us to delete information we no longer need to keep.
• Withdraw consent for anything you previously agreed to.
• Ask us to stop sending updates.

Email orbitingminds.contact@gmail.com and we will respond within 30 days. There is no charge. Where the law requires us to retain certain records — financial records, for example — we will tell you what we cannot delete and why.

10. This website

This site does not set advertising or tracking cookies and does not run analytics. Pages load fonts from Google Fonts, and the booking calendar is embedded from Calendly — both of which receive your IP address as a normal part of serving content, as any embedded resource does. Nothing on this site profiles you.

11. Contact & complaints

• Business name — Orbiting Minds (trading as Orbit)
• Email — orbitingminds.contact@gmail.com
• Phone — 0431 625 730

If you are not satisfied with how we have handled your information, please tell us first and we will do our best to fix it. If you remain unsatisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.