Privacy Policy

Last Updated: August 2026

This Privacy Policy describes how our business ("we", "us", or "our") collects, uses, holds, and discloses personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

We provide positive behaviour support supervision, professional training, and business consultation services. We are committed to protecting the privacy and confidentiality of our clients, supervisees, and website visitors.

1. Personal Information We Collect

We only collect personal information that is reasonably necessary to deliver our professional services and manage our business operations. This information includes:

• Contact Information: Name, email address, and phone number.

• Supervision & Training Data: Supervision Evaluation Forms, professional histories, and learning objectives.

• Reviewed Documentation: Supervisee documents and reports which have been sent to us for quality assurance and/or signing. 

• Service & Consultation Records: Case notes, session summaries, business consultation notes, booking preferences, and approved session recordings or AI-generated transcripts.

• Financial Details: Billing names, business details, invoices, and transaction histories.

2. How We Collect Personal Information

We collect information directly from you through digital platforms and interactive business tools:

• Website Inquiry Forms: Basic contact details submitted via forms on our website.

• Appointment Bookings: Online scheduling workflows managed securely through Acuity Scheduling.

• Evaluations & Feedback: Supervision Evaluation Forms completed by supervisees, which are processed via our website infrastructure and compiled inside Google Forms.

• Direct Interaction & Video Consultation: Information provided during phone consultations, emails, text messages, or video conferencing sessions hosted via Google Meet.

3. How We Use Your Information

Your personal information is used strictly to provide, manage, and optimise our professional services, including:

• Delivering positive behaviour support supervision and business consultations.

• Conducting secure online supervision, training, and consultation sessions via Google Meet.

• Scheduling and managing appointments through Acuity Scheduling.

• Processing payments, tracking finances, and managing accounts via MYOB.

• Reviewing feedback from Supervision Evaluation Forms to improve training quality.

• Sending a monthly operational and educational newsletter via Gmail (with an explicit option to opt-out at any time).

4. Storage, Security, and Retention of Personal Information

We take the security of your data seriously. Your information is held securely across restricted cloud networks and retained in line with professional standards:

• Google Workspace Infrastructure: To ensure professional privacy and data protection standards are upheld, all our core communication and storage tools run on a dedicated, secure Google Workspace business platform.

• Case Notes & Service Records: Kept strictly inside encrypted folders within Google Drive, accessible only to authorised personnel.

• Data Retention: In accordance with professional record-keeping standards, all client case notes, supervision files, and operational documents are securely retained within Google Drive for a period of 7 years from the date of your last service contact, after which they are permanently and securely deleted.

• Financial Records: Handled within the secure, password-protected MYOB platform.

• Administrative Data: Evaluation forms and schedule lists are housed securely within Google Forms and Acuity Scheduling databases.

• Security Standards: We implement access controls, secure passwords, and multi-factor authentication (MFA) on our accounts to protect against data loss, unauthorised access, or misuse.

5. Session Recordings and AI Note-Takers

During video consultations hosted on Google Meet, specific guidelines apply regarding data generation and recording:

• Requesting Tools: Supervisees may request for a Google Meet session to be digitally recorded or ask for an external AI note-taker / transcription tool to join the session.

• Dual Consent Requirement: Neither recording nor AI-assisted note-taking will occur automatically. Both the supervisor and the supervisee must give explicit, mutual consent before a recording starts or an AI tool is permitted into the digital meeting.

• Data Storage: Any generated session audio, video, transcripts, or summaries will be treated as sensitive data and securely archived within our 7-year Google Drive storage system.

6. Marketing Communication and Newsletters

When you engage our services, you may be added to our monthly newsletter mailing list, which is distributed using Gmail.

• Right to Opt-Out: You are under no obligation to receive these marketing communications.

• Unsubscribe Pathway: You can unsubscribe or opt-out at any time by replying to the email with the word "Unsubscribe" or by contacting us directly at our registered email address. We will remove your contact details from the newsletter group immediately.

7. Accessing and Correcting Your Information

You have a right to request access to the personal information we hold about you. You can also request that we correct or update information that is inaccurate, out of date, incomplete, or misleading.

To request access or corrections, please submit a written request using the contact details provided in Section 8. We will process your request within a reasonable time frame.

8. Contact Us and Complaints

If you have any questions about this Privacy Policy, wish to update your records, or want to make a formal complaint regarding how we have handled your personal information, please contact us at:

• Business Name: The PBS Practitioner Place

• Email Address: info@thepbspractitionerplace.com.au

If you are unsatisfied with our response to a privacy complaint, you have the right to contact the Office of the Australian Information Commissioner (OAIC) via their website at www.oaic.gov.au.