Logo with the words 'Evolving Wellbeing' surrounded by a misty mountain scene and white flowers

Privacy Policy

Introduction

This is the Privacy Policy of Teresa Bowley trading as Herbal Balance (ABN: 772 002 538 94). If you have any questions or require further information regarding this policy, please feel free to reach out directly via email at teresa@evolvingwellbeing.com.au.

I am committed to protecting your privacy, whether you are a client, customer, supplier, contractor, or employee. This document outlines exactly how I collect, manage, and safeguard your personal and sensitive health information when you interact with my business.

I take my privacy responsibilities very seriously. If you ever have questions or concerns about how your information is handled, please do not hesitate to contact me. My business strictly complies with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).

What personal information do I collect?

If you engage with me via this website, or choose to become my client I may ask to collect the following kinds of personal information from you, including:

  • your name, role, position or occupation, address, email and mobile or phone number

  • the country that you live in

  • your opinion about future topics, products or services that may interest you

  • your health history, symptoms, and mineral test results (like HTMA) that you share with us for your coaching

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

  • 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)

  • if you are an employee or contractor, or propose working with me in that capacity, information about your qualifications, skills and work experience

  •  if you are a supplier or prospective supplier, information about your business skills, services, products and prices

Collection & Use of Personal Information

Where practicable I will only collect personal information about you directly from you or sources managed by you. However, in some circumstances I may obtain personal information from a third party. If I become aware that personal information has been collected in a manner that is inconsistent with this Privacy Policy or applicable privacy laws, I will take reasonable steps to address the issue, which may include correcting the collection process, restricting the use or disclosure of the information, or securely destroying or de-identifying the information where appropriate and lawful.

I may collect your personal information by various means including when:

  • you contact me with a question, comment or inquiry

  • you subscribe to my newsletter

  •  you attend a webinar, seminar or event where I am hosting or presenting

  • you correspond with me on a social media platform such as Facebook, LinkedIn, Instagram or similar sites

  •  you opt in to receive a free resource from me or sign up for my newsletter

  • you book a consultation or purchase a product or service from me

  • you share general information relating to your business or personal life

  • you provide me with a testimonial

  • I visit your website or social media profiles in preparation for working with you

  •  my website automatically collects information about you and your activities on my site (including analytics and cookies – more information on this is set out below)

  • a third-party supplies information to me, such as when you are referred or introduced to me by a mutual acquaintance

Our Purpose for Collecting Information

 I may collect and use your personal information to:

  • respond to your enquiries

  • provide you with [my/our] products or services at your request

  • monitor or improve the use of and satisfaction with my website, products or services

  • share the latest news and developments relevant to my work

  • let you know about my expertise, and products or services that may be of interest to you

Managing Preferences

I may, from time to time, send you newsletters, invitations and updates about our services. I will only do so if you have requested to receive such communications through a double opt-in process. You can opt out of receiving any further such communications by replying to the message you received, or by clicking the “unsubscribe” option at the bottom of any marketing e-mail received from me.

I will only collect your 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 legally required to collect it

  •  if collecting the information is necessary to preserve life or keep someone safe from harm

  • for necessary administrative processes if you become my client

MARKETING

I will only send you marketing communications where you have consented to receive them or where otherwise permitted by applicable privacy laws.

REQUIRED INFORMATION

If you choose not to provide me with the information I need, it will impact my ability to provide you with the services that you request. I am relying on you to ensure that the information you provide is accurate and complete.

Sensitive Information

I recognise that some information is particularly sensitive, and that you are trusting me to keep this information confidential.

The sensitive information I collect from you may include:

  • obtaining requests and securely store details of your lifestyle, health history, and functional lab reports (such as HTMA).  We only collect this sensitive data with your explicit, voluntary consent.

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

  • through [my/our] intake form in Acuity when you book an appointment

  • in a Zoom consultation or face to face

  • 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 your sensitive information is:

  • so that I can provide you with the services you have requested from me

  • to ensure that I am providing you with the most appropriate services

Secure Storage of Sensitive Information

I am committed to securely storing and handling your sensitive information. Sensitive information is stored in a locked filing cabinet and on a password protected with a high level of cybersecurity. Your sensitive health data is handled with strict confidentiality, and access to your files is strictly limited to authorised team members on a strict need-to-know basis. Some sensitive information may be stored securely online through Google Workspace and Dropbox.

Practitioner Mentoring & Case Data

As part of our professional training and practitioner mentoring programs, I may review complex health cases during peer consultations. To maintain absolute privacy:

  • All third-party client data used in mentoring sessions is strictly anonymised and de-identified. All names, locations, and identifying markers are completely removed or redacted before review.

  • Participating practitioners must warrant that they have obtained explicit, voluntary consent from their own clients before sharing any case data or functional lab reports with me.

Collection of Information from Minors

All information collected from children under the age of 18 is classified as sensitive information.

Sensitive information may be collected from children under the age of 18 under the following circumstances in the presence of their parents and with their parent or guardian’s full consent.

This information is collected for the sole purpose of providing services/products and is handled with heightened security. Parents/guardians can request access to, correction of, or deletion of their child’s data at any time, although I reserve the right to securely retain information for legal, regulatory, or professional liability purposes.

Retention and Destruction of Information

I retain personal information only for as long as necessary to fulfill my obligations to you, or as required by law. Personal information is retained for at least seven years after your final consultation (or longer where required by law), after which it is securely destroyed or de-identified.

Archived data is reviewed annually, and any information no longer required is securely destroyed. Physical records are shredded, and digital records are permanently deleted from my systems, including backups.

Disclosure of Information

I may disclose your information if required under the following circumstances:

  • to provide you with the services you have requested

  • to send you products that you have purchased

  • Your information stays private unless you instruct us otherwise. For example, we will only share your details with external labs when coordinating your hair testing, mineral analysis, or functional lab panels on your behalf

  • I use support services to assist me in my business

  • to engage in professional supervision, although any information I share under these circumstances is de-identified to preserve client confidentiality

  • to refer you to other service providers at your request

Who disclosures are made to

You consent to me sharing relevant information [on a strictly need-to-know basis] with:

  • people you authorise me to correspond with, as reasonably required to carry out your instructions

  • My employees / subcontractors

  • Third party providers who assist with

    • accounting

    • administration

    • archiving

    • auditing

    • business consulting

    • email marketing

    • legal or financial advice

    • professional supervision

    • website maintenance

    • technological services 

LEGAL DISCLOSURE

 I will also disclose your information if required by law in response to a subpoena, discovery request or a court order, in compliance with mandatory reporting obligations, or in circumstances permitted by the Privacy Act – for example, where [I/we] have reasonable grounds to suspect that someone is engaging in unlawful activity, or misconduct of a serious nature, that relates to my work with you. I may also make a disclosure to an appropriate authority if I have serious concerns about your health, safety or wellbeing.

DISCLOSURE OVERSEAS

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 with necessary business activities or the services I am providing to you. To the extent that I do share your information with third-party service providers, I only do so if I am satisfied that the service provider has a suitably protective privacy policy of their own, or they have signed a confidentiality agreement with me. Some of my service providers may be overseas and may not be subject to Australian Privacy Laws. You can find further information under the Security section below.

INVITATION TO DISCUSS

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

Security

How I Keep Your Sensitive Details Safe 

I wrap your personal and health information in strong physical, digital, and administrative layers of protection to guard it against mix-ups, losses, or uninvited eyes.

To keep your data secure, I take hands-on care by:

  • Storing files safely: Keeping all your digital records locked tight behind secure, password-protected systems.

  • Restricting access: Ensuring that absolutely no one sees your sensitive information unless it is strictly necessary for your care.

  • Sharing on a need-to-know basis: Only passing on essential details to my trusted service providers if it is vital to running your coaching.

  • Running regular checks: Staying on top of things by regularly checking my security habits and systems to ensure they remain top-tier.

As a small business, I partner with established, highly secure third-party platforms to help manage our scheduling, communication, and client portals. Your information will be securely held within their systems under their strict protection policies. To keep things transparent, here are the trusted providers I use to support my services:

Keeping Our Digital Chats Safe 

Zoom, filling out contact forms, or messaging on Facebook—the digital trail travels through platforms I don't fully own. Even though I always practice top-tier cybersecurity habits to keep your data snug, digital transmissions naturally come with a tiny bit of security risk that is outside of my hands. If you ever feel hesitant about sending highly sensitive health info over a standard message, please let me know! I am more than happy to chat about safer, alternative options to keep your details completely secure.

Getting to Know Your Story 

Every now and then, to better understand your wellness goals, I might weave together the details you share with me with public insights from your own website, Facebook, Instagram, or LinkedIn profiles. This simply helps me see the whole picture so I can give you the most tailored, heart-centred coaching possible.

Cookies and Google Analytics

Just like a well-balanced diet, websites run best with a few small ingredients called cookies. These are simply tiny text files that help my website remember your preferences, keep secure areas locked down, and show you content that actually fits your wellness journey.

I use these helpful tracking technologies to make sure your browsing experience is smooth, to see how my site is performing, and to serve up the most uplifting, personalised content possible for you.

Automated Decision Making

I use automated decision-making processes to assist me with service eligibility, booking availability, access to purchased content and localised pricing adjustments. These processes help me provide efficient and relevant experiences. If you believe an automated decision has affected you unfairly, you may contact me to request a review.

Access to Information

You are always welcome to check, fix, or update your personal details whenever you need to. Just drop me a line at teresa@evolvingwellbeing.com.au, and you can expect a friendly reply from me within 7 days.

My goal is to bundle up your information and get it over to you within 30 days. The only time I wouldn't be able to share something is if a strict legal rule, confidentiality duty, or specific Privacy Act exception leaves me with no other choice—but if that rare situation ever pops up, I will openly explain the reason to you.

Complaints

If you ever have a concern about how your personal details are being handled, believe there is a glitch in this Privacy Policy, or simply want to update your information, please reach out to me directly. You can email me anytime at teresa@evolvingwellbeing.com.au to share your thoughts, and I will do everything I can to make things right.

If we aren't able to resolve the issue together and you feel you need an independent review, you have every right to contact the Office of the Australian Information Commissioner. You can find their official guidelines and lodge a review on the OAIC Privacy Complaints Page.

Notification of Change

As my business grows, I may need to update this Privacy Policy from time to time. When I do, I will always post the freshest version right here on my website. I encourage you to take a quick peek at this page every now and then to stay beautifully informed about how I am protecting your information.

Notification of Breach

Your privacy matters deeply to me, and I take data security seriously. If I ever suspect a data breach has occurred that could put your information at risk, I will act instantly to investigate and fix the problem. If a risk remains, I will immediately notify the Office of the Australian Information Commissioner (OAIC). I will also contact you directly to support you, or—if I cannot reach you—post a clear notice right here on this website.

Policy Credit & Copyright

This Privacy Policy was custom-created with the support and templates of Carefree Counsel. Copying or duplicating this document without explicit permission constitutes a direct infringement of copyright law. I kindly ask that you respect this intellectual property. If you are a business owner looking to protect your own brand and support your clients legally, I highly recommend creating your own compliant policy using a Contracts that Care DIY Pack.