PRIVACY POLICY
Effective as of 14 May 2026
At Rhiannon Wihardjo (ABN 16 636 411 869), accessible at www.rhiannonwihardjo.com, your privacy is important to me. This Privacy Policy explains what personal information is collected, why we collect it, how we use and store it, and your rights in relation to that information.
This Privacy Policy applies to personal information collected through our website and in connection with the delivery of our Services, including Somatic Coaching, Reiki, Yin Yoga, and Australian Bush Flower Essences sessions. It does not apply to information collected by third-party websites or services that we may link to.
We are committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) contained therein. As a small business operator, we handle your personal information with care and discretion.
If you have questions about this Privacy Policy, please contact us via the 'Contact' section of the Website.
CONSENT
By using our Website or engaging with our Services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. Where we collect sensitive information (such as health-related information), we will seek your explicit consent at the point of collection.
You may withdraw your consent at any time by contacting us, though this may affect our ability to continue providing the Services to you.
INFORMATION WE COLLECT
We collect personal information that is reasonably necessary to provide our Services. This may include:
Information you provide directly:
Full name and date of birth
Email address and telephone number
Mailing address
Health-related information relevant to your participation in sessions (e.g. physical or mental health conditions, contraindications)
Payment information (processed via Stripe or Apple Pay)
Any other information you choose to share with us in the course of our sessions or communications
If you choose to subscribe to our email newsletter or request a lead magnet, we will collect your name and email address for the purpose of delivering the content you have requested and sending you our newsletter. Subscription is always opt-in and you may unsubscribe at any time by clicking the unsubscribe link included in every email. We will not add you to our mailing list without your explicit consent, and we will never share your email address with third parties for marketing purposes.
Information collected automatically:
This website collects certain information automatically to power our site analytics. This information is collected and processed by Squarespace, our website hosting and analytics provider, on our behalf:
Browser type and network information
Device information
Internet Protocol (IP) address
General location data (country/region, inferred from IP address)
Web pages you visited prior to coming to this website
Pages visited on this website and date/time of your visit
This data is collected by Squarespace solely to help us understand site traffic and activity. It is not linked to any personally identifiable information. Analytics and performance cookies that support this data collection are only placed on your device after you acknowledge our cookie banner.
For more information on how Squarespace handles this data, please refer to the Squarespace Privacy Policy at https://www.squarespace.com/privacy.
Your information will never be shared or sold to anyone, or viewed outside anyone that is outside of Rhiannon Wihardjo and employees.
SESSION NOTES + RECORDS
We may keep written records and session notes from your coaching or Reiki sessions. These records are kept confidentially and used solely to support the continuity and quality of the Services provided to you. Please refer to the AI Notetaking section below for additional information.
HOW WE USE YOUR INFORMATION
We use the personal information we collect to:
Provide, operate, and deliver our Services to you
Manage bookings, payments, and client records
Communicate with you regarding your sessions, including scheduling, follow-up, and relevant updates
Ensure your safety and tailor sessions appropriately, particularly where health information has been disclosed
Comply with our legal obligations
Improve and develop our Services
Improve, personalise and expand our Website and Services
Understand and analyse how you use our Website to develop new features or functionality
Find and prevent fraud
We do not use your personal information for unsolicited marketing or share it with advertising networks. We will not sell, rent, or trade your personal information to any third party.
SENSITIVE INFORMATION
Some of the information you share with us, particularly health-related information, is considered sensitive information under the Privacy Act 1988 (Cth). We treat this information with a higher standard of care and will only collect, use, or disclose it:
With your explicit consent; or
Where required or authorised by law (for example, mandatory reporting obligations).
Sensitive information will never be used for purposes beyond the direct delivery of your Services without your express consent.
AI NOTETAKING
Rhiannon Wihardjo may use an AI-assisted notetaking tool during sessions to support accurate record-keeping and session preparation. The following applies to the use of any such tool:
You will always be informed at the start of your session that an AI notetaking tool may be used, and consent will be requested from you at that time;
Where an AI notetaking tool activates automatically at the start of a session, it will be paused or stopped immediately if you have not yet provided consent, and will not be restarted until your explicit consent has been given;
You have the right to decline the use of an AI notetaker at any time, without affecting the quality or availability of your Services;
Notes generated by AI tools are used solely to support your sessions and are treated with the same confidentiality as all other session records;
AI notetaking tools may be provided by third-party platforms. Where this is the case, your session data may be processed by that third party. We will, to the best of our ability, only use tools that have acceptable privacy and data security practices, and we will inform you of the specific tool being used upon request;
Where an AI notetaking tool processes data on servers located outside of Australia, we will take reasonable steps to ensure that the third party handles your information in a manner consistent with the Australian Privacy Principles.
If you have concerns about the use of AI notetaking in your sessions, please raise these with us prior to your session and we will work with you to find a suitable arrangement.
THIRD-PARTY SERVICE PROVIDERS
We use a small number of trusted third-party services to operate our business. These providers may handle your personal information as part of the services they provide to us:
MailerLite
We use MailerLite to manage and send our email newsletter and lead magnets. When you subscribe to our mailing list or request a lead magnet, MailerLite will collect personal information such as your name and email address. This information is used solely for the purpose of sending you the content you have subscribed to or requested. You may unsubscribe at any time by clicking the unsubscribe link in any email you receive from us. Please refer to MailerLite's Privacy Policy at https://www.mailerlite.com/legal/privacy-policy for further details.
Squarespace Scheduling / Acuity Scheduling
We use Squarespace Scheduling (formerly Acuity Scheduling) to manage session bookings and appointments. When you book a session, this platform may collect personal information such as your name, email address, phone number, and any information you provide through intake forms at the time of booking. This information is used solely for the purposes of scheduling and managing your appointments. Please refer to Squarespace's Privacy Policy at https://www.squarespace.com/privacy for further details.
Squarespace
Our Website is hosted on Squarespace, as such, we are bound by their privacy policy. Squarespace may collect technical data such as IP addresses and browser information as part of standard hosting and analytics. Please refer to Squarespace's Privacy Policy at https://www.squarespace.com/privacy for further details.
Stripe
All payments are processed through Stripe. When you make a payment, Stripe collects and processes your payment details directly. Please refer to Stripe's Privacy Policy at https://stripe.com/au/privacy for further details.
AI Notetaking Tools
Where an AI notetaking tool is used with your consent, session data may be processed by the relevant third-party platform. We will identify the specific tool upon request. You have the right to decline the use of any such tool.
Xero
We use Xero for accounting purposes. In the course of managing payments and financial records, Xero may process personal information such as your name, email address, and payment details. Xero is an Australian-headquartered company and handles data in accordance with applicable privacy laws. Please refer to Xero's Privacy Policy at https://www.xero.com/au/legal/privacy for further details.
We do not share your personal information with any other third parties except where required by law or with your explicit consent.
COOKIES
Our Website uses cookies, small data files stored on your device, to improve your browsing experience. Cookies help us understand how visitors use our Website so we can improve its functionality and content.
You can choose to disable cookies through your browser settings at any time. Please note that disabling cookies may affect the functionality of parts of the Website. For more information about cookies and how to manage them, visit www.allaboutcookies.org.
Third-party ad servers or ad networks uses technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on Rhiannon Wihardjo, which are sent directly to users' browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on websites that you visit.
Note that Rhiannon Wihardjo has no access to or control over these cookies that are used by third-party advertisers.
DATA STORAGE AND SECURITY
Your personal information is stored securely and we take reasonable steps to protect it from misuse, interference, loss, and unauthorised access, modification, or disclosure.
We retain your personal information for as long as is necessary to provide the Services to you, comply with our legal obligations, and resolve any disputes. Session notes and client records are generally retained for a minimum of seven (7) years in accordance with general professional standards, after which they are securely deleted or destroyed.
While we take reasonable precautions, no data transmission over the internet is entirely secure. We cannot guarantee the absolute security of information you transmit to us.
YOUR PRIVACY RIGHTS
Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:
Access your information
You may request access to the personal information we hold about you. We will respond to your request within a reasonable timeframe (generally within 30 days). We may charge a reasonable fee to cover the cost of providing access where permitted by law.
Correct your information
If you believe any information we hold about you is inaccurate, incomplete, or out of date, you may request that we correct it. We will take reasonable steps to correct the information promptly.
Request deletion of your information
You may request that we delete the personal information we hold about you. We will comply with such requests where we are not required to retain the information by law or for legitimate business purposes.
Withdraw consent
Where we rely on your consent to process your personal information (including sensitive information), you may withdraw that consent at any time. This may affect our ability to continue providing the Services.
To exercise any of these rights, please contact us via the 'Contact' section of the Website. We will acknowledge your request and respond within 30 days.
MINORS
Our Services are designed for adults aged 18 and over. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us immediately and we will take prompt steps to remove that information from our records.
COMPLAINTS AND ENFORCEMENT
If you have a complaint about how we have handled your personal information, please contact us in the first instance via the 'Contact' section of the Website. We will investigate your complaint and respond within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.
We will cooperate with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of personal data that cannot be resolved between Rhiannon Wihardjo and an individual.
CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or for other operational reasons. When we make significant changes, we will notify you by updating the effective date at the top of this page and, where appropriate, by providing a more prominent notice (such as an email notification).
Your continued use of the Website or Services following any changes constitutes your acceptance of the updated Privacy Policy. If you do not agree with any changes, you should cease using the Website and Services and contact us to discuss your options.
GOVERNING LAW
This Privacy Policy is governed by the laws of Queensland, Australia. Any disputes arising in relation to this Privacy Policy will be subject to the jurisdiction of the courts of Queensland, Australia.
Last updated: 14 May 2026