Privacy Policy

Effective Date: June 2026

1. Introduction

Coach James ("Coach James", "we", "us" or "our") is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and any other applicable Australian privacy laws.

This Privacy Policy explains how we collect, use, store, disclose and protect your personal information when you visit our Website, engage our services or otherwise interact with Coach James.

Coach James provides executive coaching, leadership coaching, career coaching, interview coaching, consulting, keynote presentations, workshops, training and related professional development services.

By using our Website or engaging our services, you consent to the collection, use and disclosure of your personal information as described in this Privacy Policy.

2. What Personal Information We Collect

We collect only the personal information that is reasonably necessary to provide our services and operate our business.

Depending on your interaction with Coach James, we may collect:

  • your name;

  • postal address;

  • email address;

  • telephone number;

  • organisation, job title and professional background;

  • coaching goals, assessments and questionnaires;

  • coaching session notes;

  • appointment history;

  • communications between you and Coach James;

  • documents or resources you voluntarily provide;

  • payment and billing records;

  • technical information relating to your use of our Website; and

  • any other information you voluntarily provide during your coaching engagement.

Coach James does not collect or store complete credit or debit card details. Payments are securely processed by Stripe.

Sensitive Information

From time to time, you may voluntarily disclose information relating to your wellbeing, career, leadership challenges or other personal matters during coaching sessions.

Coach James will only collect sensitive information where:

  • you voluntarily provide it;

  • it is reasonably necessary for the coaching engagement; and

  • collection is permitted under Australian privacy law.

3. How We Collect Personal Information

We collect personal information in a variety of ways, including:

  • directly from you;

  • when you submit enquiries through our Website;

  • when booking coaching sessions;

  • during coaching conversations;

  • through assessments and questionnaires;

  • through CoachAccountable;

  • through Google Meet or telephone conversations;

  • via Amazon Connect when you contact us by telephone;

  • through Google Workspace email correspondence;

  • through cookies and analytics technologies; and

  • where otherwise permitted by law.

Where practical, we collect information directly from you.

4. Why We Collect Your Information

We collect, use and hold personal information to:

  • deliver coaching, consulting and training services;

  • administer coaching engagements;

  • schedule appointments;

  • maintain coaching records;

  • communicate with Clients;

  • provide coaching resources;

  • process payments;

  • respond to enquiries;

  • improve our services;

  • improve Website functionality;

  • meet legal and regulatory obligations;

  • protect our legal rights; and

  • otherwise operate our business.

We will only use your personal information for the purpose for which it was collected unless another use is authorised by law or you provide consent.

5. Marketing Communications

Where you subscribe to receive updates, newsletters or resources from Coach James, we may use your contact details to send information about coaching services, events, articles, programs or other business updates.

You may unsubscribe from marketing communications at any time using the unsubscribe link contained within our emails or by contacting us directly.

Coach James complies with the Spam Act 2003 (Cth).

6. Payment Information

Payments are securely processed through Stripe, our third-party payment provider.

Coach James does not collect, process or store your complete credit or debit card details.

Stripe handles payment information in accordance with its own Terms of Service and Privacy Policy.

7. Third-Party Service Providers

Coach James uses trusted third-party service providers to operate our business and deliver services, including:

  • CoachAccountable (client management and coaching platform);

  • Stripe (payment processing);

  • Google Workspace (business email and productivity services);

  • Google Meet (online coaching sessions and meetings);

  • Amazon Connect (telephone communications and voicemail);

  • website hosting providers;

  • website analytics providers; and

  • cloud storage and IT service providers.

These providers may have access to personal information only where necessary to provide their services.

Each provider remains subject to its own privacy policy and terms of use.

8. Overseas Disclosure

Some third-party providers used by Coach James may store or process personal information outside Australia.

This may include providers operating in the United States or other jurisdictions.

Where overseas disclosure occurs, Coach James takes reasonable steps to ensure those providers handle personal information in a manner substantially consistent with the Australian Privacy Principles.

By using our services, you acknowledge and consent to these overseas disclosures where reasonably necessary for service delivery.

9. Coaching Records and Confidentiality

Coach James maintains confidential coaching records and session notes for the purpose of supporting coaching engagements and maintaining appropriate business records.

These records remain the property of Coach James and are treated as confidential.

Information shared during coaching sessions will not be disclosed except:

  • with your consent;

  • where required by law;

  • where there is a serious and imminent threat to the health or safety of any person;

  • to obtain professional legal or accounting advice; or

  • where reasonably necessary to administer coaching services.

10. AI-Assisted Technologies

Coach James may use AI-assisted technologies to support administrative tasks, drafting communications, preparing summaries, improving workflows or enhancing service delivery.

Where AI-assisted technologies are used:

  • appropriate human oversight will be maintained;

  • AI-generated content may be reviewed and edited before use;

  • personal information will only be used where reasonably necessary for the relevant purpose; and

  • personal information will not knowingly be submitted for the purpose of training publicly available AI models.

11. Website Analytics and Cookies

Our Website uses cookies and similar technologies to improve functionality, understand visitor behaviour and enhance user experience.

Cookies may also assist with website security, analytics and remembering your preferences.

For more information about how cookies are used, please refer to our Cookie Policy.

12. Data Security

Coach James takes reasonable technical and organisational measures to protect personal information against:

  • misuse;

  • interference;

  • loss;

  • unauthorised access;

  • modification; and

  • disclosure.

Security measures may include encrypted communications, password protection, secure cloud storage, access controls and reputable third-party technology providers.

While reasonable steps are taken to protect personal information, no internet transmission or electronic storage system can be guaranteed to be completely secure.

13. Data Retention

Personal information is retained only for as long as reasonably necessary to fulfil the purposes outlined in this Privacy Policy or as required by law.

When information is no longer required, Coach James will take reasonable steps to securely destroy, permanently delete or de-identify the information.

14. Access and Correction

You may request access to the personal information that Coach James holds about you and request the correction of any information that is inaccurate, incomplete or out of date.

Clients with an active CoachAccountable account may also view and update certain personal information directly through their secure Client Portal. Please note that some records, including coaching notes, business records and information required to be retained for legal or administrative purposes, may only be accessed, corrected or managed by Coach James upon request.

Requests for access to, or correction of, personal information not available through the Client Portal should be submitted using the contact details provided below. Coach James will respond to such requests within a reasonable timeframe and in accordance with applicable privacy laws.

15. Children's Privacy

Coach James does not knowingly collect personal information from individuals under 18 years of age without the consent of a parent or legal guardian.

Coach James maintains a current Working with Children Check (WWCC) and is committed to providing a safe environment for children and young people where coaching, training or related services are delivered to individuals under 18 years of age or in child-related settings.

Where Coach James engages subcontractors or other representatives to deliver services involving children or young people, they are required to hold and maintain a current Working with Children Check (or equivalent clearance required in the relevant Australian jurisdiction) where legally required, and to comply with all applicable child safety and privacy obligations.

Any personal information collected in relation to children or young people will be handled in accordance with this Privacy Policy, applicable privacy legislation and relevant child safety laws.

16. Notifiable Data Breaches

If Coach James becomes aware of an eligible data breach likely to result in serious harm, we will comply with the Notifiable Data Breaches Scheme, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC), where required.

17. Privacy Complaints

If you believe Coach James has breached your privacy rights, please contact our Privacy Officer using the details below.

We will investigate your complaint and endeavour to respond within a reasonable timeframe.

If you are dissatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

18. Changes to this Privacy Policy

Coach James may update this Privacy Policy from time to time to reflect changes in legislation, technology, business practices or the services we provide.

The most current version will always be available on our Website.

19. Contact Us

Privacy Officer
Coach James
P.O. Box 8230
Werrington County NSW 2747
Australia

Email:privacy@coachjames.com.au

If you have any questions, requests or concerns regarding this Privacy Policy or the handling of your personal information, please contact the Privacy Officer using the details above.