Health Privacy Policy
Roar Embodiment | Kate Mellis
This Health Privacy Policy explains how Kate Mellis (ABN 34334750799) trading as Roar Embodiment (‘we’, ‘us’ or ‘our’) collects, uses, holds, discloses and protects your personal information, including your health and other sensitive information.
We are based in Queensland, Australia and provide embodiment coaching, somatic coaching and related movement services. Because our services involve activities intended to support your physical and psychological wellbeing, and because we collect and hold health information, we treat ourselves as bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (‘APPs’), regardless of our annual turnover. Where our services touch clients located overseas, additional privacy laws in those places may also apply.
What Information we Collect
Depending on how you interact with us, we may collect:
• Identity and contact information such as your name, email address, phone number, postal address, and emergency contact details.
• Payment information such as billing details and records of payments and instalments (we do not store full card numbers; payments are processed by our third-party payment providers).
• Health information such as physical health, injuries, medical conditions, pregnancy, medications, mental health history, current treatment and practitioners, and other information you provide through intake and screening.
• Other sensitive information such as information about your sexuality, sexual practices and experiences, and information you share during coaching that reveals sensitive matters.
• Session information such as notes we make in connection with your coaching, and, where you have given separate written consent, audio or video recordings of sessions.
• Website and communications data such as enquiries, correspondence, and information collected when you use our website, newsletter or social channels.
Sensitive Information and Consent
2.1 Health information and information about your sexuality and sexual practices are sensitive information under the APPs and are given a higher level of protection.
2.2 We only collect sensitive information where you have consented to us doing so and the information is reasonably necessary for our services, or where the collection is otherwise required or authorised by law. You provide this consent through our separate Collection of Sensitive Information and Consent form.
2.3 You may decline to provide sensitive information. If you do, we may be unable to safely provide some or all of our services, and we may decline to work with you where we cannot properly assess suitability.
2.4 You can withdraw your consent at any time by contacting us in writing. Withdrawal does not affect anything already done in reliance on your consent, and may mean we can no longer provide the services.
How and Why we Collect Information
3.1 We collect information directly from you wherever practicable, including through intake and screening forms, coaching sessions, email, phone, our website and booking or payment systems.
We collect, hold and use your information to:
• assess your suitability for our services and identify any contraindications or safety considerations;
• plan, deliver, tailor and administer your coaching and any group sessions;
• communicate with you, respond to enquiries, and manage bookings, payments and instalment plans;
• keep appropriate records, manage our business, and meet our insurance, professional and legal obligations;
• where you have consented, send you newsletters, program information and offers, which you can opt out of at any time.
3,2 We will only use your information for a purpose you would reasonably expect, a purpose you have consented to, or a purpose otherwise permitted by law. We do not sell your personal information.
Recordings
4.1 We do not record sessions by default. Where a session is recorded, it is only with your separate, express, written consent, which you can refuse or withdraw at any time without affecting your access to the services.
4.2 Recordings that reveal sensitive information are treated as highly confidential. They are stored securely, access is limited, and they are retained only for as long as needed for the purpose consented to, then destroyed or de-identified.
Who We Disclose Information To
We do not disclose your personal information except:
• to trusted service providers who help us operate, such as scheduling, video-conferencing, payment, email and file-storage providers, who are required to protect your information;
• to another health or support practitioner, but only with your consent, for example where we make a referral;
• where disclosure is necessary to lessen or prevent a serious threat to the life, health or safety of you or another person, or is required or authorised by law;
• to our professional advisers or insurers where reasonably necessary.
5.1 We do not use your information for the purpose of any automated decision-making, profiling or artificial-intelligence training, and we do not use artificial intelligence to assess, analyse or generate reports about you.
Overseas Disclosure
6.1 Some of our service providers (for example, video-conferencing, email and cloud-storage platforms) may store or process information on servers located outside Australia.
6.2 Where we disclose information overseas we take reasonable steps to ensure it is handled consistently with the APPs. By providing your information and using our services, you acknowledge these overseas disclosures. Where required, we will seek your consent.
Security, Storage and Retention
7.1 We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, modification or disclosure, including access controls, secure storage and limiting who can see sensitive information.
7.2 We retain your information only for as long as reasonably necessary for the purposes described above or as required by law, insurance or professional obligations, and then take reasonable steps to destroy or de-identify it. Records concerning health information are generally retained for a minimum period consistent with legal and insurance requirements.
7.3 We participate in the Notifiable Data Breaches scheme. If a data breach is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (‘OAIC’) as required by law.
Access and Correction
8.1 You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. Contact us using the details below.
8.2 We will respond within a reasonable time. In limited circumstances we may decline access or correction as permitted by law, in which case we will explain why and how you can respond.
Direct Marketing
9.1 Where you have opted in, we may send you marketing communications. Every marketing message includes a way to unsubscribe, and you can opt out at any time by contacting us. We handle marketing consistently with the APPs and the Spam Act 2003 (Cth).
Complaints
10.1 If you have a concern about how we have handled your information, please contact us first using the details below so we can try to resolve it.
10.2 If you are not satisfied with our response, you may complain to the OAIC at www.oaic.gov.au or by phone on 1300 363 992.
Changes to this Policy
11.1 We may update this policy from time to time. The current version is the one published or provided to you, and it takes effect from the date shown below.
How to Contact Us
Kate Mellis trading as Roar Embodiment
Email: kate@roarembodiment.com
Effective date: July 2026 July 2026