1) About this policy
This policy explains how Relphia handles personal information collected via enquiry forms, email, phone, scheduling, and general site use. It applies to visitors, prospective attendees, clients, and event participants in Australia. The language is descriptive and neutral. Examples illustrate typical handling and may vary based on operational needs described here.
2) Information we collect
Information you provide: name, email, phone number, city, preferred days/time windows, and any notes you choose to include.
Technical data: IP address, device and browser type, general location inferred from IP, pages viewed, timestamps, and basic diagnostics.
Optional context: practical notes related to access or logistics (only if you choose to share them).
We do not request precise medical records, government IDs, or payment card numbers through the enquiry form. Please avoid including sensitive medical details in free-text fields.
3) Legal bases
We rely on the following grounds, as appropriate to each activity:
Consent — for optional communications, non-essential cookies, and optional context you choose to share.
Contract / pre-contract steps — to reply to enquiries, propose scheduling windows, and confirm bookings.
Legitimate interests — site security, security monitoring, basic analytics, and record-keeping to organise schedules and replies.
If any health-related note is shared, it is processed only with your clear, voluntary consent and can be removed on request.
4) How we use information
Respond to enquiries and communicate about schedules.
Prepare and send written confirmations and updates.
Operate the site (security logs, performance checks, diagnostics).
Understand aggregate usage through analytics.
Operate advertising and measurement in a neutral, informational manner (see Cookies and technologies).
We do not use automated decision-making that produces legal or similarly significant effects.
5) Cookies and similar technologies
We use cookies or comparable storage for:
Essential functions (security, page rendering).
Preferences (basic choices such as city or interface settings).
Analytics (aggregate measurement of navigation and page counts).
Advertising/measurement (placements and reach on third-party platforms).
You can manage cookies in your browser settings. If certain cookies are disabled, some features may display differently.
6) Advertising and analytics
We may work with advertising and analytics providers to show or measure placements and to understand aggregate usage. Shared data is limited to what the provider requires (for example, pseudonymised identifiers and page events). Sensitive interest categories are not used. You can adjust relevant preferences in your browser or applicable account settings.
7) Sharing with service providers
We engage trusted providers for hosting, email delivery, analytics, advertising technology, scheduling tools, and secure file handling. They process information under our instructions consistent with this policy and apply appropriate safeguards. We do not sell personal information.
8) International transfers
Some providers may process information outside Australia. When transfers occur, we rely on contractual safeguards and provider practices designed to keep information protected to a reasonable standard.
9) Retention
We keep information only as long as needed for the purposes described, then delete or anonymise it. Typical periods include:
Enquiry and scheduling records: up to 24 months from the last meaningful interaction.
Operational logs and diagnostics: up to 12 months, unless a longer period is needed for security.
Transaction/tax records (if applicable): retained for standard bookkeeping periods.
Retention periods may vary where operational accuracy requires a different timeframe as set out in this policy.
10) Security
We apply reasonable technical and organisational measures such as encryption in transit, access controls, backups, and environment monitoring. While no method is risk-free, controls are reviewed to keep them proportionate to the information handled.
11) Your choices and requests
Subject to applicable law, you may request to:
Access the personal information we hold about you.
Correct incomplete or inaccurate details.
Delete information that is no longer needed for the purposes described.
Restrict or object to certain processing where appropriate.
Withdraw consent for optional communications or optional context you provided.
Portability: request a copy in a commonly used format for information you supplied directly.
Requests are handled in writing, and identity verification may be required to protect your information.
12) Under-18s
Services and materials are intended for adults. If a participant is under 18, a parent or guardian should manage enquiries and any permissions. Personal information from under-18s is handled through the same steps described here, with guardian involvement.
13) Media and consent
Photos or short clips at sessions occur only with prior written consent. Consent can be withdrawn for future use. If you previously consented to media use and would like it removed from our channels where feasible, contact us with enough detail to identify the material.
14) Links and third-party tools
Links or embedded tools may lead to services operated by others. Their handling of information is described in their own policies.
15) Updates to this policy
We may update this policy from time to time. The latest version appears on this page with the effective date. Where suitable, important updates are highlighted on the site or by email.
16) Contact
For questions or data requests regarding this policy, please contact:
Relphia
Address: 1/56 Industrial Dr, Mayfield East NSW 2304, Australia
Phone: +61 2 4960 2516
Email: info@relphia.com
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