1. Overview

This Privacy Policy explains how Joshua Wykes Coaching (“I,” “me,” or “my”) collects, uses, and protects personal information.

I am committed to respecting your privacy and handling your information responsibly and transparently, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). I also follow good-faith privacy practices that align with U.S. standards for clients located in the United States.

2. Information I collect

I collect personal information directly from you when you:

• Book a discovery call or coaching session

• Complete an intake form or coaching agreement

• Communicate by email, phone, or video call

• Make a payment or sign a contract

The types of personal information collected may include:

• Name, email address, phone number, and general location

• Professional or personal background (as shared voluntarily)

• Notes and reflections from coaching sessions (with your consent)

• Payment details processed securely through Stripe

• Signatures and agreements via Dropbox Sign (HelloSign)

When you visit my website, limited information (such as browser type and page views) may be automatically collected by Squarespace for security and site functionality.

3. How I use your information

I use your information to:

• Schedule and manage appointments

• Deliver coaching sessions and follow-up materials

• Maintain records of coaching progress (with your consent)

• Issue invoices and process payments

• Communicate with you about services

• Comply with legal, ethical, or professional obligations

I do not sell, rent, or trade personal information under any circumstances.

4. Storage and security

I store information using secure, password-protected systems, including:

• Google Workspace and Google Drive (U.S.-based servers)

• Apple iCloud (U.S.-based servers)

• Local storage on encrypted devices in Australia

When recording or transcribing a coaching session, I may use Gemini (Google Meet transcription) with your explicit consent. Transcripts and notes are used solely for coaching and reflection purposes.

I take reasonable steps to protect your information from misuse, loss, unauthorized access, or disclosure. However, no internet transmission or electronic storage method is completely secure, and I cannot guarantee absolute protection.

5. Third-party service providers

To deliver my services efficiently, I use trusted third-party platforms. These providers may store or process data on servers outside Australia, including in the United States.

Key providers include:

• Acuity Scheduling – appointment booking and calendar management

• Stripe – secure payment processing

• Dropbox Sign (HelloSign) – electronic contract signing

• Google Workspace, Drive, and Gemini – email, document storage, and transcription

• Squarespace – website hosting and contact form functionality

Each provider has its own privacy policy outlining how it protects and manages personal data.

6. Disclosure of information

I do not share your personal information with third parties unless:

• You have given explicit consent

• It is required by law or legal process

• It is necessary to protect your safety or the safety of others

7. Cross-border data handling

Some systems I use are hosted overseas, including in the United States. By providing your information, you consent to its storage and processing in those locations. I take reasonable steps to ensure that any third-party services I use handle information securely and in line with privacy expectations.

8. Access, correction, and deletion

You have the right to:

• Request access to the personal information I hold about you

• Ask for corrections if you believe it is inaccurate or incomplete

• Request deletion of your information when no longer required for service delivery or legal purposes

To make a request, please contact me at josh@joshuawykes.com. I will respond within a reasonable timeframe.

9. Retention

Coaching notes and client records are retained only as long as necessary to provide services, meet legal obligations, or maintain professional records—typically up to seven years after the completion of coaching, unless deletion is requested sooner and appropriate.

10. Working with minors

My coaching services are primarily designed for adults. If I work with a client under the age of 18, I will require parental or guardian consent before collecting, using, or storing any personal information.

11. Cookies and analytics

At present, I do not use tracking or advertising cookies beyond those necessary for basic Squarespace website functionality. If analytics or marketing tools (such as Google Analytics) are introduced in the future, this policy will be updated to reflect that use.

12. Updates to this policy

This Privacy Policy may be reviewed and updated from time to time. The latest version will always be available on my website, with the “Last updated” date shown at the top.

13. Contact

If you have any questions, concerns, or requests about how your personal information is handled, please contact:

Joshua Wykes Coaching
Email: josh@joshuawykes.com
Location: Central Coast, NSW, Australia