PRIVACY POLICY
Rodney Peacock Coaching is a trading name of Peacocks in Flight Pty Ltd ABN 28 678 155 489 ("we", "us").
Coaching works because you can speak openly, so here is how we look after your personal information. We are based in Victoria, Australia, and we follow the Australian Privacy Principles in the Privacy Act 1988 (Cth) as a matter of good practice. We also comply with other privacy laws where they apply to us. Please read this with our Website Terms and, if you are a client, your Coaching Agreement.
1. What we collect
Contact and billing details: name, email, phone, organisation, role, address, invoicing history, and a simple coaching session log (date, name, length, paid or pro bono) kept for ICF credential checks. We don't store card details.
Coaching information you choose to share: goals, plans, challenges, strengths, career background, income where relevant, psychometric results, feedback reports such as 360 surveys, details of people in your life that you mention (such as family), and our coaching notes.
Emergency contact: someone you nominate. We use their details only where we reasonably believe contacting them is necessary to lessen or prevent a serious threat to your life, health or safety.
Sensitive information, such as health or neurodiversity, only if you volunteer it and it is relevant. You are never required to share it, and we won't pass it on without your express consent unless the law requires or permits it.
Card payments for booking deposits are processed by Stripe, and we don’t store card details.
Recordings, only with your express consent (see section 4).
Website information: what you enter in forms, plus basic technical data (such as your IP address, device and pages visited) collected through cookies and analytics.
Information from others: your employer or a referral platform may give us your name, contact details, role and the purpose of the coaching. If our services may be relevant to your work, we may also take business contact details from public sources such as your LinkedIn profile, and we will tell you where we found them.
We collect information from you directly wherever we can. You don't have to give us anything, but we can't coach without some basics.
2. Why we use it
To respond to enquiries and book sessions, deliver and improve our coaching, keep records, send invoices, take payments, arrange assessments you ask for, meet our professional, legal and insurance obligations, and run and secure our website. With your agreement, or where Australian law otherwise permits us to contact you, we may also tell you about our services. We don't sell personal information.
3. Employers, sponsors and referral platforms
If an employer pays for your coaching, or a platform (such as CoachHub, EZRA, Corporate Counseling Associates or Fiverr) refers you, what we report back is agreed with you first. It is typically limited to broad themes and outcomes, and possibly attendance. Some platforms also see attendance or engagement information through their own systems. We follow the ICF Code of Ethics on confidentiality and do not share what you say in sessions without your express consent, except where disclosure is required or permitted by law, including where we reasonably believe it is necessary to lessen or prevent a serious threat to someone's life, health or safety (see section 5). A platform's or program provider's own privacy terms also apply to information it collects. If we coach you as part of another organisation's program, that organisation's terms govern our work for it, and this policy applies to our own private clients and website.
4. Recordings, AI tools and group sessions
We record sessions only with your express consent, for a stated purpose such as our own professional recertification, and delete recordings soon after that purpose is met. Occasionally a recording may go to a training or mentoring organisation for transcription and mentor review (for example, Solutions Academy in Germany). We only do that with your specific consent, after telling you who receives it, where they are and why. You can say no without affecting your coaching, and you can withdraw consent at any time. Withdrawing stops any future recording or sharing. We can't undo something already shared, but we will ask the recipient to delete it.
We don't currently use AI note-taking tools. If we do, we will only use one with your express consent and will tell you which.
In group sessions, other participants will hear what you share. We ask everyone to keep it confidential but can't guarantee they will, so share only what you are comfortable with. We only record a group session with every participant's consent.
5. Who we share information with
Our team: employees, contractors or associates who help deliver our services. We require them to keep it confidential, and they see only what they need.
Service providers: Squarespace (website), Calendly (calendar, bookings), Google (email, calendar, booking and Meet), Microsoft (OneNote, Office and Teams), Zoom (meeting backup), Stripe (card payments for booking deposits) and Xero (invoicing).
Assessment providers: such as The Birkman Method. We give them your name and email, and they then collect your assessment responses and produce your results under their own privacy terms.
Our accountant: your name, address and invoicing history only. No coaching notes.
Insurers, brokers and legal advisers, where needed to manage a claim, complaint or advice.
Authorities or others, where disclosure is otherwise permitted or required by law, including where we reasonably believe it is necessary to lessen or prevent a serious threat to someone's life, health or safety.
Some of these providers store information outside Australia, mainly in the United States, and in Germany if a recording goes to a mentoring organisation. Some also use data centres in other countries, which their own privacy policies list. We choose reputable providers and take reasonable steps to make sure they protect your information.
6. Marketing, testimonials and getting in touch
We send marketing emails only where you have agreed or your consent can reasonably be inferred, and each one identifies us and has a working unsubscribe link. We use your name, words or story in testimonials or case studies only with your written permission, and we take reasonable steps so that you can't reasonably be identified from any anonymised example. You can withdraw permission at any time for future use, and we will remove your material from channels we control, though we can't recall anything already copied or shared by others.
If we contact you first, we will say who we are and where we found your details. If you'd rather not hear from us, tell us and we will stop. We keep only the minimum needed (your name and email) so that we don't contact you again.
7. Our website
Our website is built on Squarespace and uses cookies, which are small files stored on your device. Some are essential for the site to work and stay secure, and others may help us understand how the site is used. You can block or delete cookies in your browser settings, though parts of the site may not work properly. When you click a link to book a time, you go to a booking page run by Calendly, which collects what you enter under its own privacy policy and stores it in the United States. If you pay a booking deposit there, the card payment is processed by Stripe under its own privacy policy.
8. Security and how long we keep things
We take reasonable steps to protect your information, including password-protected systems and limiting access to coaching notes to people who need it. Handwritten notes are scanned and the paper shredded. If a data breach is likely to cause serious harm, we will notify affected people and, where required, the Office of the Australian Information Commissioner (OAIC).
We keep information only as long as we need it:
Invoices and financial records: as the Australian Taxation Office requires, generally five years.
Coaching notes and client records: up to seven years after our work ends, where we reasonably need them for professional, insurance and legal purposes, including defending a claim, then we destroy or de-identify them securely.
Recordings: deleted soon after the purpose is met.
Enquiries that don't become coaching, and people we've contacted who haven't replied: about 12 months.
Marketing contacts: until you unsubscribe or ask us to stop. We may keep your name and contact details where needed to make sure we don't contact you again.
9. Your rights
You can ask us at any time for a copy of the personal information we hold about you, or to correct it. You can also ask us to stop using it for marketing or for any purpose you agreed to, and to delete it, which we will do unless we need to keep it for a legal, insurance or professional reason. We will respond within 30 days.
If another privacy law applies to our handling of your personal information, you may have additional rights. We will respond to those rights as required by that law.
10. Children, changes and contact
Our services are for adults aged 18 and over. We may update this policy from time to time, and the latest version is always on our website.
For any privacy question, request or complaint, contact:
Rodney Peacock Coaching, a trading name of Peacocks in Flight Pty Ltd ABN 28 678 155 489
Email: rodney@peacocksinflight.com.au
We will acknowledge your message within five business days and respond within 30 days. If you're not satisfied, you can contact the Office of the Australian Information Commissioner (www.oaic.gov.au or 1300 363 992), which can tell you about your options and, where the Privacy Act applies to us, may look into your complaint.
Last Updated: 23 October 2026