Privacy Policy

Acaridan Pty Ltd trading as ADHD Systems & Strategy (we, us or our) respects your privacy and is committed to handling personal information responsibly. This Privacy Policy explains how we collect, hold, use and disclose personal information through our website, enquiries, referrals and service-related communications.

We aim to handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

1. Personal information we collect

The kinds of personal information we may collect and hold include:

• identity and contact details, including your name, email address, phone number and preferred contact method
• general enquiry details and correspondence
• client coaching enquiry information, such as occupation, work schedule, current routines, main challenges, overwhelm triggers, desired outcomes and session preferences
• workplace enquiry information, such as organisation, role, industry, whether support is for an individual or team, and the main workplace challenge
• referral information supplied by a psychologist or clinician, including referrer and practice details, client contact details, the reason for referral and relevant risk considerations
• limited health or sensitive information voluntarily provided in an enquiry or referral, such as whether a person has an ADHD diagnosis
• service administration, appointment, payment and transaction information, where applicable
• technical information about use of the website, such as IP address, browser type, device information, pages visited and cookie or analytics data

Please do not provide medical records or sensitive information that is not reasonably necessary for your enquiry.

2. How we collect personal information

We may collect personal information:

• directly from you when you use the website form, call, email or otherwise communicate with us
• during service delivery or administrative communications, including through Zoom or Microsoft Teams
• from a psychologist, clinician, employer or other authorised person who makes an enquiry or referral with the appropriate authority or consent
• automatically through cookies, analytics tools and standard website technologies
• from service providers or publicly available sources where this is lawful and reasonably necessary

3. Why we collect and use personal information

We may collect, hold and use personal information to:

• respond to enquiries and return requested calls or emails
• assess whether our non-clinical coaching or workplace services may be suitable
• manage psychologist or clinician referrals and communicate with the client and referrer where authorised
• provide, administer and improve our services
• schedule sessions and manage service-related records, payments and communications
• operate, secure and improve the website
• send service updates or marketing communications where consent has been provided or otherwise permitted by law
• comply with legal obligations, resolve complaints and protect our lawful interests

4. Sensitive information and referrals

Information about ADHD diagnosis or other health matters may be sensitive information. We only ask for limited information relevant to determining service suitability or responding to a referral. We do not request unnecessary medical records through the website.

Where a psychologist or clinician provides personal or sensitive information about another person, the referrer must have appropriate authority and consent to provide that information. Submission of a referral does not guarantee that services will be accepted or provided.

5. Disclosure of personal information

We may disclose personal information where reasonably necessary to:

• our personnel, contractors and authorised representatives who need it to perform their duties
• website hosting, customer relationship management, form, email, cloud storage, video conferencing, analytics, security and payment service providers
• professional advisers, insurers, auditors or regulators
• a psychologist, clinician, employer or workplace contact where the individual has authorised the communication or it is otherwise lawful
• government bodies, courts, law enforcement or emergency services where required or authorised by law, or where reasonably necessary to address a serious threat to life, health or safety
• a purchaser or adviser involved in a proposed sale, transfer or restructuring of the business, subject to appropriate confidentiality arrangements

We do not sell personal information.

6. Overseas processing

Some technology and service providers may store or process information outside Australia, including in the United States and other countries in which those providers operate. Where applicable, we take reasonable steps to use reputable providers and to manage overseas handling in accordance with applicable privacy requirements. Privacy protections in another country may differ from those in Australia.

7. Storage, security and retention

We take reasonable administrative, technical and physical steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No internet transmission or electronic storage system is completely secure, so absolute security cannot be guaranteed.

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, to meet legal, insurance and record-keeping obligations, or to resolve disputes. When information is no longer required, we take reasonable steps to delete, destroy or de-identify it where lawful and practicable.

8. Cookies and website analytics

The website may use cookies and analytics tools to operate the website, understand traffic and improve performance. You can usually control cookies through your browser settings, although disabling them may affect some website functions. We do not intentionally use website tracking to collect sensitive health information for advertising purposes.

9. Marketing communications

We may send marketing communications where you have consented or where permitted by law. You can unsubscribe at any time by using the unsubscribe option in the message or contacting us. Service-related communications may still be sent where necessary to respond to an enquiry or provide an agreed service.

10. Access and correction

You may ask to access the personal information we hold about you or request that it be corrected if it is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity before responding. In some circumstances permitted by law, access may be refused or limited, in which case we will explain the reason where required.

11. Privacy enquiries and complaints

If you have a privacy question or complaint, contact us using the details below and provide enough information for us to understand the issue. We will acknowledge and investigate the matter and aim to respond within a reasonable period.

If you are not satisfied with our response and the Privacy Act applies, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

12. Adults only

Our coaching services are intended for adults. We do not knowingly seek personal information from children through the website. If you believe a child has provided personal information without appropriate authority, please contact us so we can review and, where appropriate, delete it.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The current version will be published on the website with its effective date. Material changes will apply from the date the updated policy is published unless otherwise stated.

14. Contact us