Privacy policy

The protection of your health information is very important to us. By "health information," we mean protected health information as defined under New Zealand law (Privacy Act 2020 and its implementing regulations such as Health Information Privacy Code 2020). We recognize that many of the things we discuss are sensitive, and because of this, it is important that you are aware of how this information is used and may be revealed. This document contains a description of how your healthcare information is used and sometimes disclosed. It is intended to inform you of our policies, procedures, and practices regarding the collection, use, and disclosure of any information that you provide through Unconventional Limited, trading as Unconventional Organisation.

Confidentiality

Protecting your personal information is our top priority. We will not provide your personal information to other healthcare professionals and/or organizations without your consent, except when required by the law, if it is assessed that you are at serious risk of harming yourself or someone else, or if there is a clear child protection issue. In such situations, we are duty-bound and compelled by law to inform the appropriate authorities and relevant persons who can best provide the support to prevent such harm.

In the event that we are requested by authorities to provide access to documents held by Unconventional Organisation or to attend interviews with authorities in connection with the work we have done for you, we shall comply with the request only to the extent that we are bound by law to do so and shall notify you of the request or the sharing of information. Our priority will be to protect your interests in those circumstances.

Where you provide us with any personal data of third parties, you confirm that you have obtained all necessary consents to do so and that we may collect, use and disclose such personal data for the purposes set out above.

We reserve the right to disclose any information to our professional indemnity insurers or advisers.

Recording Usage and Storage:

We record group coaching sessions and some coaching content for the following purposes:

Educational resource access for active program members
Quality assurance and training
Content creation and program improvement
Marketing and promotional materials (coach's content only)

For group coaching sessions:

Recordings are stored securely within our community platform
Access is limited to active program members
Recordings cannot be downloaded or shared outside the platform
Members can request removal of specific content by contacting support@unconventionalorganisation.com

Information We May Collect

In order for us to meet your needs on our online coaching platform and to ensure your safety, we may have to collect personal identifiable information such as, but not limited to, your name, phone number, your email address, your address, your next of kin contact number and log data (your computer Internet Protocol address "IP"), Health information that you provide us, which may include information or records relating to your medical or health history, health status and laboratory testing results, diagnostic images, other health-related information and billing information that you provide us, such as credit card details.
For the purpose of evaluating the effectiveness of our services, we will collect some personal information about you such as your demographic details, your feedback about this service, information on pages that you visit on our platform, the duration that you spend talking to us on the platform, the number of exchanges ("live chats or emails") between you and your coaches, and any information that you share with us over the platform. However, you will not be identified in any of our data reporting and evaluation processes.

Recording and Content Collection:

Group coaching session recordings through our community platform
Educational content and strategy explanations from coaching sessions
Screenshots or excerpts from coaching sessions (with appropriate anonymization)
Participant engagement metrics and platform usage data

AI-Powered Features:

In addition to Zoom's AI Summaries feature, we may use other AI-powered tools to:

Generate session summaries
Create transcripts for training purposes
Analyze program effectiveness
Improve our service delivery

All AI-powered features are implemented with strict privacy controls and data protection measures in accordance with Privacy Act 2020 requirements.

Marketing Content Usage

We may use certain content from our coaching sessions for marketing purposes, including:

Educational snippets from our coaches
Strategy explanations and teachings
Program highlights and examples

When using any content for marketing:

All participant information will be removed unless we have asked and been given permission
Only coach-provided content will be used without modification
No participant contributions will be included without explicit consent

Storage of Data

All electronic storage and transmission of personal data are secured with appropriate security technologies at Unconventional Organisation and comply with Privacy Act 2020 and its governing legislation.

How Long Will We Keep the Information About You?

At Unconventional Limited, we understand the importance of protecting your privacy and controlling your data. We carefully consider the type of information we collect and the length of time we retain it.

We will keep your information for as long as it is necessary to fulfil the purposes for which it was collected and to comply with applicable laws and regulations. This typically includes, but is not limited to:

Providing you with our coaching services: This includes retaining information necessary for scheduling sessions, tracking progress, and delivering content.

Maintaining accurate financial records: We are legally obligated to retain invoices, quotes, receipts, and other financial documents for a specific period as required by tax laws.

Resolving disputes and fulfilling legal obligations: In some cases, we may need to retain information for litigation purposes or to comply with subpoenas or other legal requests.

However, you have the right to request that we delete certain types of information about you at any time, except for those we are legally required to retain. This includes, but may not be limited to:

Client notes and AI summaries: We understand that these records may contain sensitive information and are happy to comply with your request to remove them from our system.

Personal contact information: You can choose to have your name, email address, phone number, and other contact details deleted from our database at any time.

To request data deletion, please contact us at support@unconventionalorganisation.com. We will process your request within a reasonable timeframe, in accordance with applicable laws and regulations.

Please note that while we make our best efforts to fulfil your deletion requests, it is not always possible to completely remove all information from our systems due to backups and technical limitations. However, we will take all commercially reasonable steps to ensure that your data is no longer actively used or accessible.

Queries and Requests for Additional Information

For questions about our privacy practices or additional information about our privacy policy, you can contact us via email at: privacy@unconventionalorganisation.com