This policy explains how Melanie O’Toole trading as Head Forward Leadership Partners (ABN 62 401 695 875) collects, uses, stores and discloses personal information.
Information we collect
We may collect your name, role, organisation, contact details, enquiry details, service records, feedback, billing information and website interaction information. When a service involves interviews or leadership diagnostics, we may also collect employment-related opinions and experiences.
How we collect information
We collect information directly from you, from an organisation engaging us, during interviews, workshops and service delivery, and through website or email contact. We may also receive relevant information from authorised business contacts or publicly available sources.
Why we use information
We use information to respond to enquiries, assess suitability, deliver services, communicate with clients and participants, prepare de-identified or aggregated findings, invoice and administer engagements, improve our services, meet legal obligations and protect legitimate business interests.
Sensitive information
We only collect sensitive information when it is reasonably necessary and with consent, or where otherwise permitted by law. Please do not send sensitive employee information through the website enquiry form.
Disclosure
We may disclose information to professional advisers, technology and administration providers, insurers, regulators or authorities where reasonably required. We do not sell personal information. Service providers may process information outside Australia; where relevant, we take reasonable steps to understand and manage those arrangements.
Security and retention
We take reasonable administrative and technical steps to protect personal information. We retain it only while needed for the purpose collected, for agreed service delivery or as required by law, then securely delete or de-identify it.
Access and correction
You may ask to access or correct personal information we hold about you. We may need to verify your identity and may refuse a request where permitted by law.
Marketing and cookies
We may send relevant business communications where you have consented or where permitted by law. You can unsubscribe at any time. This website may use essential technical storage and basic analytics; this policy will be updated before non-essential tracking is introduced.
The Head Forward coaching app (Lead From Your Pocket)
This section applies when you use the Head Forward coaching app on the web, on iPhone or on Android.
Account information. To create an account we collect your name, email address and password. Account and access records (such as program access codes, access dates and your acceptance of the information notice) are stored using Supabase, our account and database provider.
Coaching requests. When you ask for a personalised response, the situation, context and practice messages you enter are sent to OpenAI to generate the response. We ask that you use roles or initials and leave out identifying details about other people. The app does not keep a server-side database of your coaching conversations, and requests are made with response storage turned off; OpenAI may still retain data for a limited period under its own policies.
Saved plans. Plans you choose to save are stored on your own device or browser, not on our servers. Anyone with access to that device or browser profile may be able to see them.
Dictation. If you use “Speak your situation”, your device’s or browser’s speech service converts your voice to text. We do not receive or store audio recordings.
Payments. Any web payments are processed by Square. Purchases made in the iPhone app are processed by Apple, and purchases made in the Android app are processed by Google Play. RevenueCat is used to confirm your access. We do not receive your full card details.
Deleting your account. You can delete your account at any time from Account controls in the app. This removes your account and access records, subject to any records we must keep by law, such as payment records.
No tracking or advertising. The app does not show advertising and does not track you across other companies’ apps or websites.
Data incidents
If a data incident is likely to result in serious harm, we will assess and respond in accordance with applicable Australian requirements, including notification where required.
Questions or complaints
Contact info@headforward.au. We will acknowledge a privacy complaint and aim to provide a substantive response within 30 days. You may also contact the Office of the Australian Information Commissioner.