Privacy Policy

This Privacy Policy applies to Flow is Love(“we,” “us,” “our”), an Australia-based practice providing Hypnotherapy, Strategic Psychotherapy, Mentoring, Holistic Therapy, Workshops, Retreats, Group Events, Embodied Movement Practices, Meditation, and Ceremonial Gatherings (both online and in-person).

We are committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By engaging with our website, booking sessions, or attending events, you consent to the data practices described in this policy.

Personal Information

We may collect personal details necessary to provide our services, administer events, and manage your bookings. This generally includes:

• Name, email address, phone number, and residential address.
• Date of birth and emergency contact details.
• Billing information (processed securely via third-party payment processors).

Sensitive & Health Information

For therapeutic and mentoring services, we may collect sensitive information with your explicit consent to ensure safe and effective treatment. This may include:

• Medical history, mental health background, and current medications.
• Session notes, therapeutic goals, and progress records.
• Lifestyle factors relevant to your treatment or mentoring journey.

Note: This sensitive information is strictly confidential and used solely for delivering safe and effective therapeutic support.

Event & Workshop Data

For group events, retreats, and workshops, we collect registration details, dietary requirements, and relevant physical capabilities to ensure participant safety, proper planning, and event administration.

Therapeutic Confidentiality

All information disclosed during 1:1 Hypnotherapy, Psychotherapy, and Mentoring sessions is held in strict confidence. We do not share your case notes or personal history with anyone without your written consent, except where required by law (e.g., mandatory reporting, court orders) or if there is an immediate risk of harm to yourself or others.

Data Security

We employ industry-standard security measures to protect your data. Electronic records are stored on secure, password-protected platforms. While we take reasonable steps to secure your data, no transmission over the internet is 100% secure. Session notes and health information are stored exclusively in encrypted digital files accessible only to authorized practitioners. Some administrative records and practitioner notes are stored using third-party cloud platforms, including platforms hosted in the United States. We take reasonable steps to minimise the personal information stored on these platforms and do not use their AI features in connection with any client information.

Flow is Love uses AI-assisted tools to support clinical preparation, session note-taking, and the development of therapeutic materials. We are committed to transparency about how these tools are used and what this means for your information.

Heidi Health

Heidi Health is a purpose-built AI scribe for health practitioners. It is used to assist with session note-taking and clinical documentation. Heidi transcribes sessions in real time, automatically removes personal identifiers before any processing occurs, and never stores audio recordings. All data is hosted within Australia and is compliant with the Australian Privacy Principles (APPs), ISO 27001, and SOC 2 Type 2 standards.

Notion

Notion is used by the practitioner for note-keeping and administrative tasks. Notion stores data on servers in the United States. The AI features within Notion are never used in connection with any content that contains client information.

Claude by Anthropic

Claude is a general-purpose AI assistant used for clinical planning, therapeutic script development, and psychoeducation content creation. No client names, dates of birth, or identifying details are ever entered into this tool. Only de-identified themes and clinical frameworks are used.

Our De-identification Protocol

Before any session material is used in connection with a general AI tool, all identifying information is removed. Full names are never entered into any AI tool. Heidi Health manages this automatically. For all other tools, identifying details are manually removed by the practitioner before use.

AI and Clinical Decisions

AI tools do not make clinical decisions. All AI-generated content — including hypnotherapy scripts, therapeutic materials, and session notes — is reviewed and approved by your practitioner before use. Your care remains human-led at all times.

Your Consent

In line with AHPRA guidelines on AI in healthcare, you will be informed before any AI tool is used in connection with your session content, and your consent will be sought at intake. You have the right to decline AI-assisted note-taking at any time. This will not affect the quality of care you receive. Your consent preference is recorded in your intake form and client file.

We review our use of AI tools regularly and will update this policy if our practices change.

• To provide, administer, and improve our therapeutic and event services.
• To communicate with you regarding appointments, bookings, and event details.
• To process payments via third-party secure gateways (e.g., Stripe, PayPal).
• To ensure your safety and wellbeing during sessions and events.
• To send newsletters or marketing materials (only if you have opted in), which you can unsubscribe from at any time. Newsletter signups are optional; your email will be used solely for updates and never shared externally.

We never sell, rent, or trade your personal information to third parties.

During public events, workshops, and retreats, photography or video recording may occur for marketing and promotional purposes.

• Consent: By attending these events, you acknowledge that media may be captured.
• Opt-Out: If you prefer not to be photographed or filmed, please inform a facilitator or team member prior to the start of the event so we can respect your privacy. If you opt out of event media, we will make every reasonable effort to ensure you are not photographed or filmed.
• Usage: Media may be used on our website, social media channels, and promotional materials to showcase our community offerings.

We utilize trusted third-party services to operate our business efficiently and securely. We encourage you to review their respective privacy policies. These platforms may include:

• Booking & Events: Humanitix, Calendly
• Payments: Stripe, PayPal, Square
• Website & Hosting: Vercel, Hostinger
• Communication: Gmail, Social Media (Instagram, Facebook)
• Clinical AI Tools: Heidi Health
• Productivity & Notes: Notion (data stored in the United States)

Claude by Anthropic is used by the practitioner for de-identified clinical planning and content development only. No client information is entered into this tool.

Our services, events, and website are intended for individuals aged 18 years and older. We do not knowingly collect personal information from minors. If you are under 18, please do not use our services or provide personal data without parental consent and direct supervision.

Under the Privacy Act 1988 (Cth), you have the right to:

• Access: Request access to the personal information we hold about you.
• Correction: Request corrections to any inaccurate, out-of-date, or incomplete information.
• Complaints: Lodge a complaint if you believe we have breached the Australian Privacy Principles. We take all complaints seriously and will respond within a reasonable timeframe.

International visitors: We also respect rights under GDPR (EU) and CCPA (California) where applicable, ensuring transparency and control over your data.

We reserve the right to modify this Privacy Policy at any time. Changes will be posted on this page with an updated “Effective Date.” Your continued use of our services constitutes acceptance of these changes.