This policy explains how Fernleaf Business Consulting Pty Ltd, trading as Fernleaf Learning and Fernleaf Advisory (Fernleaf, we, us or our), collects, uses, holds and discloses personal information. It applies to our websites, online store, learning platforms, consulting and advisory services, courses, workshops, webinars, events and related communications.

We aim to manage personal information openly and responsibly, with regard to the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to our activities.

1. Personal information we collect

The information we collect depends on how you deal with us. It may include:

• identity and contact details, such as your name, email address, telephone number, organisation, role and billing address

• account, enrolment and participation details, including course progress, assessment responses, certificates, attendance and event registrations

• order, invoice, transaction and payment-related information, but not complete payment-card or payment-account credentials processed by a payment provider

• communications, enquiries, feedback, survey responses, support requests and complaint records

• business information you provide while participating in consulting, advisory, learning or workshop activities

• technical and usage information, such as device, browser, IP address, cookie identifiers, pages viewed and interactions with our websites or digital services

• marketing preferences and records of engagement with our communications

If you voluntarily tell us about an accessibility requirement, allergy, health condition or other participation need, that information may be sensitive information. We collect and use it only where reasonably necessary to support your participation, with your consent or as otherwise permitted by law.

2. How we collect information

We generally collect personal information directly from you when you visit our website, create an account, make a purchase, enrol in learning, register for an event, complete a form or survey, communicate with us, or participate in a service.

We may also receive information from an employer, sponsoring organisation, referral partner, event platform, learning platform, payment provider or another person who arranges a service for you. If you provide information about another person, you should have authority to do so and make them aware of this policy where appropriate.

3. Why we collect, use and disclose information

We collect, hold, use and disclose personal information where reasonably necessary to:

• provide, administer and improve our courses, workshops, events, advisory and consulting services

• process registrations, orders and payments, issue invoices and receipts, and manage refunds

• create and manage accounts, enrolments, attendance records, course progress and certificates

• communicate service information, joining instructions, reminders, updates and support

• respond to enquiries, access or correction requests, feedback and complaints

• make reasonable accessibility and participation arrangements

• operate, secure, analyse and improve our websites, systems and business

• meet contractual, insurance, accounting, tax, recordkeeping and legal obligations

• send marketing communications where you have consented or where otherwise permitted by law.

We may use de-identified or aggregated information for analysis, planning and service improvement where it no longer identifies an individual.

4. Learning, events and sponsoring organisations

Our learning and event services may be delivered through third-party platforms, including LearnWorlds and Microsoft Teams. Those platforms may collect registration, account, attendance, engagement and technical information under their own privacy terms as well as on our behalf.

If your employer or another organisation purchases or sponsors your participation, we may provide that organisation with information reasonably connected with the service, such as enrolment, attendance, progress, completion or certificate status. We will not ordinarily provide detailed assessment responses or sensitive information unless this has been explained, authorised or is required for the service or by law.

5. Payments

Payments may be processed through providers used by Squarespace, LearnWorlds or our other sales channels, including Squarespace Payments, Stripe, PayPal and available payment methods such as Afterpay. Payment providers process payment credentials under their own terms and privacy policies.

Fernleaf generally receives transaction details needed to confirm and administer a purchase but does not receive or store complete payment-card or payment-account credentials.

6. Marketing communications

If you subscribe or otherwise agree to receive marketing, we may send information about Fernleaf services, resources and events. You can unsubscribe using the link in a marketing email or by contacting us.

Unsubscribing from marketing does not stop essential account, purchase, course or event communications.

7. Artificial intelligence

AI Transparency Statement

Fernleaf Learning uses artificial intelligence technologies to support the creation of selected digital content, including images, graphics, videos, presenter avatars, synthesised voice narration, and production activities. All educational content, intellectual property, instructional design, and published materials are developed, reviewed, and approved by Fernleaf Learning.

We do not intentionally enter personal information into public generative AI services for model training. If an AI-enabled service is considered for an activity involving personal information, we assess whether the use is necessary and authorised, minimise or de-identify information where practicable, consider the provider’s privacy and security settings, and retain human review and responsibility.

We do not use automated decision-making to make decisions that significantly affect an individual’s rights or interests.

8. Cookies, analytics and embedded services

Our websites and digital services may use cookies and similar technologies for essential functionality, security, preferences, analytics and, where enabled, marketing. Embedded content and connected services may also set cookies or collect technical information.

You can control many cookies through your browser settings and any consent controls presented on the website, although disabling essential cookies may affect functionality.

9. Service providers and overseas handling

We use service providers to host websites and learning content, process payments, manage communications, deliver webinars and video, support business operations, provide analytics, and store or back up information.

These may include Squarespace, LearnWorlds, Microsoft, Stripe, PayPal, Afterpay, Synthesia and other providers selected for a particular service.

Some providers operate or store information outside Australia, including in the United States, the United Kingdom, European Union or European Economic Area, and other locations described in their privacy notices. The location can vary with the provider, service configuration and your location.

Where required, we take reasonable steps in relation to overseas handling and encourage you to review the privacy terms of services you choose to use.

10. Security, retention and data incidents

We take reasonable technical and organisational steps appropriate to our size and activities to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No online or storage system is completely secure.

We retain personal information only for as long as reasonably needed for the purpose for which it was collected and for legal, accounting, tax, insurance, dispute and recordkeeping requirements. When information is no longer required, we take reasonable steps to delete, destroy or de-identify it, subject to backups and technical constraints.

If a data incident occurs, we will assess and respond to it and make notifications where required by applicable law.

11. Access and correction

You may ask to access personal information we hold about you or request that it be corrected. Contact us using the details below and describe the information concerned. We may need to verify your identity.

We will respond within a reasonable period and explain any lawful reason why access or correction cannot be provided.

12. Privacy enquiries and complaints

Please send a privacy enquiry or complaint to maria@fernleaflearning.com. Include enough information for us to understand and investigate the matter.

We will acknowledge and consider the issue and aim to respond within 30 days. If you are not satisfied and the Privacy Act applies, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

13. Adult professional learning context

Fernleaf’s courses, workshops and events are designed for adults participating in professional, business and organisational learning. They are not directed or marketed to children. This reflects the professional context, not inappropriate content.

If a person under 18 wishes to participate, they or their parent, guardian or sponsoring organisation should contact Fernleaf before providing personal information so that appropriate arrangements can be considered.

14. Changes to this policy

We may update this policy when our services, providers, practices or legal obligations change. The current version will be published on our website with its effective date.

15. Contact

Fernleaf Business Consulting Pty Ltd
Trading as Fernleaf Learning and Fernleaf Advisory
ABN 97 666 936 036
Email: maria@fernleaflearning.com
Website: www.fernleaflearning.com