Kylee Long Coaching - Privacy Policy & Website Terms

Last updated: 19 August 2025

Welcome to Kylee Long Coaching ("we", "us", "our"). We care about your privacy and want you to understand how we handle your information and the terms that apply when you use our website, book services, or otherwise interact with us. This page combines our Privacy Policy and our Website Terms & Conditions. If you have any questions, contact us at kylee@kyleelongcoaching.co.nz

Quick Summary

We collect only what we need to provide coaching services, run our business, and meet legal obligations.

We never sell your personal information.
You can request access to, correction of, or deletion of your data.
By using our website or services, you agree to these Terms.
Kylee Long Coaching operates from Aotearoa New Zealand; NZ law applies.

Part A - Privacy Policy

1. Who we are

Kylee Long Coaching provides health and wellness coaching and related mentoring, programs, workshops, and digital resources. Our principal place of business is in Aotearoa New Zealand.

2. What this policy covers

This policy explains what personal information we collect, why we collect it, how we use and share it, and the choices you have. It applies to our website, email and messaging interactions, bookings, events, surveys, social content, and downloads.

3. The information we collect

We collect

Identification & contact: name, email, phone, pronouns (if provided).
Booking information: session history, preferred times, timezone/region.
Coaching information: goals, reflections, progress notes that you choose to share.
Payment & billing: transaction details from our payment providers (we do not store full card numbers).
Communications: emails, messages, feedback, testimonials (with consent).
Website usage: cookies/analytics, IP address, device/browser info.
Program enrolments: waitlists, attendance, survey responses. Sensitive information is collected only with your clear consent and only when relevant to coaching (e.g., wellbeing-related reflections that you choose to share). Please avoid sending medical documents or emergency information through the website.

4. How we collect information

Directly from you when you enquire, book, attend sessions, fill forms, download resources, or provide feedback/testimonials.
Automatically via our website (cookies, analytics) and email marketing tools.
From trusted third parties you connect (e.g., scheduling or payment platforms) to complete a booking or purchase.

5. Why we collect and use information

We use your information to:

Provide, schedule, and deliver coaching and programs.
Personalise your experience and track progress you ask us to track.
Process payments and send invoices/receipts.
Communicate about bookings, resources, updates, or changes to services.
Operate and improve our website, resources, and client experience.
Meet legal, tax, and record-keeping obligations.

6. Lawful bases (NZ Privacy Act 2020)

We process data to perform a service you request, with your consent, to meet legal obligations, and for our legitimate interests (e.g., improving services, ensuring information security). You can withdraw consent at any time by contacting us.

7. Sharing your information

We share information only as needed with:

Service providers (data processors) that help us run the business (e.g., website hosting, scheduling, video conferencing, payments, email marketing, analytics).
Professional advisers (accountants, legal advisers) under confidentiality.
Authorities where required by law, or to protect rights, safety, or security. We do not sell personal information.

8. International transfers

Some providers store data outside New Zealand. Where that happens, we take reasonable steps to ensure comparable privacy safeguards (e.g., contractual terms). By using our services, you authorise these transfers.

9. Data retention

We keep records only for as long as necessary for the purposes above and to meet legal and professional obligations. Coaching notes are generally retained indefinitely unless you request deletion earlier and we are not legally required to keep them. Transaction records may be retained for tax and accounting requirements.

10. Your rights

Under the Privacy Act 2020 you can request to:

Access the personal information we hold about you;
Correct information that is inaccurate or incomplete;
In some cases, request deletion or limit certain processing;
Opt out from marketing at any time. Contact: kylee@kyleelongcoaching.co.nz.

11. Cookies & analytics

We use cookies and similar technologies to run the site and understand usage. You can control cookies through your browser settings. Disabling cookies may affect site functionality.

12. Children

Our services and website are not directed to children under 16. We do not knowingly collect information from children.

13. Information security

We use reasonable administrative, technical, and physical safeguards to protect information. No method is 100% secure; please take care when sharing information online.

14. Changes to this policy

We may update this policy to reflect changes to practices, technologies, or law. The “Last updated” date will change. Significant changes will be notified via the website or email.

Part B - Website Terms & Conditions

About these Terms

By accessing our website, booking, purchasing, or otherwise engaging with Kylee Long Coaching, you agree to these Terms. If you do not agree, please don’t use the site or services.

2. Services

We provide one-to-one coaching, mentoring, programs, workshops, and digital resources. Coaching is educational and supportive in nature and is not medical, psychological, or legal advice. Always seek advice from a qualified professional for medical or mental health concerns. One-to-one coaching sessions may be delivered face-to-face, via Zoom, by phone, or by email. Group programs may use other digital platforms as advised. Brief between-session check-ins by email or text may be available (response time usually 24–48 hours). This is not a substitute for a full coaching session.

3. Bookings, rescheduling & cancellations

You can reschedule up to 24 hours before your session without charge.
Cancellations with less than 24 hours’ notice or no-shows may be charged the full session fee.
If we must reschedule, we will offer the earliest available time or a refund of any pre-paid amount.

4. Fees & payments

Current fees are shown at the time of booking or in your proposal/invoice.
Prices are in NZD and include GST.
Payments are due at least 7 days before the first session unless otherwise agreed in writing. Invoices are issued by Kylee Long Coaching with payment details.
Packages, promotions, or discounts are subject to stated conditions and expiry dates.
Package validity: 4 or 8 session packages must be booked in advance or as mutually agreed and used within 4 months of the first session. Unused sessions after this period will be forfeited without refund.

5. Refunds

Refunds are not available once a package has commenced (first session completed), except as required under New Zealand law or at the sole discretion of Kylee Long Coaching.

6. Late arrivals

If you arrive late, your session will still end at the scheduled time and the full fee will apply

7. Client responsibilities

To get the best from coaching, you agree to:

Be honest, open, and engaged in the process;
Attend sessions on time and complete agreed actions between sessions;
Seek appropriate professional help for clinical or urgent matters.

8. Group programs & community standards

For group experiences, you agree to participate respectfully, maintain confidentiality of other members, and follow facilitator guidance. We may remove participants who breach community standards without a refund for the current cycle where behaviour causes harm or disruption.

9. Intellectual property

All content on this website and in our materials (text, frameworks, worksheets, videos, graphics, trademarks, and logos) is owned by or licensed to us. You are granted a personal, non-transferable licence to use materials for your own learning. You must not copy, share, adapt, or resell content without our prior written permission.

10. Testimonials & case studies

With your explicit consent, we may use anonymised feedback or named testimonials for marketing. You can withdraw consent at any time by emailing kylee@kyleelongcoaching.co.nz.

11. Health & safety; disclaimers

Coaching involves reflection and behaviour change. You agree you are responsible for your own decisions and wellbeing. To the maximum extent permitted by law, we exclude all implied warranties not guaranteed by statute and limit our liability to the amount you paid for the relevant services. Kylee Long Coaching adheres to the professional codes of conduct of ICF (International Coaching Federation), HCANZA (Health Coaches Australia & New Zealand Association), and PREKURE.

12. Third-party links & tools

Our website may link to third-party sites/tools. We are not responsible for their content or practices. Use them at your discretion and review their terms and privacy notices.

13. Termination

We may suspend or terminate access to the site or services if you breach these Terms or if continuing would present risk of harm. You may cancel at any time subject to the cancellation policy above.

14. Governing law

These Terms are governed by the laws of New Zealand. You agree to the exclusive jurisdiction of the courts of Auckland, New Zealand.

15. Contact

For privacy requests, complaints, or general questions, contact: kylee@kyleelongcoaching.co.nz. If we can’t resolve a privacy concern, you may contact the Office of the Privacy Commissioner (NZ) at privacy.org.nz.