Privacy policy

1. Introduction

Clare Babbage ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website (clarebabbage.com) and services.

This policy complies with New Zealand's Privacy Act 2020.

By using our website or services, you consent to the collection and use of information as described in this policy.

2. Information we collect

We collect information that you provide directly to us and information that is collected automatically when you use our website.

Information you provide directly:

When booking sessions or programs:

  • Full name

  • Email address

  • Phone number

  • Country/location

  • Birth date, time, and location (for astrological work)

  • Payment information (processed securely by third parties)

In intake and application forms:

  • Session focus areas and intentions

  • Health information (physical, mental, emotional) relevant to your sessions

  • Current circumstances and challenges

  • Goals and desired outcomes

  • Information about other practitioners you're working with

  • Astrological placements (if known)

  • Spiritual practices and experiences

During sessions:

  • Session notes and observations

  • Progress tracking

  • Integration experiences shared between sessions

Through communication:

  • Email correspondence

  • Messages sent through booking platforms

  • Feedback and testimonials (when provided voluntarily)

Information collected automatically:

Website usage:

  • IP address

  • Browser type and version

  • Device information

  • Pages visited and time spent on pages

  • Referring website

  • Date and time of visits

Cookies and tracking:

  • We use cookies to improve website functionality and user experience

  • Analytics cookies help us understand how visitors use our website

  • See Section 10 for more on cookies

3. How we use your information

We use your personal information for the following purposes:

To provide services:

  • Schedule and confirm appointments

  • Prepare for sessions based on your intake information

  • Deliver coaching, healing, and educational services

  • Track progress and maintain session notes

  • Calculate astrological charts and cycles (for 12-month Coaching Package clients)

  • Provide resources and follow-up support

To communicate with you:

  • Send booking confirmations and reminders

  • Provide session links for online appointments

  • Send follow-up emails and integration support

  • Respond to your inquiries

  • Notify you of changes to services or policies

To process payments:

  • Charge for services rendered

  • Process refunds when applicable

  • Maintain financial records

  • Manage payment plans

To improve our services:

  • Analyse website usage to improve user experience

  • Understand client needs and preferences

  • Develop new offerings

  • Gather feedback (with permission)

For marketing (with consent):

  • Send newsletters and updates about services

  • Share educational content and resources

  • Announce new programs or workshops

  • Share blog posts and free resources

You can opt out of marketing communications at any time by:

  • Clicking "unsubscribe" in any email

  • Emailing clare@clarebabbage.com

  • Note: You will still receive transactional emails related to your bookings

4. Legal basis for processing (under Privacy Act 2020)

We process your personal information based on:

  • Consent: You have given explicit consent for us to collect and use your information for specific purposes

  • Contract: Processing is necessary to fulfill our contract with you (providing services you've booked)

  • Legal obligation: We may need to process information to comply with legal requirements

  • Legitimate interests: We have legitimate business interests (such as improving services) that don't override your privacy rights

5. How we store and protect your information

Data storage:

  • Client information is stored securely using industry-standard platforms

  • Session notes and documents are stored in password-protected Google Workspace

  • Booking information is stored in Acuity Scheduling

  • Payment information is processed and stored by PayPal (we do not store complete credit card numbers)

  • Email communications are managed through Google Workspace

Security measures:

  • Secure, encrypted connections (SSL) for website and booking system

  • Password-protected accounts and systems

  • Regular software and security updates

  • Access restricted to Clare Babbage only (no staff or third parties have access to client information)

  • Secure backup systems

Data retention:

  • Active client information is retained for the duration of our working relationship plus 7 years for tax and legal compliance

  • Inactive client information is retained for 7 years after last session, then securely deleted

  • Marketing subscribers remain on list until they unsubscribe

  • Financial records are retained for 7 years per New Zealand tax law

  • You may request earlier deletion (see Section 8)

Despite our security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security of your information.

6. Sharing your information

We do not sell, trade, or rent your personal information to third parties.

We may share information with:

Service providers (data processors):

  • Acuity Scheduling - booking and appointment management

  • PayPal - payment processing

  • Google Workspace - email, calendar, and document storage

  • Squarespace - website hosting and email campaigns

  • Zoom - video conferencing for online sessions

  • Facebook - for private group access (Simple Sovereignty Program)

All service providers are required to protect your information and use it only for the purposes we specify.

We may disclose information if:

  • Required by law or legal process

  • Necessary to protect health and safety (if you or others are at risk of harm)

  • Necessary to enforce our Terms of Service

  • Part of a business sale or transfer (you would be notified)

We will never share your information for marketing purposes without explicit consent.

7. Third-party services and links

Our website and services use third-party platforms. Each has its own privacy policy:

Our website may contain links to external websites. We are not responsible for the privacy practices of these websites.

8. Your privacy rights

Under New Zealand's Privacy Act 2020, you have the following rights:

Right to access:

  • Request a copy of the personal information we hold about you

  • Request details about how we use your information

Right to correction:

  • Request correction of inaccurate or incomplete information

  • Update your contact details or other personal information

Right to deletion:

  • Request deletion of your personal information (subject to legal retention requirements)

  • Note: Some information must be retained for tax and legal compliance

Right to restrict processing:

  • Object to certain uses of your information

  • Request we stop processing your information in certain ways

Right to data portability:

  • Request your information in a portable format

  • Transfer information to another service provider

Right to withdraw consent:

  • Withdraw consent for marketing communications at any time

  • Note: Withdrawal doesn't affect processing that occurred before withdrawal

Right to complain:

  • Lodge a complaint with the Office of the Privacy Commissioner if you believe we've mishandled your information

To exercise these rights, contact:
Email: clare@clarebabbage.com
Subject line: "Privacy Request"

We will respond to privacy requests within:

  • 20 working days for access requests

  • 20 working days for correction requests

  • Reasonable timeframe for other requests

Verification: We may need to verify your identity before fulfilling privacy requests to protect your information.

9. Children's privacy

Our services are not directed at children under 18.

  • We do not knowingly collect information from children under 18 without parental consent

  • If you are under 18, you must have explicit parental or guardian consent to use our services

  • If we become aware we've collected information from a child without consent, we will delete it promptly

If you believe we have collected information from a child inappropriately, please contact us immediately.

10. Cookies and tracking technologies

What are cookies? Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and improve functionality.

How we use cookies:

Essential cookies (required):

  • Remember your session and keep you logged in

  • Enable booking system functionality

  • Ensure website security

Analytics cookies (optional):

  • Google Analytics to understand how visitors use our website

  • Track which pages are most visited

  • Understand user demographics (anonymized)

  • Improve website design and user experience

Marketing cookies (optional):

  • Track conversions from marketing campaigns

  • Understand which marketing efforts are effective

Managing cookies: You can control cookies through your browser settings:

  • Block all cookies

  • Block third-party cookies only

  • Delete cookies after your browsing session

  • Receive notifications when cookies are set

Note: Blocking essential cookies may affect website functionality and booking ability.

Third-party cookies: Some cookies are set by third-party services we use (Google Analytics, Squarespace, Acuity). These are governed by those companies' privacy policies.

11. International data transfers

Your information is primarily stored on servers located in:

  • United States (Google Workspace, Acuity, PayPal, Squarespace)

  • Various locations depending on service providers

While New Zealand has strong privacy laws, other countries may have different standards. The service providers we use are required to protect your information according to their privacy policies and applicable laws.

12. Data breach notification

In the unlikely event of a data breach that affects your personal information:

  • We will assess the severity and risk to your privacy

  • If the breach is likely to cause serious harm, we will notify you within 72 hours

  • We will notify the Office of the Privacy Commissioner as required by law

  • We will take immediate steps to secure your information and prevent further breaches

  • We will provide guidance on steps you can take to protect yourself

13. Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices

  • Changes in technology

  • Legal or regulatory changes

  • New services or features

When we make changes:

  • The "Last updated" date at the top will change

  • Material changes will be highlighted at the top of the policy

  • We will notify active clients via email for significant changes

  • Continued use of services after changes constitutes acceptance

We encourage you to review this policy periodically.

14. Contact us about privacy

For questions, concerns, or requests regarding this Privacy Policy or your personal information:

Clare Babbage
Email: clare@clarebabbage.com
Subject line: "Privacy Inquiry" or "Privacy Request"
Website: clarebabbage.com

For complaints: If you're not satisfied with how we've handled your privacy concerns, you may contact:

Office of the Privacy Commissioner
PO Box 10094, Wellington 6143, New Zealand
Phone: 0800 803 909
Email: enquiries@privacy.org.nz
Website: privacy.org.nz

15. Consent and acknowledgment

By using clarebabbage.com and Clare's services, you acknowledge that:

☐ You have read and understood this Privacy Policy
☐ You consent to the collection, use, and storage of your information as described
☐ You understand your privacy rights under New Zealand's Privacy Act 2020
☐ You understand how to contact us with privacy concerns or requests