Privacy Policy

1. Who We Are

VANA HEALTH PTY LTD ("VANA Health," "we," "us," "our") is a Perth-based, online women's health coaching business. This policy explains what personal information we collect through our website, booking and application process, coaching program ("Club VANA"), and our communications with you, and how we collect, use, store, disclose, and protect that information.

• ABN: 32 668 468 728
• Registered address: 4 Freeman St, Melville WA 6156
• Privacy contact: Silvana Earl, info@vanahealth.com.au

By using our website or services, you agree to the practices described in this policy. If you do not agree, please do not use our site or services.

2. Information We Collect

2.1 Personal information you give us directly

• Name
• Email address
• Phone number
• Responses to intake, application, or pre-call forms (e.g. health goals, lifestyle information) submitted through our platform
• Content of messages you send us (email, social DM, contact forms)
• Payment and billing details, where applicable (processed by our payment provider; we do not store full card details ourselves)

2.2 Sensitive information (health information)

As part of coaching, we may collect health information, which is treated as "sensitive information" under the Privacy Act. This may include medical history, symptoms, diet, exercise, sleep, lifestyle information, and (where relevant to your program) pathology or other health results you choose to share.

We only collect health information with your explicit consent, typically when you complete an intake form or otherwise choose to share this information with us. You can withdraw consent at any time by contacting us, though this may affect our ability to continue providing coaching services.

2.3 Information collected automatically

When you visit our website, we (and tools we use) may automatically collect IP address and approximate location, browser and device type, pages visited, time on site, referral source, and cookies or similar technologies (see Section 7).

3. How We Use Your Information

• Provide, manage, and personalise our coaching services
• Book and manage Zoom calls, appointments, and follow-ups
• Communicate with you about your program and administration
• Send marketing communications where you have consented or where permitted by law (you can opt out any time; see Section 8)
• Process payments
• Improve our website and services, including through analytics
• Comply with legal, regulatory, and accounting obligations
• Protect our rights, property, and the safety of our clients and staff

We will not use your health information for a purpose unrelated to the purpose for which it was collected without your consent, unless required or authorised by law.

4. How We Disclose Your Information

Your booking, CRM, form, and communications records are stored and managed in VANA OS — our own operating platform for VANA Health — with access controls, server-side authorisation, and audit logging built into this system. We do not use GoHighLevel, LeadConnector, ScoreApp, or similar third-party CRM/quiz tools to run our discovery booking or client records.

We disclose personal information to third parties only as needed to operate VANA OS and deliver our services, including:

• Infrastructure & database providers that host VANA OS and store application data securely (e.g. our cloud host and Firebase / Google Cloud services)
• Email delivery (e.g. Mailgun) for booking confirmations, reminders, and service communications
• Calendar & video (e.g. Google Calendar, Zoom) to schedule and run 30-minute Zoom calls
• Payment processors, where you purchase a program (we do not store full card details)
• Professional advisers (e.g. accountants, lawyers), where necessary
• Legal and regulatory bodies, where required by law or to protect rights and safety
• A prospective buyer or successor, in the event of a sale or transfer of the business

We do not sell your personal information.

4.1 Overseas disclosure

Some infrastructure and service providers used by VANA OS (for example cloud hosting, Firebase/Google Cloud, email delivery, Zoom, or payment processors) may store or process data outside Australia, including in the United States. We take reasonable steps to ensure these providers protect your information consistently with the Australian Privacy Principles, but overseas recipients may not always be bound by the Privacy Act in the same way.

5. Data Security

VANA OS is designed with privacy and access control in mind: sensitive operations run on the server, staff access is role-based, and important actions can be recorded in audit logs. We also take reasonable technical and organisational steps with our hosting and database providers to protect your personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction. No method of storage or transmission over the internet is completely secure.

If we experience a data breach likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

6. Data Retention

We retain personal information for as long as necessary to provide our services, maintain business records, and meet legal accounting or reporting obligations. Health information is retained only as long as necessary for the purpose it was collected, then securely deleted or de-identified unless law requires longer retention.

7. Cookies and Tracking

Our website may use cookies and similar technologies to operate the site, remember preferences, and understand how visitors use our site. You can control cookies through your browser settings; doing so may affect how parts of the site function.

8. Marketing Communications

Where you have provided consent (e.g. by booking a call or submitting an application), we may send you marketing communications about our services. You can opt out at any time via unsubscribe links or by contacting info@vanahealth.com.au. Opting out of marketing does not affect essential service communications.

9. Your Rights

Under the Australian Privacy Principles, you may:

• Access the personal information we hold about you
• Correct information that is inaccurate or out of date
• Request deletion, subject to legal and record-keeping obligations
• Withdraw consent to collection or use of your information
• Ask how we handle your information

Contact info@vanahealth.com.au or 0467 509 493. We will generally respond within 30 days.

10. Complaints

If you believe we have breached the Privacy Act, contact us first at info@vanahealth.com.au. If you are not satisfied, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) on 1300 363 992.

11. Children's Privacy

Our services are intended for adult women and are not directed at children. We do not knowingly collect personal information from anyone under 18.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date reflects the most recent revision. Continued use of our site or services after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

VANA HEALTH PTY LTD (ABN 32 668 468 728)
4 Freeman St, Melville WA 6156
Contact: Silvana Earl
Email: info@vanahealth.com.au
Phone: 0467 509 493