Last Updated: 30/11/2025 Version 2.0

This is the privacy notice of Annascape Limited. In this document, “we”, “our”, or “us” refer to Annascape Coaching.

We are company number 9112013 registered in New Zealand.

This privacy notice aims to inform you about how we collect and handle any information that we collect from you, or that you provide to us. It covers both information that could identify you (“personal information”) and information that could not.

Our Commitment to Your Privacy

We are extremely concerned to protect your privacy and confidentiality. We understand that all users of our website are quite rightly concerned to know that their data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party. Our policy is both specific and strict. It complies with New Zealand law, including the Privacy Act 2020, and with the laws of all jurisdictions of which we are aware.

If you think our policy falls short of your expectations or that we are failing to abide by our policy, do please tell us.

We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately.

Except as set out below, we do not share, sell, or disclose to a third party, any personally identifiable information collected at our website.

Information We Collect

Here is a list of the information we collect from you, either through our website or because you give it to us in some other way, and why it is necessary to collect it:

Business and Personal Information

This includes basic identification and contact information, such as your name and contact details. It also includes information you provide during coaching sessions, assessments, and programme activities.

Confidentiality of Coaching Information:

We maintain strict confidentiality of all information shared during coaching engagements. Information from coaching sessions will not be shared with third parties except:

• Where you have given explicit consent
• Where required by law or court order
• Where there is a serious and imminent risk of harm to you or others
• Where the Coach is required to report under mandatory reporting obligations

Information shared in group coaching settings (Galaxy and Cosmos tiers) or community forums (all tiers) may be visible to other participants. We encourage all participants to respect confidentiality, though we cannot control what others do with information shared in group settings.

How This Information Is Used:

This information is used to:

• Provide you with the coaching services you request
• Verify your identity for security purposes
• Communicate with you about your coaching programme
• Send you relevant resources and programme updates
• Improve our services (using anonymised data only)
• Provide email support at the response times specified in your subscription tier:
  • Nebula tier: within 72 hours
  • Galaxy tier: within 48 hours
  • Cosmos tier: within 24 hours (priority support)

Retention Period:

We retain coaching records and business information for a minimum of 7 years after the conclusion of the coaching relationship. This is because we may need it to support a claim or defence in court, and it is also the period within which our tax collecting authorities may demand to know it. After 7 years, records will be securely destroyed.

Coaching Session Notes

The Coach may keep confidential notes about coaching sessions for professional purposes. These notes will be stored securely and will not be shared with third parties except as permitted under the circumstances listed above (legal requirement, risk of harm, mandatory reporting).

You have the right to request access to any notes or records kept by the Coach about your coaching by contacting us at anna@annascape.com.

Your Domain Name and Email Address

This information is recognised by our servers and the pages that you visit are recorded. We shall not under any circumstances divulge your email address to any person who is not an employee or contractor of ours and who does not need to know, either generally or specifically.

This information is used:

• To correspond with you or deal with you as you expect
• In a collective way not referable to any particular individual, for quality control and improvement of our website
• To send you news about the services to which you have signed up
• To tell you about other of our services or services of sister websites

Information You Post on Our Website

Information you send to us by posting to a forum, community area, or blog is stored on our servers.

For Private Content: Content shared in private coaching sessions or private areas will be kept confidential as outlined above.

For Community and Group Content: Content posted in community forums or group coaching spaces (available in all subscription tiers) becomes visible to other members. You should avoid sharing sensitive personal information in public or group spaces.

Website Usage Information

We may use software embedded in our website (such as JavaScript) to collect information about pages you view and how you have reached them, what you do when you visit a page, the length of time you remain on the page, and how we perform in providing content to you. We do not presently associate such information with an identifiable person.

Financial Information Relating to Your Credit Cards

This information is never taken by us either through our website or otherwise. At the point of payment, you are transferred to a secure page on the website of Stripe, PayPal, Apple Pay or some other reputable payment service provider. That page may be dressed in our “livery”, but it is not controlled by us. Our staff and contractors never have access to it.

Payment is required prior to each monthly billing cycle via bank transfer or online payment link. Invoices are available upon request.

Information We Obtain from Third Parties

Although we do not disclose your personal information to any third party (except as set out in this notice), we do receive data which is indirectly made up from your personal information, from software services such as Google Analytics and others. No such information is identifiable to you.

Professional Boundaries and Limitations

As a coaching service, we maintain professional boundaries in all client relationships.

What Coaching Is: Coaching is a collaborative, solution-focused partnership designed to help you achieve personal and professional goals.

What Coaching Is Not: Coaching is not therapy, counselling, psychological treatment, mental health treatment, medical advice, nutritional counselling from a registered healthcare professional, legal advice, or financial advice. The Coach is not a licensed therapist, psychologist, psychiatrist, or medical professional.

Seeking Appropriate Support: Our services are not appropriate for individuals who require therapeutic or clinical mental health support. If during our coaching relationship we assess that you would benefit from therapeutic support or other professional services, we will recommend that you seek appropriate professional help.

The Coach does not provide emergency support or crisis intervention outside of scheduled sessions.

Data Hosting and International Transfers

Our website infrastructure and some of our service providers are located outside New Zealand, including in Indonesia and other jurisdictions. When your data is processed outside New Zealand, we ensure that:

• Appropriate security measures are in place to protect your information
• Data processing complies with New Zealand Privacy Act 2020 requirements
• Service providers are contractually bound to protect your data

By using our services, you consent to your data being transferred and processed in these locations for the purposes outlined in this privacy policy.

Cookies

Cookies are small text files that are placed on your computer’s hard drive through your web browser when you visit any website. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the website.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website.

Here are the ways we use cookies:

• To allow essential parts of our website to operate for you
• To operate our content management system
• To operate the online notification form
• To enhance security on our contact form
• To collect information about how visitors use our website in an anonymous form
• To store your personal information so that you do not have to provide it afresh when you visit the website next time (lasts for 90 days)

Credit Card Fraud Prevention

To assist in combating fraud, we may share limited information with payment processors and fraud prevention services where we have reasonable grounds to believe fraudulent activity has occurred. This would only occur in cases of suspected payment fraud or identity theft.

Third Party Advertising and Content

Third parties may advertise on our website. In doing so, those parties, their agents or other companies working for them may use technology that automatically collects your IP address when they send an advertisement that appears on our website to your browser. We do not have control over these technologies or the data that these parties obtain. Accordingly, this privacy notice does not cover the information practices of these third parties.

We are not responsible for content, links, or services provided by third parties through our website.

Use of the Website by Children

We do not market to children, nor do we sell products or services for purchase by children. If you are under 18, you may use our website only with consent from a parent or guardian.

Complaints

When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint.

If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

Our Complaints Process:

1. Contact us at anna@annascape.com with details of your complaint
2. We will acknowledge your complaint within 2 business days
3. We will investigate and respond within 10 business days
4. If the matter is complex and requires more time, we will keep you updated on progress

Job Application and Employment

If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.

If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for seven years before destroying or deleting it.

Disclosure to Government and Their Agencies

We are subject to the law like everyone else. We may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

Your Rights

Review or Update Personally Identifiable Information

At any time you may review or update the personally identifiable information that we hold about you, by contacting us at anna@annascape.com. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.

Removal of Your Information

If you wish us to remove personally identifiable information from our website, you may contact us at anna@annascape.com. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.

Please note that coaching records will be retained for 7 years as outlined above, even if you request removal of other information.

Contact Information

If you have any questions regarding the privacy policy, please contact us at:

• Email: anna@annascape.com
• Alternative: annascape.coaching@gmail.com