PRIVACY POLICY
Popp Clinical Education
Effective Date: 4 June 2026
Introduction
Popp Clinical Education (“we”, “us”, “our”) respects your privacy and is committed to handling personal information in accordance with the Privacy Act 1988 and the Australian Privacy Principles, where applicable.
This Privacy Policy explains how we collect, use, store and disclose personal information in connection with our website, online education platform, digital downloads, video resources, online mentoring services, enquiries, communications and related business activities.
What personal information we collect
We may collect personal information including your name, email address, phone number, billing details, payment-related information, account login details, course enrolment and progress data, resource access history, professional details, occupation, registration status, workplace details, mentoring goals, mentoring communications, feedback, survey responses, website usage data, IP address, device information and browser information.
Where online mentoring is provided, we may also collect information contained in mentoring enquiries, booking records, emails, messages, session notes, de-identified case discussions, learning goals, professional development needs, attendance records, and Fathom-generated recordings, transcripts or AI meeting notes where recording and transcription have been disclosed and consented to.
We do not seek patient-identifiable information through our website, education platform or mentoring services. Clinical examples discussed in mentoring should be de-identified wherever possible. If patient-identifiable information or other sensitive information is provided, it will only be handled where lawful, reasonably necessary for the relevant service, and supported by appropriate consent, authorisation or another lawful basis.
How we collect personal information
We collect personal information when you create an account, purchase or access digital products, enrol in a course, download resources, watch video content, book or attend mentoring, complete forms, subscribe to emails, contact us, provide feedback, participate in surveys, communicate with us by email or message, or interact with our website, platform, cookies or analytics tools.
Some information is collected automatically through website, platform, cookie and analytics technologies.
Why we collect and use personal information
We collect and use personal information to provide digital resources, courses, video content and mentoring services; manage accounts, access and enrolments; process payments; deliver resources and communications; respond to enquiries; provide customer and mentoring support; maintain professional and business records; improve our website, platform, resources and services; manage feedback, complaints and disputes; send marketing communications where permitted; meet legal, accounting, insurance and professional obligations; and protect our lawful business interests.
We will not use personal information for unrelated purposes unless you consent or the use is otherwise permitted or required by law.
Online mentoring, recordings and transcripts
Online mentoring occurs by Zoom or another agreed platform. All online mentoring sessions are recorded, transcribed and summarised using Fathom AI to support mentoring continuity, action tracking, reflective learning, quality management and professional risk management. Recording and transcription will be disclosed to the participant before or at the start of the session, and participation in mentoring requires consent to this process.
Recordings, transcripts and notes may be used to support mentoring delivery, record agreed actions, assist continuity of mentoring, manage quality, resolve disputes and meet professional risk-management requirements. You should not share patient-identifiable information during recorded or transcribed sessions unless appropriate consent, authority and legal basis exist.
You may request deletion of recordings or transcripts by contacting us. We will action deletion requests where reasonably practicable and lawful, subject to any legal, accounting, insurance, dispute-management or professional risk-management need to retain information.
Payment processing
Payments are processed through secure third-party payment providers or banking systems. We do not store full credit card details on our own systems. Payment providers handle financial information in accordance with their own privacy policies, terms and security standards.
Disclosure of personal information
We may disclose personal information where reasonably necessary to operate our services, including to learning management system providers such as Thinkific, video and meeting platforms such as Zoom, recording, transcription or meeting-note providers such as Fathom, payment processors, booking systems, email and marketing platforms, cloud storage providers, IT and website providers, analytics providers, accounting and bookkeeping providers, professional advisers, approved contractors, insurers, regulators, government authorities or other parties where required or permitted by law.
We only disclose information that is reasonably necessary for the relevant purpose.
Overseas disclosure
Some third-party providers may store or process personal information outside Australia. This may include providers such as Thinkific, Zoom, Fathom, payment processors, email platforms, cloud services, analytics tools or other technology providers.
Where personal information is likely to be disclosed overseas, we take reasonable steps to use reputable providers and to require personal information to be handled consistently with applicable Australian privacy obligations. Where practicable, we will identify relevant overseas locations, but some cloud and platform providers may process information across multiple regions.
Cookies and analytics
Our website and online platform may use cookies and similar technologies to enable site functionality, manage accounts and access, process purchases, analyse website traffic, monitor course and resource engagement, improve user experience and support marketing where permitted.
You can manage or disable cookies through your browser settings. Disabling cookies may affect website or course functionality.
Direct marketing
If you subscribe, purchase, enrol or otherwise consent to receive communications, we may send information about courses, digital resources, mentoring services, updates and related offers. You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us.
We comply with the Spam Act 2003
Data security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps may include using reputable third-party platforms, access controls, secure storage, confidentiality expectations, passwordprotected systems and limiting access to people who reasonably need the information.
No online transmission or storage system is completely secure. You are responsible for keeping your account login details secure and for using a private environment when participating in online mentoring.
Data retention
We retain personal information for as long as reasonably necessary to provide our services, maintain account and course access, manage mentoring records, comply with legal and accounting obligations, resolve disputes, meet insurance and professional risk-management needs, enforce agreements and protect lawful business interests.
When personal information is no longer required, we take reasonable steps to securely delete, destroy or de-identify it, unless retention is required or permitted by law.
Access and correction
You may request access to the personal information we hold about you or ask us to correct information that is inaccurate, incomplete or out of date. Requests can be made using the contact details below. We will respond within a reasonable timeframe.
Complaints
If you believe we have breached your privacy or the Australian Privacy Principles, please contact us first using the details below so we can review and respond to your concern.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our services, platforms, legal obligations or business operations. The current version will be published on our website with the effective date shown above.
Contact details
Popp Clinical Education