1:1 COACHING GROUP PROGRAM SPEAKING SHOP CONTACT PODCAST

Privacy Policy

 

Last updated: 29 August 2026

1. About this Privacy Policy

Ruth Kilah, EA Career Coaching and Mentoring (referred to in this policy as “Ruth Kilah”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, store and disclose personal information when you:

  • visit www.ruthkilah.com or another webpage operated by us;

  • contact us, submit an enquiry or complete a qualifying form;

  • subscribe to our emails or access a free resource or training;

  • purchase or participate in a course, coaching service, mentoring program, workshop, webinar, corporate training or speaking service;

  • interact with our advertising or social media content; or

  • use another service we provide that links to this Privacy Policy.

Our services are intended for adults aged 18 years and over. We do not knowingly collect personal information from anyone under 18.

By interacting with us, you acknowledge that your personal information will be handled as described in this policy. Where consent is required by applicable law, we will ask for it separately.

2. Personal information we collect

The personal information we collect depends on how you interact with us. It may include:

  • your name, email address, telephone number, country or location;

  • your job title and professional background;

  • your career history, career goals, challenges, experience and achievements;

  • information contained in a rĂ©sumĂ©, LinkedIn profile or performance review notes that you choose to provide;

  • answers submitted through enquiry, qualifying, registration, feedback, survey or assessment forms;

  • correspondence, coaching notes and information you share during coaching, mentoring or other services;

  • your image, voice, display name, chat messages and contributions when you attend a recorded session;

  • testimonials, feedback and information about career outcomes;

  • account, purchase, billing and transaction details. Full payment card details are generally processed by our payment providers and are not stored directly by us;

  • email engagement information, such as whether an email was delivered, opened or clicked;

  • information about how you use our website, including your IP address, browser, device, pages viewed, links selected and referring webpage; and

  • any other information you choose to provide to us.

We do not intentionally request sensitive personal information, such as health or disability information, racial or ethnic origin, religious beliefs, political opinions, sexual orientation or trade union membership. Please avoid providing sensitive information unless it is genuinely relevant and you are comfortable doing so. If you voluntarily provide it, we will handle it in accordance with this policy and applicable law.

If you provide personal information about another person, such as an executive, colleague or referee, you must have an appropriate basis for doing so and should avoid sharing more information than is necessary.

3. How we collect personal information

We generally collect personal information directly from you when you:

  • browse our website;

  • subscribe to our newsletter or marketing emails;

  • download a free resource or register for free training;

  • register for a webinar, workshop or event;

  • submit an enquiry or qualifying form;

  • book a call;

  • purchase an offer;

  • participate in coaching, mentoring, training, a course or another service;

  • communicate with us by email, telephone, video call, messaging platform or social media;

  • provide feedback or a testimonial

4. How we use personal information

We may use personal information to:

  • respond to enquiries and assess whether our services are suitable for your needs;

  • deliver self-paced courses, coaching, mentoring programs, workshops, webinars, free resources, corporate training and speaking services;

  • create and administer your account, bookings, purchases and program access;

  • personalise our services and provide career coaching, feedback and recommendations;

  • communicate with you about sessions, programs, purchases, support requests and administrative matters;

  • process payments, maintain financial records and prevent fraud;

  • send marketing communications where permitted by law;

  • understand how people use our website, emails and services;

  • measure advertising performance and show relevant advertising;

  • improve and develop our content, services and customer experience;

  • manage our business, service providers, records and legal obligations;

  • protect our rights, users, systems and business from misuse or unlawful activity; and

  • comply with applicable laws, court orders and regulatory requirements.

Where laws in your location require a legal basis for processing, we rely on one or more of the following, as appropriate: performing a contract with you, taking steps at your request before entering a contract, your consent, our legitimate business interests, and compliance with legal obligations.

5. Coaching confidentiality

Information shared in private coaching or mentoring is treated as confidential. We do not report an individual participant’s coaching discussions, personal circumstances or individual insights to their employer.

Confidentiality is subject to limited exceptions. We may use or disclose information where reasonably necessary to provide the service, where you have authorised us to do so, where required or permitted by law, where necessary to protect a person from a serious threat, or where information must be shared with a trusted service provider who supports the operation of our business and is expected to handle it appropriately.

If a corporate client requests reporting, we may provide agreed administrative information, attendance information or general and de-identified observations about a program. We will not provide individual coaching details unless the participant has authorised this or disclosure is required by law.

6. Recorded sessions

Most group coaching sessions, workshops, webinars and some other online sessions are recorded so registered participants can access a replay. Participants are informed before the session that recording will occur.

A recording may capture a participant’s name, image, voice, display name, chat messages, questions and other contributions. Replays may be made available to other people registered for or entitled to access the relevant program, workshop, webinar or service. They are not intended for unrestricted public distribution unless we have clearly stated otherwise.

Recordings are generally retained and made available for between one and five years, depending on the program, access period, business need and any legal requirements.

If you do not want your image or name to appear in a recording, you may keep your camera off, change your display name where the platform permits, and avoid including identifying or confidential information in the chat or discussion. You may contact us before the session at [email protected] if you have concerns.

7. Ruth AI and third-party artificial intelligence services

Eligible clients may be given access to Ruth AI through ChatGPT. Information entered into Ruth AI may include career history, achievements, résumé or LinkedIn information, performance review notes and other information the user chooses to provide.

Ruth AI operates through a third-party platform. Information submitted through that platform is also handled under the platform provider’s applicable terms and privacy practices. You should review those terms before using it.

Do not submit sensitive personal information, trade secrets, passwords, legally privileged material, or confidential employer or third-party information that you are not authorised to share. You are responsible for reviewing AI-generated content before relying on or sharing it.

This Privacy Policy does not cover any separate software platform or product that does not link to this policy.

8. Marketing communications

We may send you emails about our resources, services, programs, events and business where you have subscribed, requested information, purchased from us, or where otherwise permitted by applicable law.

You can unsubscribe at any time by selecting the unsubscribe link in a marketing email or contacting [email protected]. We may retain limited information about your opt-out request so that we do not contact you again in error.

Unsubscribing from marketing does not prevent us from sending necessary service messages about an active booking, purchase, account or program.

We do not currently send marketing text messages.

9. Cookies, analytics and advertising

Our website and service providers may use cookies, pixels and similar technologies. These technologies can help the website function, remember preferences, understand website activity, measure marketing performance and deliver relevant advertising.

We use the Meta Pixel on our website. Meta Pixel data may help us measure actions taken after an advertisement, understand website activity, create advertising audiences and show relevant advertisements on Meta services such as Facebook and Instagram. We currently use website Pixel data and do not upload customer email lists to Meta for Custom Audiences.

Information collected through these technologies may include IP address, device and browser information, pages visited, actions taken and identifiers associated with cookies or advertising platforms. The relevant provider may combine this information with other information it holds, in accordance with its own privacy policy.

You can control or delete cookies through your browser settings and may be able to manage advertising preferences through the relevant platform. Blocking cookies may affect parts of the website. Where applicable law requires consent before non-essential cookies or pixels are used, we will provide an appropriate choice mechanism.

10. Service providers and disclosures

We do not sell or rent personal information.

We may disclose personal information to trusted third parties where reasonably necessary to operate our business or provide our services. These may include:

  • Kajabi for website hosting, forms, email communications, course and program delivery, customer accounts and payments;

  • Stripe, Kajabi Payments, PayPal and other payment or financial service providers;

  • Microsoft 365, Outlook and OneDrive for business communications and file storage;

  • Zoom for video calls, sessions and recordings;

  • Telegram for program and community communication;

  • Calendly for appointment scheduling;

  • Meta for advertising measurement and website Pixel services;

  • Canva for design and content production;

  • OpenAI and ChatGPT for approved AI-enabled services and business activities;

  • accounting, bookkeeping and taxation software and advisers;

  • contractors and virtual assistants who support the operation of our business;

  • professional advisers, insurers and technology support providers; and

  • government agencies, regulators, courts or law enforcement where required or permitted by law.

These providers may process information under their own privacy policies and terms. We take reasonable steps to select reputable providers and limit access to what is reasonably necessary for the relevant service.

11. International processing

We provide services globally and use online platforms whose systems, personnel or service providers may be located in Australia and other countries, including the United States and other locations in which our providers operate.

As a result, personal information may be stored or processed outside your country. Privacy protections in another country may differ from those in your location. Where required by applicable law, we take reasonable steps to use appropriate safeguards for international transfers.

12. Testimonials and client outcomes

We may share testimonials or client outcomes for marketing and educational purposes.

Where a testimonial has already been intentionally published by the client on a public platform, such as a public LinkedIn recommendation or comment, we may reproduce or refer to that public testimonial in connection with our services. We will consider the context in which it was published and will remove it from our own materials on reasonable request where practicable.

Other client messages, screenshots and outcomes are anonymised before publication by removing or obscuring names and other identifying details, unless the client has agreed to be identified.

13. Security

We take reasonable administrative, technical and organisational steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These measures may include access controls, passwords, reputable service providers and limiting information access to people who need it for their work.

No internet transmission or storage system is completely secure. You should use care when sending confidential information online and should not send passwords, full payment card details or unnecessary sensitive information by email, messaging platforms or forms.

14. Retention and deletion

We retain personal information only for as long as reasonably needed for the purpose for which it was collected, to provide services, manage our business, resolve disputes and meet legal, taxation, accounting and contractual requirements.

Depending on the type of record:

  • session recordings may be retained for between one and five years;

  • coaching, enquiry and program records may generally be retained for up to five years after the relevant interaction or service, unless a longer or shorter period is appropriate;

  • email subscriber information may be retained until you unsubscribe or request deletion, subject to retaining a limited suppression record;

  • financial and taxation records are generally retained for at least the period required by Australian law; and

  • information may be retained for longer where required by law, needed to establish or defend legal claims, or preserved in secure backups until those backups are overwritten in the ordinary course.

When information is no longer reasonably required, we take reasonable steps to delete it or de-identify it.

15. Access, correction, deletion and other privacy rights

Depending on where you live and the laws that apply, you may have rights to:

  • ask whether we hold personal information about you;

  • request access to or a copy of your personal information;

  • ask us to correct inaccurate or incomplete information;

  • request deletion of certain information;

  • withdraw consent where processing is based on consent;

  • object to or request restriction of certain processing;

  • request a portable copy of certain information; and

  • complain to an applicable privacy or data protection regulator.

To make a request, email [email protected]. We may need to verify your identity before acting on a request. These rights are subject to applicable legal exceptions, including obligations to retain transaction, taxation or legal records.

We aim to acknowledge or respond to privacy requests and complaints within 30 days. If additional time is reasonably required, we will let you know.

16. Links and third-party services

Our website and communications may contain links to third-party websites, platforms or services. We do not control their privacy practices. This policy applies only to personal information handled by us. You should review the privacy policy of any third-party service you use.

17. Privacy complaints

If you have a concern about how we have handled your personal information, please contact us first at [email protected] and provide enough information for us to investigate.

We will consider the concern and aim to acknowledge or respond within 30 days. If you remain dissatisfied, you may be entitled to contact the Office of the Australian Information Commissioner or the privacy or data protection authority in your location.

18. Changes to this policy

We may update this Privacy Policy when our services, technologies, providers or legal obligations change. The current version will be published on our website with the date it was last updated. Material changes may also be communicated by email or another reasonable method where appropriate.

19. Contact

For privacy questions, requests or complaints, contact:

Ruth Kilah
EA Career Coaching and Mentoring
Email: [email protected]
Website: www.ruthkilah.com