This policy explains how Cosnett Training Systems Pty Ltd (ABN 38 166 821 067), trading as Seeking Optimal ("we", "us", "our"), handles your personal information.
We provide health coaching services, so we collect health information. That means we're bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles regardless of our size, and by the Health Records Act 2001 (Vic) and its Health Privacy Principles. We take that seriously.
What we collect
Contact and account details: your name, email address, phone number, and billing details needed to set up your program.
Health information: this is the core of what we do. It can include:
- medical history, symptoms, diagnoses, medications and supplements
- blood test and other pathology results you provide or order through us
- diet, lifestyle, training, sleep, stress and digestive information
- progress check-ins, biofeedback and notes from our sessions
- transcripts and notes from coaching calls (see "Call transcription" below)
Payment information: payments are processed by Stripe. We see limited details such as the card type, last four digits and expiry, or your bank account's last digits for direct debit. We never see or store your full card number.
Website and email information: if you take a quiz, download a guide or join our email list, we collect your name, email and your answers. Our website does not currently use advertising or tracking cookies.
How we collect it
Mostly directly from you, through intake forms, check-ins, calls, emails and messages. We may also receive information from a third party you ask to share it with us, such as a pathology provider or another practitioner. We only collect health information with your consent and where it's reasonably necessary to provide our services.
How we use it
We use your information to:
- assess your situation and build your personalised protocol
- interpret your blood work and track your progress over time
- run coaching sessions, check-ins and follow-ups
- bill you and manage your subscription
- respond to your questions and send service-related messages
- send you educational emails if you've opted in. You can unsubscribe at any time.
We don't sell your information, and we don't use your health information for marketing.
Call transcription
With your knowledge, coaching calls may be transcribed using an AI note-taking tool (Granola) so we can keep accurate notes and focus on you during the call. Transcripts and notes are used only to deliver your coaching. If you'd prefer a call isn't transcribed, tell us before or at the start of the call and we won't use it.
Who we share it with
Your information is handled personally by Brent Cosnett. No other staff, contractors or practitioners have access to it.
We use trusted service providers to run the business. They store or process information on our behalf and only for that purpose:
| Provider | What for |
|---|---|
| Jotform | Intake and health questionnaires |
| Google Workspace | Email and secure file storage |
| Stripe | Payment processing |
| Calendly | Booking calls |
| Zoom | Video calls |
| Granola | Call notes and transcription |
| MailerLite | Email newsletter (only if you subscribe) |
Most of these providers store data overseas, including in the United States and the European Union, so your information may be held outside Australia. We choose reputable providers with strong security practices, and by using our services you consent to this overseas storage. We remain responsible for how your information is handled.
We may also disclose information where required or authorised by law, or where necessary to lessen a serious threat to someone's life, health or safety.
How we protect it
We use reasonable steps to protect your information, including password-protected and two-factor-secured accounts, access limited to Brent Cosnett, and reputable encrypted platforms. No system is perfectly secure. If a data breach is likely to cause you serious harm, we'll notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.
How long we keep it
We keep health records for at least 7 years after your last session, consistent with the Health Records Act 2001 (Vic). If you were under 18 when we collected the information, we keep it at least until you turn 25. After that, we securely delete or de-identify it.
Accessing and correcting your information
You can ask for a copy of the information we hold about you, or ask us to correct it, at any time. Email us and we'll respond within 30 days. We may need to verify your identity first. We won't charge you to make a request.
Complaints
If you're concerned about how we've handled your information, email us first and we'll respond within 30 days. If you're not satisfied, you can contact:
- the Office of the Australian Information Commissioner: oaic.gov.au
- the Health Complaints Commissioner (Victoria): hcc.vic.gov.au
Contact
Cosnett Training Systems Pty Ltd trading as Seeking Optimal Melbourne, Victoria, Australia Email: brent@seekingoptimal.com
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.