We respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect, how we use it, and the choices you have regarding your data.

By engaging with our services, visiting our website, or interacting with us online, you acknowledge and agree to the handling of personal information as described in this policy.

The Expat Institute is a brandname part of Above the Common. Since this is an Australian registered business, this Privacy Policy acts in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). Where services are accessed from outside Australia, this Privacy Policy continues to apply.

We provide support for organisations and individuals related to international life transitions, offering services in different forms, including but not limited to coaching, consultation, advisory, training, keynote speaking, resources, facilitated team meetings and workshops. Our services can be in-person, online and on digital platforms. As part of this work, we may collect certain personal information to deliver our services effectively and improve your experience.

Our approach to privacy is guided by three principles:

• Transparency — We clearly explain what data we collect and why.

• Control — You decide how your information is used and can request changes at any time.

• Security — We protect your data with appropriate technical and organizational safeguards.

We collect only the personal information reasonably necessary to deliver our services.

For individual clients, this may include:

• Name, email address, phone number

• Intake forms and reflective inputs

• Coaching notes and session records

• Information voluntarily shared during sessions

This may include sensitive information (such as wellbeing-related reflections) where

relevant and only with your consent.

For corporate engagements, this may include:

• Names and business contact details

• Role-related information

• Notes and materials relevant to the engagement

Technical and usage information:

• Website interactions (e.g. pages visited, forms submitted)

• IP address, browser type, device information

• Email engagement data (e.g. opens, clicks)

We collect personal information through:

• Direct communication (email, phone, video calls)

• Intake and booking forms

• Coaching sessions (in person or online)

• Website forms, downloads, interactions and registrations (including cookies and similar technologies, analytics tools and marketing pixels (such as Meta Pixel)).

• Mailing list subscriptions

• Social media interactions where you share information with us directly

If you interact with us via social media platforms (such as YouTube, Instagram or LinkedIn):

• Any personal information you share publicly is subject to the platform’s privacy policies

• Private messages may be stored where relevant to our services

• We collect only information you choose to share with us directly

We do not collect personal information unlawfully or unnecessarily.

We use cookies and similar technologies to:

• Improve the performance and usability of our website

• Understand how visitors use our services

• Personalise your experience

You can control or disable cookies through your browser settings, though some features of our site may not work properly if you do.

We may use the personal information you provide to:

• Deliver coaching, mentoring and consulting sessions and related services.

• Respond to your inquiries or requests and communicate with you about sessions, programs, and logistics

• Maintain professional records and continuity

• Process payments and manage billing.

• Send relevant updates about insights, services, resources, or workshops (with opt-out available)

• Improve our website, services offerings, and customer experience.

Coaching log (ICF verification)

With your explicit consent, limited information (such as name, dates, and total coaching hours) may be recorded internally to verify coaching experience with the International Coaching Federation (ICF). Identifiable information is not submitted unless required during an audit process, this is solely registering the amount of time providing coaching services.

We will never sell or rent your data to third parties.

We use reputable third-party platforms to support service delivery and operations.

These may include:

• CoachAccountable (client management, booking, communication, invoicing)

• Systeme.io (website pages, forms, email communications)

• Payment processors and scheduling tools

• Analytics and marketing tools (e.g. Meta Pixel)

Personal information is shared with these providers only as necessary to deliver services. We take reasonable steps to ensure providers apply appropriate privacy and security safeguards.

Data storage, security, and overseas disclosure

Personal information is stored using secure cloud-based systems. These systems may store data on servers located outside Australia.

We take reasonable steps to protect personal information, including:

• Encryption and secure access controls

• Multi-factor authentication

• Restricted access to sensitive data

• Ongoing review and improvement of security practices.

Data retention and deletion

• General personal data is retained for up to 7 years after the end of the professional relationship

• Sensitive coaching notes are retained for up to 3 years, unless otherwise required

You may request deletion of your personal information at any time, subject to legal or professional obligations.

You can control or disable cookies through your browser settings, though some features of our site may not work properly if you do.

If you subscribe to our mailing list, you can unsubscribe at any time using the link in our emails

We use technical and organizational measures to safeguard your personal data, including encryption, secure servers, and limited access protocols. While no system is 100% secure, we continuously work to protect your data.

You have the right to:

• Access the personal information we hold about you

• Request corrections or updates to your data

• Request deletion of your data, subject to legal or contractual obligations

• Opt out of marketing communications at any time

Requests can be made in writing to the contact details below. We may need to verify your identity before processing requests.

If you have questions or concerns about privacy, please contact:

Above the Common

Email: ava@expat-institute.com

We aim to respond to privacy enquiries and complaints promptly and respectfully.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.