Privacy Policy

The B Collective Pty Ltd | Robyn Birkin | https://robynbirkin.com

Effective date: [insert publication date]. Last reviewed: 9 October 2026.

This policy explains how we collect, use, store and disclose personal information when you visit our website, contact us, join our mailing list, register for an event, purchase resources or work with us. It also explains our use of artificial intelligence, call recordings and transcription, your choices and how to raise a privacy concern. Specific collection and recording notices provide additional information about particular activities.

1 Who we are and how to contact us

The B Collective Pty Ltd operates the Robyn Birkin business and the website https://robynbirkin.com. We are based in Perth, Western Australia. In this policy, “we”, “us” and “our” refer to The B Collective Pty Ltd, including its authorised personnel when acting on its behalf.

For privacy enquiries, access or correction requests, consent choices and complaints, contact our Privacy Contact at hello@robynbirkin.com. Our ABN is [insert verified ABN]. Our business address for privacy correspondence is [insert suitable business address]. Please identify the service or interaction your request concerns, but do not send unnecessary identity documents or sensitive information in an initial email.

2 What this policy covers

This policy covers information handled in connection with our website, forms, digital resources, events, business strategy and consulting, private client engagements and the Peace + Profit Mastermind. It also covers relevant email, community, meeting, payment and document platforms we use to operate those services.

Personal information is information or an opinion about an identified or reasonably identifiable individual. Business information can be personal information where it relates to a sole trader, identifies a person or reveals personal circumstances. Removing a name does not necessarily make a business story, recording or financial record anonymous.

Our service terms separately govern participation, confidentiality and intellectual property. This privacy policy is a notice about information handling; it does not waive your rights or give unrestricted consent to AI processing, recording, marketing or overseas disclosure. Applicable privacy law takes priority. We apply the handling commitments described here whether or not every statutory privacy obligation applies to a particular interaction.

External websites and services you independently use have their own privacy practices. Where we engage a provider to deliver our service, we remain responsible for our own obligations when selecting that provider and supplying information to it.

3 The information we collect

Depending on your interaction with us, we may collect your name, email address, telephone number, business name, website and social-media details, billing information, country, timezone and contact preferences. Applications and enquiries may also contain your goals, business experience, current offers, audience information and details needed to assess service suitability.

When you purchase, we collect order details, invoice and transaction records, the payment plan selected, payment status and relevant tax information. Payment providers process financial credentials under their own arrangements. The exact payment information accessible to us depends on the provider and configuration identified in the provider information below; please do not email card details to us.

During client work, we may receive business plans, revenue or sales figures, marketing materials, audit submissions, strategies, questions, community posts, coaching correspondence, progress information and feedback. We collect only information reasonably needed for the service or another stated lawful purpose. Do not provide another person’s confidential or personal information unless you have authority and the relevant lawful permissions.

Where properly notified and authorised, a call may capture your voice, image, display name, participation, chat messages, shared screen and information discussed. A recording or AI tool may generate a transcript, meeting summary, action list, draft plan or other output about you. Such outputs can be personal information even if they are inaccurate.

Website and platform activity may include IP addresses, approximate location derived from an IP address, browser and device information, pages visited, referring pages, timestamps, account activity, cookie identifiers, security logs and event-registration activity. Where permitted and enabled, marketing platforms may record email opens, clicks and delivery information. The actual analytics, advertising and tracking providers must be identified in our current provider and cookie information.

We may also collect consent records, privacy preferences, support correspondence and information reasonably needed to handle a complaint, payment dispute or security incident. We do not deliberately collect government identifiers merely to label customer records.

4 How we collect information

We ordinarily collect information directly from you when you complete a form, subscribe, register, purchase, join a community, attend an authorised recorded call, submit work for review or contact us. We also collect information automatically through enabled website or platform features, including necessary cookies and security logs.

We may receive relevant information from payment and delivery providers, a referring person with appropriate authority, or publicly available business profiles you identify or reasonably expect us to review. Public availability is not permission to collect every detail or use it for unrelated purposes. We will provide an appropriate notice and establish a lawful basis where required for indirect collection.

You can ordinarily browse public website content without providing your name. You may contact us anonymously or using a pseudonym where practicable and lawful. We may need identifying and contact information to fulfil a purchase, grant a personal account, provide individual advice, comply with recordkeeping obligations or verify a privacy request. If necessary information is not supplied, we will explain any resulting limit on the service.

If we receive personal information that we do not need and would not lawfully collect, we will take appropriate steps to delete or de-identify it where lawful and reasonable. Please tell us promptly if you have sent information by mistake.

5 Why we use personal information

We use relevant information to respond to enquiries, assess applications, register attendees, process purchases, administer accounts and payment plans, provide resources, communicate scheduling changes and deliver the agreed service. Client information may be used to prepare and review strategies, audits, feedback and implementation support within your engagement.

We also use information as appropriate to maintain website and account security, detect fraud or spam, troubleshoot problems, improve services, manage suppliers, keep lawful business records and deal with complaints or disputes. Improvements based on client experience must respect confidentiality; identifiable examples are not automatically available for public marketing or unrelated AI training.

With an appropriate lawful basis and required permissions, we may send marketing, measure campaigns, personalise communications or use approved testimonials. You can refuse optional marketing or publicity without losing the service you purchased. Service communications needed for delivery are different from promotional communications.

We will not use information for an unrelated purpose merely because it is technically accessible. New uses must be compatible with the original lawful collection and notices or have another lawful basis, including separate consent where required. Where applicable, processing may be based on consent, fulfilment of a contract, legal obligations or properly assessed legitimate interests; those bases apply only to the extent the relevant law permits. A specific notice will explain any additional basis required for a particular overseas interaction.

6 Sensitive information and third party material

Our current services concern business strategy and education. We do not ordinarily need health information, religious beliefs, political opinions, biometric identification data or other sensitive information to provide them. Please avoid submitting those details or unnecessary information about children, clients, staff or family members.

If sensitive information is genuinely necessary, we will explain the purpose, limit collection and obtain specific informed consent unless an applicable lawful exception permits another approach. Voluntarily mentioning sensitive information in a call does not authorise its reuse in marketing, a public chatbot or a separate training dataset.

A recording can incidentally capture sensitive information. We will not use recordings to create biometric identifiers, infer sensitive traits or undertake emotion or health analysis without a separate specific lawful arrangement. Appropriate notice and permission are required for any such proposed activity.

Where client materials contain information about other people, provide an appropriately de-identified version wherever practicable. Your permission to share your own information is not automatically permission on their behalf. We may request a redacted version or decline unnecessary identifiable material.

7 Artificial intelligence used in calls

We may use authorised recording, transcription, note-taking and summarisation features in selected calls, workshops or coaching sessions. Their purposes may include producing an agreed replay, keeping an accurate service record, preparing a summary, identifying action items and supporting follow-up work. Not every call will use every feature.

Before identifiable recording or AI transcription starts, we will identify the tool or provider, the information captured, the purpose, who can access the recording or output, relevant overseas handling, retention arrangements and how to request an alternative. We will obtain separate express consent for identifiable recordings and AI transcription in accordance with our service terms and any additional requirements of applicable law.

Publishing this policy, accepting general terms, silently remaining on a call or switching off your camera is not treated as unrestricted permission. Your display name, voice, chat or screen may still be captured when your camera is off. If you do not agree, tell us before processing starts so we can arrange a reasonable way to deliver your agreed support without the proposed recording or AI feature.

Private-call material is accessible only to the authorised personnel and providers needed for that service. For group replays, the notice will identify the actual authorised member audience. Access is not automatically extended to future cohorts, outside clients or the public. Public use, marketing clips or other repurposing requires the relevant separate permission.

Members and attendees must not introduce their own meeting bots, recording extensions or AI note-takers without advance approval and the consent of affected participants. We may remove unauthorised tools. Permission to take personal notes is not permission to circulate other people’s confidential information.

8 Artificial intelligence used to support client work

From time to time, we may use AI to assist with organising information, research support, drafting or refining feedback, reviewing materials, developing a draft strategy or action plan and summarising relevant discussion. We may also use AI for general educational or marketing drafting that does not involve identifiable or confidential client information. AI assistance does not replace a promised human consulting service.

We prefer to use the minimum necessary information and appropriately de-identified material. De-identification must account for distinctive business details, embedded metadata and combinations of information, rather than simply removing your name. Confidential material remains protected even when it is not personal information.

We will not input identifiable personal information, confidential client submissions, private coaching communications or call recordings into public or consumer generative AI tools. If identifiable or confidential material is to be processed through a suitably controlled provider, we will first assess necessity, security, provider access, data flows, retention, model-training use and overseas processing and provide an appropriate notice. We will obtain any consent required by law and our service terms, and otherwise establish an appropriate lawful basis consistent with the notice given.

For approved processing of identifiable or confidential service information, we will use contractual and account controls that prohibit the provider’s use of that material to train its general-purpose models, restrict access and support appropriate retention and deletion. We will not proceed if suitable controls cannot reasonably be established. We cannot promise that a feature is private solely because it is paid or labelled a business tool.

We will not use your personal information, confidential work, voice or image to train or fine-tune our own model, create a reusable knowledge base for unrelated users, generate a synthetic likeness or produce public client stories without a separate specific opt-in agreement. Agreeing to ordinary coaching or to call transcription is not permission for those additional uses.

We apply proportionate human review before relying on AI-assisted client work. AI may generate inaccurate, incomplete, biased or invented information. If an output incorrectly describes you or your business, contact us so we can investigate and correct the information or clearly record its disputed status. We do not treat an unverified AI inference as an established fact merely because a tool generated it.

If you object to a proposed optional identifiable AI use, contact hello@robynbirkin.com before it begins. We will discuss a reasonable non-AI alternative for your agreed service. Where consent is the basis, you can withdraw it for future processing; we will explain any effects and any information that must lawfully be retained. Withdrawal does not retrospectively make lawful earlier processing unlawful or remove another individual’s rights.

9 Automated systems and decisions

We may use ordinary automation for tasks such as confirmations, reminders, payment processing, spam filtering and service administration. We will not make significant decisions about your admission, termination or access to paid services solely by an automated system without an appropriate lawful arrangement, clear notice and any required safeguards. You may request human consideration of a decision affecting you.

Human involvement does not automatically make AI-assisted decision-making insignificant. Before introducing processing that makes or substantially and directly informs a decision significantly affecting an individual’s rights or interests, we will assess the applicable disclosure obligations and publish details of the personal information used and the types of automated or assisted decisions, together with appropriate safeguards. A general statement that we use AI is not a substitute for a required specific disclosure.

10 Who may receive information

We may disclose relevant information to authorised personnel, contractors and professional advisers who reasonably need it to operate the business, deliver your service, maintain records or address a legal issue. They must handle information under appropriate confidentiality, security and lawful-use arrangements.

Providers may include website hosting and security services, form and account platforms, email and customer-management services, payment processors, meeting and authorised AI providers, community and course platforms, document storage and business administration systems. Only relevant information should be supplied. Some providers process information on our behalf; others, such as a payment provider, may also handle information independently for their own lawful purposes described in their notices.

If you participate in a group, information you choose to share is visible to the authorised people in that setting. Community access and replay audiences must match the notified arrangements. Members are subject to confidentiality obligations, but a group setting is not legally privileged and we cannot guarantee that every member complies. We will address reported misuse reasonably.

We may disclose information where required or lawfully authorised, to respond to a lawful request, obtain advice, defend a claim or address a serious security incident. A proposed business transfer will be subject to appropriate confidentiality, due diligence, notice and legal safeguards; it does not authorise unrelated marketing or unrestricted transfer of sensitive records.

We do not sell personal information for money. Some advertising-platform disclosures can be regulated as a sale, sharing or targeted advertising under particular overseas laws even without payment. Where those laws apply, we will provide the relevant disclosure and required choices before relying on that processing. The actual enabled advertising features must be identified below.

11 Our providers and processing locations

The following information must identify the actual services we use. A provider-specific collection or recording notice may give further details, but does not remove protections in this policy or your accepted service terms. Where provider arrangements change, we will update relevant information and obtain fresh permission if required.

Website hosting, website forms, security and backups: [insert current providers, relevant information handled, processing or access countries and privacy-notice links].

Email marketing, customer management and booking: [insert current providers, relevant information handled, processing or access countries and privacy-notice links].

Payments, invoicing and business administration: [insert current providers, relevant information handled, processing or access countries and privacy-notice links].

Calls, recordings, transcription and meeting AI: [insert provider names, enabled features, recording and transcript locations, authorised access, retention periods and privacy-notice links; identify any separate AI provider].

Client-work AI: [insert provider names and account or deployment types, information permitted for processing, purposes, processing or access countries, training restrictions, retention controls and privacy-notice links].

Community, course portal, document storage and strategy delivery: [insert current providers, relevant information handled, processing or access countries and privacy-notice links].

Analytics, advertising pixels, audience uploads and embedded services: [insert actually enabled providers and features, information handled, relevant consent or opt-out arrangements, processing or access countries and privacy-notice links; state none where appropriate].

12 Overseas handling

Because our services use online systems and may serve international clients, personal information may be stored, processed or accessed outside Australia. The relevant providers and likely recipient countries, where practicable to identify, are specified in section 11 and any applicable collection notice. Do not assume that an Australian billing address means all processing stays in Australia.

We will take reasonable steps appropriate to the transfer and applicable law, including assessing provider terms, access controls, security, information minimisation and any required transfer mechanism or notice. Where the Australian Privacy Principles apply, we will comply with applicable cross-border obligations. If another law requires particular contractual safeguards, a representative or additional disclosures, we will implement them before relying on the affected processing.

Agreeing to this policy does not waive overseas-transfer protections or release us from responsibility for a provider’s handling where law makes us accountable. We will not rely on a broad consent clause to avoid assessing a transfer. If an exceptional transfer requires informed consent, we will explain the specific circumstances and obtain it separately.

13 Marketing email and communication preferences

We may send newsletters, business education, event information and promotional material where we have the required consent or other lawful permission. The registration form or collection notice will explain whether signing up for a particular resource also involves ongoing marketing. A purchase or enquiry is not unlimited permission for every future campaign.

Marketing email will identify the sender and provide a usable unsubscribe facility. You can also contact hello@robynbirkin.com. We will act within the applicable legal timeframe, including within five working days for Australian commercial electronic-message unsubscribe requests where that rule applies, and will not charge you to unsubscribe.

We may keep a minimal suppression record to honour your opt-out rather than accidentally re-add you to a list. Unsubscribing from marketing does not cancel a service or prevent necessary invoices, access instructions, security notices and delivery communications. Where required, tracking of email opens or clicks is subject to an appropriate notice and preference or consent arrangement.

We will obtain separate approval before publishing an identifiable testimonial, screenshot, case study, revenue result, image, voice or private message. You may refuse without losing a purchased service. Permission for future publicity may be withdrawn, subject to reasonable removal time and lawful recordkeeping.

14 Cookies analytics and advertising

Cookies and similar technologies may maintain account sessions, remember preferences, help security, measure website use and, where enabled and authorised, support advertising attribution or audience creation. A pixel, tracking link, local-storage item or server-side event can involve personal information even when it is not called a cookie.

Necessary features help the website and accounts operate. Optional analytics, advertising and cross-site tracking will follow applicable notice and consent rules. Where prior consent is legally required, the relevant technology must remain disabled until you make that choice. A notice that cookies exist is not itself consent, and essential website access will not be made conditional on unrelated tracking where law prohibits that approach.

Our current cookie and tracking details are: [insert accessible cookie notice or link, with actual technology or cookie names, providers, purposes, duration and choice mechanism]. You may adjust browser settings, but blocking necessary cookies may affect login or checkout. Browser blocking does not necessarily control server-side tracking or separately uploaded audiences; use the relevant choice mechanism or contact us.

Where advertising pixels, conversion tools, retargeting, customer-audience matching or similar features are enabled, the provider information must identify them and the data involved. Email addresses or identifiers used for matching may be hashed, but hashing does not necessarily make them anonymous. We will not supply private coaching content, call transcripts or unnecessary sensitive information to advertising platforms.

15 WordPress accounts comments and media

If comments are enabled, we collect the information in the comment form, the comment itself, the visitor’s IP address and browser user-agent information to support moderation and spam detection. Approved comments and the associated public display name may be visible to website visitors. Do not post information that you do not want published.

If Gravatar is enabled, a hash derived from your email address may be sent to the Gravatar service to check for an associated profile image. Its privacy information is at https://automattic.com/privacy/. An approved comment may display the associated image publicly. Hashing does not automatically mean that no personal information is disclosed. If we use another comment or spam service, it must be included in section 11.

Where website registration is enabled, we retain the profile information needed to administer the account. You may be able to view and edit information through your account, subject to platform restrictions; contact us for correction or deletion requests that cannot be completed there. Administrators have appropriate access for administration and support. Password-reset and security messages may contain your IP address or other security information depending on the configured platform.

Standard WordPress features can use a temporary browser-test cookie, login and display-preference cookies and an optional comment-details cookie. Their actual duration and any additional plugin cookies must be identified in the current cookie information in section 14. We do not assume default durations remain accurate after configuration or plugin changes.

If image uploads are permitted, remove embedded location and other unnecessary identifying metadata before upload. Publicly accessible image files may allow visitors to extract embedded EXIF or GPS information. Public publication does not replace our duty to handle any non-public uploaded material appropriately.

Comments and accounts are not automatically retained indefinitely. We periodically assess continued need, subject to the retention arrangements in section 17, legitimate moderation purposes and legal obligations. Contact us if you wish to discuss removal of a comment containing your information.

16 Embedded content external links and social platforms

Our pages may contain embedded video, audio, images, scheduling tools or other external content. Loading an embed may send your device or activity information to its provider, which can use cookies or associate the visit with an account you have with it. We will identify relevant enabled providers and implement required consent controls before loading non-essential tracking content.

If you follow an external link or interact with us on a social-media platform, that service also handles information under its own policy. We may receive messages and business information you choose to share there. Please use an approved private submission channel for confidential work rather than public comments or social-media messages containing unnecessary sensitive details.

An external platform’s processing is not made harmless merely because it occurs through an embedded element. We will assess the website features we choose to deploy and remain responsible for our own applicable obligations.

17 Retention and deletion

We retain information only for as long as reasonably needed for the stated purpose, applicable legal recordkeeping, lawful dispute handling or another valid obligation. Different records have different needs; a requirement to keep an invoice does not automatically justify keeping every coaching recording or transcript for the same period.

Our current retention arrangements are: enquiry and unsuccessful-application records [insert period and starting event]; active and former-client strategy, submission and correspondence records [insert period and starting event]; call audio and video [insert period and starting event]; transcripts and AI summaries [insert separate periods and starting events]; community material and replays [insert period, access cutoff and audience]; transaction, consent and complaint records [insert applicable periods]; security logs and backups [insert retention or rotation arrangements].

We review marketing contact records for continued lawful need and honour opt-outs using minimal suppression records. Website comments and account records are reviewed for relevance, security and deletion requests rather than retained forever by default. Any separate platform retention period must be taken into account.

When information is no longer required, we take reasonable steps to securely delete it or de-identify it. Removal from a live account may not immediately remove protected backup copies. Such copies remain restricted, rotate out under the identified backup arrangements and will not be restored for unrelated use. We will seek appropriate provider deletion where available and required.

You can request deletion or withdrawal of optional processing. We will assess your request against applicable rights, legal obligations, other people’s information and proportionate dispute needs. If we cannot delete a record, we will explain the lawful basis and limit its use. We cannot necessarily remove copies already lawfully received by an independent recipient, but will take reasonable steps required by law and our commitments.

18 Security and incidents

We take reasonable measures appropriate to the information and risk to protect against misuse, interference, loss and unauthorised access, alteration or disclosure. Measures may include restricted access, secure authentication, provider assessment, updates, staff and contractor confidentiality, backup controls and incident-response procedures. No online system is completely risk-free, and a disclaimer does not remove our security responsibilities.

If we become aware of a suspected breach, we will assess and contain it, investigate the affected information, take reasonable remediation steps and make notifications required by applicable law. Where the Australian Notifiable Data Breaches scheme applies, we will assess and notify eligible breaches in accordance with that scheme. Other laws may require different notifications or deadlines.

Notify hello@robynbirkin.com promptly if you suspect unauthorised disclosure, account compromise, AI misuse or exposure of private material. Provide enough information for investigation without unnecessarily repeating exposed sensitive details. We will explain relevant protective steps where appropriate.

19 Access correction and other rights

You may ask us what personal information we hold about you, request access, identify an error and request correction. We may need proportionate identity verification, but will not ask for more identifying information than reasonably necessary. Contact our Privacy Contact rather than relying solely on a website account-export feature, because information may also be held in email, recordings, community or client-work systems.

We will respond within a reasonable time and any applicable mandatory period. Where the Australian Privacy Principles apply to an access request, we will aim to respond within 30 calendar days. We will not charge for making a request or for correcting information; any lawful charge for providing access will be reasonable and explained in advance.

If access or correction is lawfully refused, we will give an explanation and available complaint options, unless law prevents disclosure of the reason. Where appropriate, we can provide redacted access, another reasonable method or a statement of your requested correction attached to the disputed record. We will take applicable steps to communicate relevant corrections to recipients.

Depending on the law applicable to you and the processing, you may also have rights to deletion, restriction, portability, objection, withdrawal of consent, advertising opt-out and review of automated decisions. These rights are not identical in every jurisdiction and may have lawful exceptions. Contact us to exercise them; we will assess and honour applicable rights without treating the request as misconduct or requiring you to waive contractual remedies.

20 Children and incidental family information

Our paid business services are intended for adults aged 18 or over, and our website is not directed to children. We do not knowingly request children’s personal information for marketing or coaching. If a child appears incidentally in a call, or a member discusses family matters, that does not permit repurposing the information.

Contact us if you believe we have collected a child’s information unnecessarily or without required permission. We will assess and take appropriate steps, including stopping use or deleting unnecessary material where lawful. Do not submit identifying details about children when a non-identifying description will suffice.

21 International privacy rights

Applicable rights may depend on where you live, how we offer services, the information involved and the processing undertaken. We do not assume that an Australian governing-law clause removes overseas privacy rights or that collecting business information automatically avoids them.

Where a particular law requires additional information about legal bases, transfer safeguards, controllers or processors, a representative, statutory request rights or advertising disclosures, we will provide the appropriate region-specific notice before relying on the affected processing. The Australian contact listed above is not represented as a formally appointed overseas representative or statutory data-protection officer.

You may complain to an appropriate regulator where it has jurisdiction. Our internal process is not an exclusive route or a waiver of local rights. If you need an accessible version of this policy or relevant transfer information, contact hello@robynbirkin.com.

22 Privacy complaints

Email hello@robynbirkin.com with a description of the concern, the relevant interaction and your preferred outcome. We will ordinarily acknowledge within five Perth business days and aim to provide a substantive response within 20 Perth business days. If more investigation is required, we will explain the delay and provide an update. Mandatory deadlines and urgent rights take priority.

If unresolved, you may seek assistance from an appropriate regulator or other competent authority. Where Australian privacy law gives the Office of the Australian Information Commissioner jurisdiction, its complaint information is at https://www.oaic.gov.au/privacy/privacy-complaints. You may also contact a competent overseas regulator where applicable. This policy does not claim that the OAIC has jurisdiction over every aspect of every small business.

23 Updates to this policy

We may update this policy to reflect changes in actual practices, services or law. The published version will show its effective date. Where a change materially affects how existing information is handled, we will provide an appropriate direct notice and obtain fresh consent or establish another valid lawful basis where required before the changed processing starts.

An update does not retrospectively authorise a previously undisclosed use, remove an accepted confidentiality commitment or convert silence into consent. Earlier valid permissions, withdrawals and retention duties will be respected according to their scope and applicable law.