Privacy Policy

Last updated: 29.09.2026

Carmen Mair, ABN 32 044 854 723, trading as Carmen Mair and The Fertility Circle ("we", "us", "our"), provides functional nutrition and fertility support services, online programs, courses and content. We are based in Victoria, Australia, and work with clients in Australia and internationally.

Because we provide health services, much of the information we hold about our clients is health information, which is highly personal. We take our responsibility to protect it seriously. This Privacy Policy explains what personal information we collect, why we collect it, how we use, store and share it, and how you can access or correct it or make a complaint.

We handle personal information in line with the Privacy Act 1988 (Cth), including the Australian Privacy Principles, and the Health Records Act 2001 (Vic). Where the EU General Data Protection Regulation (GDPR) or the UK GDPR applies to you, section 13 explains your additional rights.

This policy applies to carmenmair.com, our membership and course platforms, our emails and social media, our consultations, and any other way you interact with us.

1. THE INFORMATION WE COLLECT

1.1 Contact and account information: your name, email address, phone number, country and time zone, account login details, and communication preferences.

1.2 Health information (for clients): information you provide in intake forms, questionnaires, consultations and messages, which may include:
- your medical, reproductive, menstrual and pregnancy history
- fertility treatment details, including IVF or other assisted reproduction
- diagnoses, symptoms, medications and supplements
- pathology and other test results you choose to share
- diet, lifestyle, sleep, stress and emotional wellbeing
- information about your partner, where relevant to your care and provided with their knowledge

1.3 Payment information: payments are processed by Stripe and PayPal. We see limited details, such as your name, the amount paid and the last four digits of your card, but we do not receive or store your full card details.

1.4 Program and community information: your course progress, attendance at live calls, recordings of live calls in which you participate, and posts or comments you make in our community spaces.

1.5 Website and technical information: your IP address, browser and device type, pages visited, and how you arrived at our website, collected through cookies and similar technologies (see section 8).

1.6 Marketing information: whether you have subscribed to our emails, and whether you open or click them.

1.7 You can browse our website and read our free content without giving us your name or contact details. However, we cannot provide personalised services without your contact and health information.

2. HOW WE COLLECT YOUR INFORMATION

We collect information directly from you, for example when you complete a form, subscribe, make a purchase, book or attend a consultation, message us, or take part in our community. We also collect technical information automatically when you use our website. With your consent, we may receive information about you from other health professionals involved in your care, such as your doctor or fertility clinic, or you may give us copies of your test results.

3. WHY WE COLLECT AND USE YOUR INFORMATION

We collect and use your personal information to:
- provide your consultations, programs, protocols and support, and to tailor them to you
- review information and test results you share with us
- manage your account, bookings, payments and access to programs
- communicate with you about your care, purchases and memberships
- respond to your enquiries
- send you our newsletter and marketing emails, if you have subscribed (see section 7)
- improve our website, programs and services
- meet our legal, tax, insurance and record-keeping obligations
- protect our legal rights and resolve disputes

4. HEALTH INFORMATION AND YOUR CONSENT

4.1 We collect health information only with your consent, and only where it is reasonably necessary to provide our services to you. When you complete an intake form or provide health information to us as a client, you consent to us collecting and using it to provide your care.

4.2 We use your health information only to provide and improve your care, and for directly related purposes you would reasonably expect. We do not use your health information for marketing or advertising, and we never sell it.

4.3 We will not share your health information with your doctor, clinic or any other health professional without your consent, except where the law requires or permits it, such as where there is a serious threat to someone's life, health or safety.

4.4 Please use the secure forms and platforms we provide to send us health information and test results. Standard email is not fully secure.

5. USE OF TECHNOLOGY AND AI TOOLS

We use software to help deliver our services, including tools that help us organise information, draft documents and prepare client materials. [Some of these tools use artificial intelligence.] [Where we use AI tools with client information, we use business-grade services that do not use your information to train their models, we remove identifying details wherever practical, and all recommendations are reviewed and finalised by Carmen personally.] We do not make decisions about you using a fully automated process. [Delete or adjust this section to reflect the tools you actually use.]

6. WHO WE SHARE YOUR INFORMATION WITH

6.1 We do not sell, rent or trade your personal information.

6.2 We share personal information only where necessary with:
- people who work in our business, such as our assistant, who are bound by confidentiality obligations and only access the information they need for their role
- service providers who help us run our business, such as our website, membership, email, scheduling, video-call, payment, client records and cloud storage providers (see section 9)
- other health professionals involved in your care, only with your consent
- our professional advisers, such as our accountant, lawyer or insurer, where necessary
- debt collection agencies or lawyers, if needed to recover unpaid amounts, in which case we share only contact and payment details, never health information
- government authorities, courts or regulators, where the law requires it
- a buyer or successor of our business, if the business is sold, in which case your information will continue to be protected in line with this policy

6.3 Community spaces: information you post in our private Facebook group or other community spaces is visible to other members and is also subject to the privacy policy of the platform provider (for example, Meta). Please think carefully before sharing identifying health details in group settings.

7. EMAIL MARKETING

We send marketing emails only if you have subscribed or otherwise consented, in line with the Spam Act 2003 (Cth) and other applicable laws. Every marketing email identifies us and includes an unsubscribe link. You can unsubscribe at any time, or email admin@carmenmair.com and we will remove you. Unsubscribing from marketing will not stop essential emails about programs or services you have purchased.

8. COOKIES, ANALYTICS AND ADVERTISING

8.1 Our website uses cookies and similar technologies to make the website work, remember your preferences, and understand how visitors use it. We use Google Analytics to measure website traffic.

8.2 [We use the Meta Pixel and similar advertising tools on some public pages of our website to measure our advertising and show our ads to people who have visited our website. We do not place these tools on our intake forms, health questionnaires, member areas or client portals, and we do not share your health information with advertising platforms.] [Delete if you do not run ads.]

8.3 You can control or block cookies through your browser settings, and you can opt out of Google Analytics using Google's opt-out tool. You can adjust your advertising preferences in your social media account settings. Blocking some cookies may affect how our website works.

9. STORAGE, SECURITY AND OVERSEAS DISCLOSURE

9.1 We store personal information electronically using reputable cloud-based providers. We take reasonable steps to protect it from misuse, interference, loss, and unauthorised access, change or disclosure. These steps include password protection and multi-factor authentication, restricting access to people who need it, using secure platforms for health information, and keeping our systems up to date.

9.2 Some of our service providers store data outside Australia, mainly in the United States [and the European Union]. Our main providers include [website/membership platform], [email marketing platform], [scheduling platform], [video-call platform], [client records/intake platform], Stripe, PayPal, Google and Meta. Before disclosing information overseas, we take reasonable steps to ensure the recipient handles it in a way that is consistent with Australian privacy law.

9.3 Data breaches: if a data breach is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner as required under the Notifiable Data Breaches scheme.

10. HOW LONG WE KEEP YOUR INFORMATION

10.1 We keep client health records for at least 7 years after your last consultation or program with us, as required by the Health Records Act 2001 (Vic). If you were under 18 when we collected the information, we keep it until you turn 25, whichever is later.

10.2 We keep financial records for at least 5 years, as required by tax law. We keep marketing information until you unsubscribe or ask us to delete it.

10.3 When we no longer need information and are not required to keep it, we securely delete or de-identify it.

11. ACCESSING AND CORRECTING YOUR INFORMATION

You can ask to access the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date or incomplete. Please email admin@carmenmair.com. We will respond within 30 days. We will not charge you for making a request, but may charge a reasonable fee for providing copies of large records, and we will tell you before any fee applies. In limited circumstances allowed by law, we may decline a request, and if so we will explain why in writing.

12. CHILDREN

Our services are designed for adults. We do not knowingly collect personal information from anyone under 18 without the consent of a parent or guardian. If you believe we hold information about a child without consent, please contact us and we will delete it.

13. ADDITIONAL RIGHTS FOR EU AND UK RESIDENTS

13.1 If the GDPR or UK GDPR applies to you, we are the controller of your personal data. We process your data on the following legal bases:
- to perform our contract with you, such as providing a program you have purchased
- with your explicit consent, for health data, which you may withdraw at any time
- with your consent, for marketing emails and non-essential cookies
- to comply with our legal obligations, such as health record and tax retention laws
- for our legitimate interests, such as running and improving our business, where these are not overridden by your rights

13.2 You have the right to access, correct or delete your data, to restrict or object to its processing, to receive your data in a portable format, and to withdraw your consent at any time. Withdrawing consent does not affect processing that took place before you withdrew it. Some information, such as health records, may need to be kept for a minimum period by law even if you ask us to delete it.

13.3 Your data is transferred outside the EU and UK to Australia and to our service providers in other countries, including the United States. We rely on appropriate safeguards for these transfers, such as the standard contractual clauses used by our service providers.

13.4 You have the right to lodge a complaint with the data protection authority in the country where you live.

14. MAKING A COMPLAINT

If you have a concern about how we have handled your personal information, please email admin@carmenmair.com. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you can contact:
- the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, 1300 363 992
- for health information, the Victorian Health Complaints Commissioner: hcc.vic.gov.au
- if you live in the EU or UK, your local data protection authority

15. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The current version will always be on this page, with the date it was last updated. If we make a significant change to how we handle your personal information, we will notify our clients and subscribers by email.

16. CONTACT US

Carmen Mair
ABN 32 044 854 723
Email: admin@carmenmair.com
Website: carmenmair.com