Privacy Policy

Privacy Policy

Effective Date: 18 June 2026

Last Updated: 18 June 2026

1. About This Policy

This Privacy Policy explains how Ariana Sexology ("we," "us," "our"), operated by Dr Armin Ariana, collects, uses, stores, discloses, and protects your personal information when you interact with our website (arianasexology.com), courses platform (arianapsyche.com), AI assistant, booking tools, and clinical services.

We are committed to handling your personal information in accordance with the Australian Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and applicable state and territory health records legislation.

Business Details:

Ariana Sexology

Level 1, 470 St Pauls Terrace

Fortitude Valley, QLD 4006, Australia

Email: info@arianasexology.com

Phone: 0479 039 739

2. Information We Collect

We collect different types of information depending on how you interact with us:

Personal Information:

Name, email address, phone number, and mailing address when you book appointments, enrol in courses, subscribe to our mailing list, complete quizzes, or interact with our AI assistant.

Health and Clinical Information:

Details relevant to your consultations, including medical history, current health conditions, sexual health concerns, and information shared during sessions. Session notes are recorded and stored securely as part of your clinical file.

Payment Information:

Billing details including credit card information processed through our payment provider (Square). We do not store your full card details on our servers.

AI Assistant Interaction Data:

When you interact with the AI assistant (voice or text widget) on our website, conversation transcripts are generated and stored. Voice audio is not retained. Transcripts may include your name, email address (if provided), stated concerns, and any other information you share during the conversation. These transcripts are processed to provide you with relevant follow-up information and resources.

Website Usage Data:

IP addresses, browser type, device information, pages visited, time spent on pages, and interaction patterns collected through cookies and similar technologies.

Communication Data:

Records of emails, messages, and other communications between you and our team.

Quiz and Assessment Data:

Responses to self-assessment quizzes (Vitality Check, PE Pulse, Desire Gauge) including the email address you provide to receive your results.

3. How We Use Your Information

We use your information for the following purposes:

Service Delivery: To schedule appointments, deliver consultations (online or in-person), provide course access, send quiz results, and manage your care.

Follow-up Communication: To send you relevant resources, session summaries, and follow-up information based on your interactions with our services or AI assistant.

Email Marketing: To send educational content, service updates, and promotional materials. You may opt out at any time by clicking the unsubscribe link in any email or contacting us directly.

Payment Processing: To process transactions for sessions, courses, and programs.

Service Improvement: To analyse usage patterns, improve our website and services, and develop new content and resources.

Medico-Legal Services: To prepare expert reports and opinions for legal professionals, using information provided by referring firms and claimants.

Legal Compliance: To comply with applicable laws, regulations, and professional obligations, including mandatory reporting requirements.

4. Third-Party Service Providers

We use the following third-party services to deliver and support our practice. Your data may be processed by these providers, some of which are based outside Australia:

ElevenLabs (United States): Powers our AI voice and text assistant. Conversation transcripts are stored on their servers. Voice audio is not retained. Their privacy policy applies to data processed through the assistant.

Kit, formerly ConvertKit (United States): Manages our email subscriber list, quiz delivery, and automated email sequences. Your email address, name, and tagged interests are stored on their platform.

n8n (Cloud, Germany/EU): Processes automation workflows between our AI assistant and email system. Handles conversation metadata and email addresses.

Square (United States): Processes payments for sessions, courses, and programs. Handles billing and transaction data.

Stripe (United States): Processes payments through our course platform (Thinkific) and email platform (Kit). Handles billing and transaction data.

Calendly (United States): Manages appointment scheduling. Collects your name, email, and selected appointment time.

Halaxy (Australia): Practice management and booking system. May collect your name, email, phone number, and appointment details.

Zoom (United States): Hosts online consultation sessions. Session recordings are only made with your explicit consent. Following a session, a written summary of key discussion points and agreed actions may be provided to you via email. This summary is prepared by Dr Ariana (with the assistance of AI drafting tools where appropriate) and forms part of your ongoing care.

Hostinger (Lithuania/EU): Hosts our website. Processes standard web server logs including IP addresses and page requests.

Thinkific (Canada): Hosts our online courses on arianapsyche.com. Stores your account details, course progress, and enrolment data.

AI Research and Drafting Tools: We may use AI-powered tools (such as Anthropic's Claude) to assist with research, drafting, and administrative tasks, including the preparation of medico-legal reports. When AI tools are used, no client data is submitted for AI model training. All clinical opinions, assessments, and conclusions contained in any report or correspondence are the independent professional judgment of Dr Armin Ariana. AI tools serve as research and drafting aids only.

We take reasonable steps to ensure that these overseas recipients handle your personal information in a manner consistent with the Australian Privacy Principles, as required under APP 8. Where possible, we use providers that comply with comparable privacy frameworks (e.g., GDPR, SOC 2).

5. Cookies and Tracking

Our website uses cookies and similar technologies to:

• Enable essential website functionality
• Analyse site traffic and usage patterns (via Google Analytics)
• Deliver relevant advertising (via Meta Pixel, where active)
• Remember your preferences

You can manage or disable cookies through your browser settings. Disabling cookies may affect some website functionality.

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, or as required by law:

Clinical records: Retained for a minimum of 7 years after the last consultation, in accordance with Queensland health records legislation. For clients who were minors at the time of treatment, records are retained until the client turns 25.

Email subscriber data: Retained until you unsubscribe or request deletion.

AI assistant transcripts: Retained in transcript form only (no audio). Transcripts are reviewed periodically and deleted when no longer required for service improvement or follow-up purposes.

Payment records: Retained for 7 years for taxation and accounting purposes.

Website analytics data: Retained in anonymised/aggregated form.

7. Your Rights

Under the Australian Privacy Principles, you have the right to:

Access: Request access to the personal information we hold about you.

Correction: Request correction of inaccurate or incomplete information.

Complaints: Lodge a complaint if you believe we have breached your privacy. We will investigate and respond within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

Opt-out: Unsubscribe from marketing communications at any time.

Deletion: Request deletion of your personal information, subject to our legal and professional obligations to retain certain records.

To exercise any of these rights, contact us at info@arianasexology.com with the subject line "Privacy Request."

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

• Encryption of data in transit (SSL/TLS) and at rest where applicable
• Access controls limiting data access to authorised personnel only
• Secure password management and two-factor authentication on key systems
• Regular review of security practices and third-party provider security

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the OAIC as required under the Notifiable Data Breaches scheme.

9. Children's Privacy

Our services are designed for adults (18 years and over). We do not knowingly collect personal information from individuals under 18 without parental or guardian consent. If we become aware that we have collected information from a minor without appropriate consent, we will take steps to delete that information.

10. International Clients

If you are accessing our services from outside Australia, please be aware that your information may be transferred to and processed in Australia and other countries where our service providers are located. By using our services, you consent to such transfers.

For clients in the European Economic Area (EEA), we process your data on the basis of legitimate interest, contractual necessity, or your explicit consent, as applicable under the General Data Protection Regulation (GDPR).

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify you by email. We encourage you to review this policy periodically.

12. Contact

For privacy-related questions, requests, or complaints:

Ariana Sexology

Dr Armin Ariana

Level 1, 470 St Pauls Terrace

Fortitude Valley, QLD 4006, Australia

Email: info@arianasexology.com

Phone: 0479 039 739