Privacy & data
Privacy Policy
Last updated 7 July 2026
On this page
1Who we are & scope
This Privacy Policy explains how iKoach, a product of R.O.I Group Pty Ltd (ABN 49 638 068 667), collects, uses, and protects personal information when you use our websites, booking pages, and platform (the “Services”). We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
2iKoach and Coaches — two roles
iKoach is a platform used by independent Coaches. That means personal information is handled in two ways:
- iKoach as operator — when you create an iKoach account or visit our own pages, we decide how your information is handled, as described in this Policy.
- Coaches as operators of their pages — when you book a call, join a program, or buy from a Coach, that Coach receives and controls your information for their own business (for example, contacting you about your booking). Coaches are responsible for their own privacy practices; we process that information on the platform to make their services work.
3Information we collect
- Account information — name, email, password (hashed), business details, and settings when a Coach registers.
- Contact & booking details — name, email, optional mobile number, timezone, and the calls or programs you book.
- Payment information — handled by our payment processor; we receive transaction details (amount, status, last card digits) but never store full card numbers.
- Communications — emails, SMS, and in-platform messages sent or received through the Services.
- Call recordings & video — where a Coach records a session, the recording is processed and stored via our video providers (see section 9).
- Usage & device data — pages visited, basic device/browser information, and aggregated analytics.
4How we use information
- Providing and operating the Services, including scheduling, hosting calls, and processing payments.
- Sending transactional communications such as booking confirmations, appointment reminders, receipts, and account notices, by email and (with consent) SMS.
- Providing customer support and responding to enquiries.
- Securing the Services, preventing fraud and abuse, and enforcing our terms.
- Improving the Services using aggregated, de-identified usage insights.
- Meeting legal obligations.
5SMS & text messaging
If you provide your mobile number and tick the consent checkbox on a booking form, we send transactional SMS about the call you booked — a booking confirmation and appointment reminders. Message frequency varies; message and data rates may apply. Reply STOP to opt out at any time, reply HELP for help, or contact support@ikoach.com. Full details are in our SMS Terms.
6Cookies & analytics
We use essential cookies to keep you signed in and the Services secure, and privacy-respecting analytics to understand aggregate usage. We do not run third-party advertising cookies or sell data. Details, including how to manage cookies, are in our Cookie Notice.
7How we share information
We do not sell personal information. We share it only:
- With Coaches — the Coach you book with or buy from receives the details needed to deliver their service to you.
- With service providers who process data on our behalf to run the Services — hosting and database, payment processing, email delivery, SMS delivery, video calling and recording, analytics, and AI processing — under terms that restrict their use of the data.
- For legal reasons — where required by law, to enforce our terms, or to protect rights, safety, and security.
- In a business change — as part of a merger, acquisition, or asset sale, with appropriate protections.
8Overseas disclosure
Our service providers store and process data in several regions — including Australia, the United States, and India (for example, our database infrastructure is hosted in the Asia-Pacific region and several providers operate from the United States). Where personal information is handled overseas, we take reasonable steps consistent with the Australian Privacy Principles to ensure it is treated in line with this Policy.
9Call recordings & video sessions
Video calls run through our video infrastructure providers. Coaches may record sessions; recordings are stored and streamed via our video processing providers and made available to the Coach (and, where the Coach chooses, to the Client). Coaches are responsible for telling participants when a session is being recorded and for using recordings appropriately.
10Retention
We keep personal information for as long as needed to provide the Services, meet legal, accounting, and reporting obligations, and resolve disputes. When information is no longer needed, we delete or de-identify it. Coaches control the retention of the contact records they hold in their own accounts.
11Security
We use reasonable technical and organisational safeguards, including encryption in transit, access controls, hashed credentials, and least-privilege infrastructure access. No method of transmission or storage is completely secure; if a data breach occurs that is likely to result in serious harm, we will notify affected people and the regulator as required by the Notifiable Data Breaches scheme.
12Your rights & complaints
You may request access to or correction of your personal information, ask us to delete information we no longer need to keep, and withdraw SMS consent at any time by replying STOP. Contact support@ikoach.com and we will respond within a reasonable period.
If you believe we have breached the Australian Privacy Principles, contact us first and we will investigate. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).
13Children
The Services are not directed to individuals under 16, and accounts require users to be at least 18. We do not knowingly collect personal information from children; if you believe a child has provided us information, contact support@ikoach.com and we will delete it.
14Changes & contact
We may update this Policy from time to time; material changes will be posted on this page with an updated date.
R.O.I Group Pty Ltd (trading as iKoach)
New South Wales, Australia
Email: support@ikoach.com