Privacy Policy

ADHD AWARE ("we", "us") is operated from Australia and is bound by the Australian Privacy Principles under the Privacy Act 1988 (Cth). This page explains plainly what we collect, why, where it's stored, and what control you have over it.

The short version

• We only store data we genuinely need to run the service.

• We never sell your data and we don't use it to train AI models.

• We don't keep your conversations with Olivia — our AI partners (Google, ElevenLabs) process them to reply; we don't store them.

• Children don't use the platform — only parents and caregivers do.

What we collect, and why

1. Your account

Providing personal information is generally voluntary. However, if you choose not to provide certain information (such as your name or email address), we may be unable to create an account, provide services, process purchases, or respond to enquiries.

When you sign up, we store:

• Your name and email address

• No password — you sign in with a secure, single-use link we email to you, so there's no password for us to store

• Anything you choose to add to your profile (short bio, location, website, Instagram or Facebook handle, avatar image)

• Whether you're on the free tier or have purchased the AWARE program, plus a Stripe customer reference

Profile fields beyond name and email are optional. Leave them blank if you'd rather not share.

2. Community forum posts

The community is intentionally first-name-only. When you post a thread or reply, only the first part of your display name is visible to other members. Your full name and email address are not exposed in the forum.

Forum content is moderated and may be removed if it breaches our community standards.

3. Conversations with Olivia (the AI coach)

We don't keep your conversations with Olivia on our servers. What you type or say lives in your browser while you chat. On our side we record only an anonymous counter — that a message happened, whether it was text or voice, and when — so free-message limits work. We never store the words themselves. Pressing End session clears your side and starts you fresh.

The one exception is temporary diagnostic logging: if we switch on an internal "Chat Debug" mode to investigate a fault, conversation content may be retained while it is on, and is wiped automatically the moment it is switched off.

Olivia generates responses using artificial intelligence and automated processing. Responses are generated automatically and are not reviewed by a human before being delivered. While designed to provide supportive educational guidance, AI-generated responses may contain errors and should not be relied upon as professional advice. Olivia may generate information that appears authoritative but is inaccurate, incomplete, or inappropriate for your circumstances. Users should independently verify important information before acting on it.

Olivia is powered by external AI services, and your words pass through them to generate her replies:

• Google Gemini is Olivia's "brain" — it generates everything she says back to you. When you send a message (by text, or as the words recognised from your voice), it is sent to Google's Gemini API, which works out the reply. Under our paid API agreement, Google does not use your conversations to train its AI models. Google may hold the data briefly to run the service and monitor for abuse, then it ages out. See Google's Privacy Policy.

• ElevenLabs powers Olivia's live voice — turning your speech into text for Olivia and turning her replies into a natural-sounding voice. ElevenLabs is a US company, so when you talk to Olivia by voice your audio is processed on their systems in real time. We have configured our ElevenLabs voice agent for zero retention: it is set not to record or store the audio or transcript of your calls. ElevenLabs does not use your conversations to train its AI models. See ElevenLabs' Privacy Policy.

We never sell or share your conversations with anyone else, and neither partner uses them to train their AI. If you ever want us to confirm deletion of anything held by our voice partner, email us (see Contact below) and we will action it.

If you're an anonymous visitor using the floating Olivia popup: the same applies — nothing is persisted on our servers, and your conversation lives only in your browser tab and disappears when you close it.

Before each session, Olivia shows a short reminder asking you to agree to these terms — so it is always clear how your conversation is handled, and that she is a coach, not a clinician.

4. Forms (contact & newsletter)

When you fill out a contact form or subscribe to the newsletter, we store the fields you submitted (name, email, message) so we can reply or send updates. You can ask us to remove you any time.

5. Payments

All payments are processed by Stripe. We never see or store your card number — Stripe gives us back only a customer reference, which we keep so we can match your purchase to your account. See Stripe's Privacy Policy.

6. Technical & security data

• Login attempts and the IP address they came from, so we can rate-limit brute-force attempts.

• Aggregated usage of the AI coach (token counts only) so we can monitor cost — never the contents of messages.

• Standard server logs from our hosting provider, retained for a short rolling window.

Sensitive information & ADHD-related content

⚠️ ADHD AWARE is education, not clinical care

ADHD AWARE is a parenting education and coaching platform. We are not a healthcare provider, the platform is not a clinical service, and information shared here does not form part of any medical record. Olivia (our AI coach) cannot diagnose, prescribe, adjust medication, or replace a clinician.

Always consult your child's GP, paediatrician, psychiatrist, or psychologist for anything involving diagnosis, medication, or therapy. See our Terms of Service for the full medical disclaimer.

Many members talk to Olivia — and to each other in the community — about their children, their family stress, and their child's ADHD-related experiences. We don't store your Olivia conversations (see section 3), but anything you share with her is still processed by our AI partners to generate a reply, and anything you post in the forum is stored as described above. Either way, please avoid sharing identifying details about your child (full name, school, address, treating clinicians) that you wouldn't be comfortable sharing.

The community is intentionally first-name-only and we don't expose your full name or email there, but the content of a public post is visible to all logged-in members.

Children

The platform is designed for and used by parents and caregivers (16+). It is not directed at children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has signed up, contact us and we will delete the account.

Where information about a child is provided by a parent or caregiver, we treat that information as personal information and handle it in accordance with this Privacy Policy. We request that users only provide information reasonably necessary for obtaining educational support and avoid sharing unnecessary identifying information.

Where your data lives

Our application database (PostgreSQL), file storage (Cloudflare R2), and application servers are hosted on infrastructure providers including Railway and Cloudflare. Data may be processed in regions outside Australia, but is held under industry-standard contractual safeguards. Olivia's AI partners are Google (Gemini API — the intelligence behind her text and voice replies) and ElevenLabs (US — live voice processing, configured for zero retention so call audio and transcripts are not stored). Both may process data outside Australia.

Overseas disclosure of your information

Some of the services we use to run ADHD AWARE are based outside Australia, so your personal information may be disclosed to, or processed by, recipients overseas:

Course and program videos are embedded from Vimeo (United States). When you play a video, Vimeo receives your IP address and device information in order to stream it; we don't pass Vimeo your name or account details.

Before disclosing your information to an overseas recipient, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles (APPs) — through contractual arrangements, the providers' published data-processing terms, or certification under recognised privacy frameworks. By using ADHD AWARE, you acknowledge that your information may be transferred to and processed in countries whose privacy laws may differ from Australia's, and that we take all reasonable steps to protect it as described here.

How long we keep things

• Account & profile: while your account is active. Deleted on request, or 24 months after sustained inactivity.

• Olivia conversations: not stored on our servers — we keep only an anonymous message counter. Our ElevenLabs voice agent is set to zero retention, so voice calls aren't recorded or stored; any earlier recordings are deleted on request.

• Forum posts: retained while active on the platform. Upon account deletion, we will remove or anonymise forum content where reasonably practicable, although some content may remain where necessary to preserve discussion threads, legal obligations, or platform integrity.

• Form submissions: up to 24 months after the last interaction.

• Payment records: kept as long as required by Australian tax law (7 years).

• Login & rate-limit logs: rolling 30-day window.

Your rights

You can ask us at any time to:

• Show you what we hold about you

• Correct anything wrong

• Delete your account and all associated data

• Opt out of newsletter or marketing emails

Email adhdawareconsulting@gmail.com with the subject "Privacy request" and we'll respond within 30 days.

Direct marketing

We may use your name and email address to send newsletters, platform updates, or information about new features or programs — but only if you have opted in, or if you are an existing member and the message is directly related to the service you use with us.

You can opt out of marketing emails at any time using the unsubscribe link in any email we send, or by emailing adhdawareconsulting@gmail.com with the subject "Unsubscribe". Opting out of marketing does not affect transactional emails — such as magic-link sign-in messages and account notices. We do not share your contact details with third parties for their own marketing.

Data breaches

We take the security of your information seriously. In the event of a data breach likely to result in serious harm to you, we will act in accordance with our obligations under the Notifiable Data Breaches (NDB) scheme (Part IIIC of the Privacy Act 1988 (Cth)). In practice this means we will:

• Contain the breach and assess the risk of harm as quickly as possible;

• Notify the Office of the Australian Information Commissioner (OAIC) if we determine the breach is likely to result in serious harm;

• Notify affected individuals directly — by email where possible — as soon as practicable, describing the breach and the steps we are taking.

If you believe your account has been compromised, please contact us immediately at adhdawareconsulting@gmail.com.

Cookies and local storage

We use a small number of cookies and browser-storage items to make the platform work:

Login rate-limiting and brute-force protection are handled on our server using the IP address of each request — they don't rely on a cookie. Site administrators may also have additional strictly-functional cookies for content preview and the pre-launch gate; these are not set for ordinary visitors.

We do not use advertising cookies, social-media tracking pixels, or any cross-site tracking technology. Our page-view statistics are first-party — we collect them ourselves and do not use Google Analytics or any third-party analytics tool. If our infrastructure providers (such as Cloudflare) set cookies as part of delivering the service, these are strictly functional, governed by their own privacy policies, and are not used to track you across other sites. If you disable cookies entirely, you will not be able to log in.

Changes to this policy

If we make material changes, we'll update the "Last updated" date at the top of this page and notify members by email if the change affects how their data is used.

Contact

ADHD AWARE Consulting

ABN: 83106201922
adhdawareconsulting@gmail.com

If you have a privacy concern that we haven't resolved, you can also contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.