Who this policy applies to
Whole Warrior Solutions is the business entity responsible for this website and for the Whole Warrior Network brand. This policy applies to personal information handled through Whole Warrior Solutions services, website enquiries, referrals, appointments and related administration.
Information we may collect
Depending on how you interact with us, we may collect your name, contact details, date of birth, emergency and representative details, referral information, NDIS and funding information, service agreements, appointment and payment information, feedback, correspondence, and health or other sensitive information reasonably needed to assess or provide a service.
The website and hosting providers may also process technical information such as device, browser, approximate location, pages visited, security events and cookies or similar technologies used to operate, protect and understand use of the website.
The site search runs locally in your browser. Google Analytics receives only a broad search-topic category and whether results were found—not the exact words entered. The guided Concierge records only the broad final pathway selected, not the full choice sequence. A detailed pathway summary is sent to Whole Warrior Solutions only when you knowingly submit the enquiry form.
Website analytics
We use Google Analytics 4 to understand aggregate website use, including pages viewed and selected actions such as opening the booking portal, referral form or enquiry-call link. Advertising storage, advertising personalisation, remarketing signals and Google Signals are disabled in the website configuration, and analytics cookies are limited to 90 days.
We do not deliberately send names, contact details, form contents, diagnoses, disability or NDIS information, detailed Concierge choices, or exact site-search wording to Google Analytics. Google may process analytics information outside Australia. You can limit analytics cookies through your browser privacy settings.
How information is collected
Information may be collected directly from you, through Zanda Health, enquiry bookings, referral forms, email, telephone, telehealth or face-to-face contact. With consent or lawful authority, information may also come from a nominee, family member, referrer, support coordinator, health practitioner, plan manager or another person involved in your support.
Why we use and disclose information
We use information to respond to enquiries, assess suitability, provide and coordinate agreed services, maintain professional and financial records, communicate with authorised people, invoice and receive payment, manage safety and quality, respond to feedback, and meet legal, insurance and professional obligations.
Information is disclosed only where reasonably necessary, with consent, where you would reasonably expect it, or where required or authorised by law. Recipients may include authorised support people, practitioners, plan managers, professional advisers, insurers, regulators, emergency services and service providers that help operate the practice.
Service providers and overseas processing
Whole Warrior Solutions uses third-party services including Zanda Health, Google services, website enquiry-form delivery, accounting and communication tools, and website hosting or security providers. Some providers may store or process information outside Australia. Their handling of information is also governed by their own privacy terms and security arrangements.
Direct marketing
We will send marketing communications only where consent or another lawful basis applies. You may unsubscribe at any time using the link provided or by contacting us. Service-related messages, appointment information and legally required communications are not marketing.
Security and retention
We take reasonable technical, physical and administrative steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No online system can be guaranteed completely secure. Records are retained and disposed of in line with applicable legal, professional, insurance and service requirements.
Access and correction
You may ask to access personal information we hold about you or request a correction. We may need to verify your identity. In some circumstances, access may be limited by law; if so, we will explain the reason where permitted.
Privacy questions and complaints
Contact the Privacy Officer at admin@wholewarriorsolutions.com.au, telephone 0401 503 477, or write to Whole Warrior Solutions, 3 Amy Close, Wyong NSW 2259. Please describe your concern and the outcome you are seeking. We aim to acknowledge a written privacy complaint promptly and provide a response within 30 days where practicable.
If you are not satisfied after giving us a reasonable opportunity to respond, you may contact the Office of the Australian Information Commissioner ↗.
This website policy complements—rather than replaces—the privacy, consent, record-keeping and information-sharing terms provided during intake and in service agreements.