Effective date: 27/01/2026
Last updated: 27/01/2026Calm Sounds is operated by Simon Roberts, sole trader, trading in Australia (“I”, “me”, “my”, or “the business”).This Privacy Policy explains how personal information is collected, used, stored, and disclosed when you interact with this website or engage my services, including NDIS support work.This policy is made in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).⸻1. Who is responsible for your informationWebsite name: calmsounds.au
Legal operator: Simon Roberts (sole trader)
ABN: 63 348 984 925
Services: NDIS support work and related servicesAs a sole trader, I am personally responsible for the handling of personal information collected through this website and my services.⸻2. What personal information I collectI may collect personal information directly from you, automatically through your use of the website, or from third parties you authorise.This may include, but is not limited to:Information you provide directly
• Full name
• Email address
• Phone number
• Postal or service address
• Information submitted via contact forms
• Enquiry details and communications
• Booking requests, confirmed session dates, cancellations, or changes
• Login credentials or passwords for restricted areas of the website
• Information provided to access downloadable or gated content
• Payment, invoicing, or billing information
• Any other information you voluntarily provideNDIS-related information (where applicable)Where required to deliver services, this may include:
• Participant details
• Support needs, preferences, or goals
• Scheduling and attendance records
• Information required for service delivery, compliance, or reporting
• Contact details of authorised third parties such as:
• Support coordinators
• Plan managers
• Family members
• Carers or advocatesSensitive information is only collected where reasonably necessary, lawful, and usually with your consent or where required to provide services.⸻3. Information collected automaticallyWhen you access or use this website, information may be collected automatically, including:
• IP address
• Browser type and version
• Device type and operating system
• Date and time of access
• Pages viewed and actions taken
• Referring URLs
• UTM parameters and campaign tracking data
• Cookies or similar tracking technologies
• Any information that can reasonably be derived from website usage or online activityThis information may be collected through website hosting providers, analytics tools, form systems, booking software, or other third-party services used to operate the site.⸻4. How personal information is usedPersonal information may be used for purposes including:
• Responding to enquiries
• Providing and managing NDIS supports
• Scheduling and managing appointments
• Delivering downloadable or restricted content
• Creating and managing user accounts
• Processing payments and issuing invoices
• Communicating about services or changes
• Complying with legal, regulatory, and NDIS obligations
• Improving website functionality and service delivery
• Website analytics and performance monitoring
• Security, risk management, and fraud preventionInformation is only used where reasonably necessary for legitimate business purposes.⸻5. Disclosure of personal informationPersonal information may be disclosed to third parties where necessary, including:
• Website hosting providers
• Analytics and tracking providers
• Booking, form, or scheduling services
• Payment processors and invoicing systems
• Accountants, bookkeepers, or professional advisers
• NDIS plan managers or support coordinators (where authorised)
• Government bodies, regulators, or auditors where required by lawSome service providers may store or process information outside Australia. Reasonable steps are taken to ensure appropriate privacy safeguards are in place.⸻6. Cookies and tracking technologiesThis website may use cookies or similar technologies to:
• Enable core functionality
• Analyse website usage
• Measure marketing or campaign effectiveness (including UTM data)You can control cookies through your browser settings, though disabling cookies may affect website functionality.⸻7. Storage and security of informationReasonable steps are taken to protect personal information from misuse, loss, unauthorised access, modification, or disclosure, including:
• Secure systems and hosting
• Password-protected access
• Limiting access to information on a need-to-know basisWhile reasonable safeguards are used, no system is completely secure and absolute security cannot be guaranteed.⸻8. Data retentionPersonal information is retained only for as long as necessary to:
• Provide services
• Meet legal, financial, and NDIS record-keeping obligations
• Resolve disputesInformation is securely deleted or de-identified when no longer required.⸻9. Data breachesIf a data breach occurs that is likely to result in serious harm, reasonable steps will be taken to:
• Contain the breach
• Assess the impact
• Notify affected individuals and relevant authorities where required under the Notifiable Data Breaches scheme⸻10. Access and correctionYou may request access to personal information held about you, or request correction of inaccurate, out-of-date, or incomplete information. Requests can be made using the contact details below.⸻11. Third-party linksThis website may include links to third-party websites. I am not responsible for the privacy practices of external sites, and you should review their privacy policies separately.⸻12. Audio Recordings During Sessions (including Core NDIS Support)During recordings, such as nature walks, in home, and sound-based support sessions, we may collaboratively record ambient nature sounds, participant contributions (e.g., shared reflections or sounds they capture), or general session audio are for therapeutic purposes only. These recordings are intended to support mindfulness, relaxation, sensory processing, or personal reflection.• Recordings are considered personal information (and may include sensitive information such as health-related context or voices),under the Privacy Act 1988.• You (the participant, or client) retain full ownership and control of any recordings you make or contribute to. I do not claim any rights over them.• I will only retain temporary copies of recordings on mine or hosting partners devices/systems for the minimum time needed (e.g. to share a file with you if requested, provide feedback, or edit a non-identifiable clip for your personal use).• Retention period: Any temporary files I hold will be automatically deleted after 30 days unless you specifically request to keep a copy longer (or it is needed briefly for a follow-up session with your consent). You can request earlier deletion or a copy at any time by contacting [email protected]• I will never share, publish, sell, or use recordings commercially without your separate, explicit written consent.• Consent: I will explain the recording process at the start of each session and obtain your informed consent (verbal or written) before any recording occurs. You can withdraw consent at any time, and I will stop/delete immediately.• If a recording includes identifiable elements (e.g., voices, specific locations tied to you), it will be treated as sensitive personal information and handled with extra care.13. Podcasting / Personal Radio ContentCalm Sounds may produce podcast episodes or personal radio-style content (e.g. narrated reflections on nature therapy benefits, ambient sound compilations, or discussions of mindfulness in nature). This content is separate from individual NDIS/private support sessions and aims to share general educational/therapeutic insights.• I will only include audio from sessions if you give specific, separate consent for public use (e.g. via a dedicated Podcast/Media Consent Form). This consent will detail exactly what clip(s) may be used, how (anonymised or attributed), and where (e.g., Spotify, website).• Any session audio used can be edited to remove or anonymise identifiable information, (e.g. voices blurred/distorted, locations generalised, no names or personal details unless you approve).• I may create and use my own original recordings (e.g., solo ambient nature captures during non-session times) without participant involvement—these do not require consent beyond general site terms.• No participant or client session recordings will be used in podcasts without your explicit opt-in consent. General ambient/nature sounds (non-identifiable) may be layered in.• If requested by a participant, I will attempt to remove any content related to, created by, or in collaboration with that participant promptly from any servers and/or third party systems used to distribute the related audio; the participant acknowledges that due to the technology used in the hosting, distribution, and delivery of podcasts, that copies of podcasts may be collected, stored, or made available by other entities outside of my control, and potentially remain indefinitely on other systems and available to the public. .• All podcast content complies with Australian copyright laws and does not infringe on others’ rights.• Your Rights: You can correct, or request deletion of your personal information (including audio files) at any time. Contact [email protected].
Complaints about privacy can be made to me first, then the Office of the Australian Information Commissioner (OAIC).• Consent Withdrawal: You may withdraw consent for recordings or podcast use verbally or in writing—I will honour it within 24 hours and confirm in writing.• I respect your privacy and dignity at all times, in line with NDIS requirements.14. Changes to this policyThis Privacy Policy may be updated from time to time. The current version will always be available on this website, with the updated date shown at the top.⸻15. Contact detailsFor questions, concerns, or requests regarding this Privacy Policy or personal information:Email: [email protected]Calm Sounds, operated by Simon Roberts, NDIS Support Work and sound.
© Simon Roberts 2026. All rights reserved.