Privacy Policy
Genevieve Gray - Muscles & Mind Limited
Last Updated: March 2026
Who We Are
Genevieve Gray provides nervous system regulation coaching and RTT (Rapid Transformational Therapy) through Muscles & Mind Limited, based in Hamilton, New Zealand.
Contact: info@genevievegray.co.nz
What Information We Collect
Information you give us:
Contact details (name, email, phone, address)
Booking information (session preferences, scheduling details, responses to intake questions submitted through our online booking system)
Health and wellbeing information relevant to nervous system work (symptoms, history, goals, assessment results)
RTT session content (questionnaires, recordings, session notes)
Payment information (processed securely by Stripe at the time of booking — we do not see or store your card details)
Communications with us (emails, messages, consultation notes)
Information collected automatically:
Website usage data (IP address, browser type, pages visited)
Cookies for basic website functionality and analytics
How We Use Your Information
We use your information to:
Provide coaching services (EMBODY programme, standalone RTT sessions, discovery calls)
Create personalised nervous system regulation protocols
Produce your RTT transformation recordings
Schedule sessions and send reminders
Respond to your questions
Improve our services
Meet legal obligations (tax, accounting)
We may send you occasional newsletters or programme updates - you can unsubscribe anytime.
If you book a free discovery call, the information you provide is used to prepare for our conversation and assess whether our services are a good fit. If you don't proceed to become a client, your discovery call information is deleted within 90 days unless you request otherwise.
We do NOT:
Sell your information to anyone
Share your health information without your consent (except as legally required)
Use your data for anything beyond providing our services
Use of AI Tools
We use artificial intelligence tools to support service delivery and administration:
How we use AI:
Session note-taking and transcription
Administrative tasks (scheduling, reminders)
Supporting creation of RTT transformation recordings
Your data and AI:
We do not input identifiable health information into general AI systems (like ChatGPT)
Any AI tools used for health-related content have appropriate privacy safeguards
AI-generated content is reviewed and edited by Genevieve before use
You remain in control - we can provide non-AI alternatives on request
We maintain professional responsibility for all work, regardless of AI assistance
Third-party AI providers:
Are contractually required to protect your data
Cannot use your information for training their models
Must comply with privacy standards equivalent to New Zealand law
If you have concerns about AI use in your programme, please discuss this with us before enrolment.
How We Protect Your Information
Digital security:
Password-protected cloud storage (Google Workspace)
Encrypted email and file storage
Two-factor authentication
Secure video conferencing (Zoom with passwords and waiting rooms)
Regular backups and security updates
Physical security:
Any printed materials in locked storage
Private, secure home office
Access:
Only Genevieve Gray has access to client files
All devices are password-protected and encrypted
How Long We Keep Information
Active clients: All records kept during your programme
After programme: Core records kept for 7 years (professional and legal requirements)
Session notes: Detailed notes kept for 2 years, then deleted
Standalone session clients (RTT, discovery calls): Core records kept for 2 years after your last session. Detailed session notes deleted after 12 months. Financial records kept for 7 years (tax compliance).
Financial records: 7 years (tax compliance)
RTT recordings: These are your property - we don't retain copies
If you request deletion, we'll delete your information within 30 days (except what we're legally required to keep).
When We Share Information
Service providers who help us run the business:
TidyCal (online booking and scheduling)
Zoom (video sessions)
Google Workspace (email, storage)
Stripe (payment processing)
Jotform (programme agreements and digital signatures)
Mailchimp (newsletters — if you subscribe)
These providers can only use your information for specified purposes and must protect it.
Legal requirements:
Court orders or legal processes
Tax or regulatory obligations
Reporting child abuse or neglect (legal obligation)
Preventing serious harm to you or others
With your consent:
Coordinating with other health professionals (only if you agree)
Testimonials (always anonymised unless you specifically agree otherwise)
Overseas Data Storage
Some of our service providers store data outside New Zealand (e.g., Google, Zoom, Stripe, TidyCal). We only use providers with privacy protections comparable to New Zealand law, typically in:
Australia
United States (Privacy Shield equivalent)
European Union (GDPR compliant)
Your Rights
You can:
Access your information (we'll provide within 20 working days)
Correct inaccurate information
Delete your information (with some legal exceptions)
Object to marketing communications or specific uses
Complain to us or to the Privacy Commissioner
To exercise these rights:
Email: info@genevievegray.co.nz with "Privacy Request" in subject line
We'll respond within 20 working days, free of charge.
Privacy Breaches
If a breach occurs that might cause you serious harm, we will:
Notify you within 72 hours
Notify the Privacy Commissioner if required
Explain what happened and what we're doing about it
Help you protect yourself
Cookies
We use essential cookies for website functionality and analytics (Google Analytics) to understand how people use our site.
You can control cookies through your browser settings or opt out of Google Analytics: https://tools.google.com/dlpage/gaoptout
Children's Privacy
Our services are for adults 18+. We don't knowingly collect information from minors without parental consent.
Changes to This Policy
We'll update this policy occasionally. When we make significant changes, we'll:
Update the date at the top
Email active clients
Post notice on our website
Continued use of our services after changes means you accept the updated policy.
Contact
Questions or concerns:
Email: info@genevievegray.co.nz
Privacy Commissioner:
www.privacy.org.nz | 0800 803 909 | enquiries@privacy.org.nz
By using our services, you acknowledge you've read and understood this policy.