1. Who we are and what this policy covers
Trevor Bird Consulting Inc., doing business as Making Sense of Inner Conflict ("we", "us", or "our"), is responsible for personal information under its control. This policy explains how we collect, use, disclose, protect, and retain personal information, and how you can exercise your privacy choices.
It applies to trevorbird.com, trevorbird.net, and other pages that link to this policy; inquiries and communications; coaching; and our in-person, live online, and hybrid training, including Making Sense of Self™ programs, participant communities, practice sessions, and certification assessments. Separate notices may explain the details of a particular activity. This policy does not automatically cover a separate organization simply because it works with Trevor or uses similar platforms.
Our privacy practices are governed by Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable, and other privacy laws that apply to our activities. This policy is a notice about our practices, rather than a request for blanket consent to every use described below.
2. Our Privacy Officer
Our Privacy Officer is responsible for privacy questions, access requests, and complaints.
Privacy contact: Privacy Officer
Trevor Bird Consulting Inc., doing business as Making Sense of Inner Conflict
Email: info@behuman.ca
Please avoid sending sensitive coaching or client information with a general inquiry. If sensitive material is necessary, ask us about an appropriate way to provide it.
3. Personal information we collect
Personal information is information about an identifiable individual. Depending on your interaction with us, we may collect:
Contact and account information, such as your name, email, telephone number, billing address, time zone, login details, and profile information you choose to provide.
Enrolment and professional information, such as your coaching background, training experience, application responses, attendance, bookings, and program participation.
Transaction information, such as purchases, payment status, instalment schedules, refunds, invoices, and limited payment identifiers. Payments are processed through our payment providers. Do not send complete payment card details by email or in a community post.
Communications, including inquiries, support messages, surveys, feedback, complaints, and your consent and communication preferences.
Learning and assessment information, including submitted work, reflections, coaching recordings, assessor feedback, certification decisions, and any reassessment records.
Personal material you choose to share during coaching, demonstrations, practice, or discussion. This may include sensitive information about emotions, relationships, family experiences, or health. We do not require a detailed personal or medical history simply to enrol.
Information needed to arrange requested accommodations or in-person participation, such as accessibility or dietary requirements, where relevant. We seek only the information necessary to arrange support, rather than unnecessary diagnostic detail.
Technical and usage information, such as IP address, browser and device information, pages visited, interaction timestamps, account activity, and cookie or advertising identifiers, depending on the tools enabled and your choices.
We collect information directly from you, through the services and platforms you use with us, and, where appropriate, from payment confirmations, referrals, or authorized representatives. If someone provides your details as a referral, this does not automatically subscribe you to marketing.
4. Why we use personal information
We use personal information to respond to inquiries; assess program suitability; manage enrolment, payments, refunds, and bookings; provide coaching and training; arrange accommodations; operate participant accounts; deliver resources and approved recordings; provide feedback; assess certification; and maintain necessary completion and qualification records.
We also use appropriate information to support participants, improve program delivery, investigate complaints, protect accounts, prevent fraud or misuse, maintain business and consent records, and meet legal obligations. Where we use participation or feedback to improve a beta program, identifiable information remains limited to that purpose and authorized recipients. Beta participation is not blanket permission for publication or research.
Website analytics, advertising, and promotional communications are subject to the choices described below. We do not use sensitive coaching discussions, assessment recordings, or accommodation information to build advertising audiences or target advertisements.
5. Consent and your choices
We explain the purposes for collecting personal information at or before collection and obtain consent where required. Consent may be implied for an ordinary inquiry or other reasonably expected, non-sensitive activity. We seek express consent where appropriate for sensitive information, recordings, and uses outside ordinary program administration.
We distinguish information needed to provide the service you request from optional uses. Marketing, public testimonials, and reuse of identifiable recordings for future cohorts are not conditions of enrolment or certification.
You may withdraw consent by contacting our Privacy Officer, subject to applicable legal or contractual restrictions and reasonable notice. We will explain any specific effect on the service or assessment. Refusing an optional use does not remove access to the core program. Withdrawal does not undo a lawful past use or require deletion of records we must retain.
Attending a session or accepting general terms does not, by itself, authorize every recording, disclosure, or promotional use. We obtain any additional consent required for a new purpose.
6. Group sessions, communities, and in-person activities
Other participants may see your display name, profile information, posts, and contributions within the group or platform in which you participate. In hybrid sessions, your voice or image may also be shared with remote participants when this forms part of the disclosed session arrangements. Private support messages are handled separately from group discussions.
We require participants to respect confidentiality and prohibit unauthorized recording, screenshots, sharing, or reuse of others' personal information. Please avoid identifying clients or other third parties in a group; changing a name alone may not prevent identification. Share only what is appropriate and necessary.
We take reasonable steps to protect group privacy, but cannot guarantee that every participant will comply. Group confidentiality is not the same as legal privilege. Tell us promptly if you become aware of an unauthorized disclosure.
For in-person activities, we disclose only necessary logistical information to venues or support providers, such as accommodation arrangements you request. We do not provide venues with coaching histories or assessment material for routine event administration.
7. Session recordings, photographs, and replays
Not every session is recorded. Before a recording, we explain what will be captured, why, who may access it, and the applicable storage or retention arrangements. Depending on the activity, a recording may include your image, voice, display name, contributions, chat, or shared screen. We obtain appropriate consent before recording sensitive material and provide a session reminder when recording begins.
Group learning recordings are made available only to participants enrolled in the relevant cohort, through streaming access with participant downloads disabled. Trevor Bird Consulting Inc., doing business as Making Sense of Inner Conflict, retains and administers the files, with access for authorized personnel and service providers as necessary for delivery and administration. Participants must not download, capture, copy, or redistribute the recordings. Streaming restrictions cannot completely prevent unauthorized copying. Recordings are not automatically made available to future cohorts or a general demonstration library, or used in public content or advertising. Any proposed change in audience or purpose requires separate, specific permission where you are identifiable. Private assessment recordings are handled separately under Section 8.
Contact us before a recorded activity if you have concerns. We will explain available arrangements, such as pausing a recording, excluding a contribution, or another suitable participation or assessment arrangement. Turning off a camera may not prevent your voice, name, or chat from being captured.
If you withdraw recording consent, we will explain what can be stopped, removed, or restricted and any lawful retention requirements. We cannot guarantee retrieval of copies already lawfully supplied or undo what others have already viewed. This does not excuse us from taking reasonable steps to address an unauthorized disclosure. Access to a replay and the period for which we retain its underlying file are separate matters; this policy does not promise permanent access.
8. Certification recordings and third-party client information
Assessment recordings and feedback are used for assessment, feedback, and related administration. Access is limited to authorized assessors and necessary support providers, unless separate permission is obtained for another use. They are not automatically shared with the cohort or added to a teaching library.
Before submitting a recording featuring a client or practice participant, you must obtain their informed written permission covering the recording, submission to us, assessment purpose, intended viewers, relevant service providers and international processing, retention arrangements, and how they can contact us or withdraw consent. We provide the applicable submission instructions and privacy information before collection. We may request evidence of permission and decline material without an appropriate basis for handling it.
Do not include unnecessary identifying details, clinical records, or information about people who have not agreed to its disclosure. Use the designated submission method. We retain assessment material only for the disclosed assessment and review needs and applicable recordkeeping obligations, as explained before submission. Necessary qualification records may be retained separately from recordings.
Certification is assessed by an authorized human assessor. If continuing-education administration later requires disclosure to an external body, we will explain the recipient, information, and purpose before collecting or sharing that information and obtain consent where required. We do not publish a graduate directory without separate permission.
9. Service providers and other disclosures
Authorized employees, facilitators, assessors, and contractors receive access only as needed for their roles. We use service providers for functions such as website and checkout hosting, payments, email delivery, scheduling, video meetings, course or community hosting, cloud storage, and administrative support.
We use ClickFunnels for our website and sales funnels, checkout and payment integrations, email communications, and activity tracking and reporting. Payments are handled through the payment providers connected to our checkout. We also use service providers for live sessions, course delivery, scheduling, storage, and administrative support where needed. We share only the information reasonably needed for these functions. You may contact our Privacy Officer for further information about providers handling your personal information.
We use appropriate contractual and other measures to protect information processed on our behalf and restrict its use to authorized purposes. We remain accountable for personal information under our control. Some providers also handle information for their own disclosed purposes, such as payment fraud prevention; their privacy notices explain those activities.
We may disclose information to professional advisers subject to confidentiality, or where permitted or required by law, including lawful legal process, permitted investigations, and qualifying safety emergencies. We limit disclosures to what is appropriate in the circumstances. Any transfer connected with a proposed or completed business transaction will be subject to applicable legal conditions and privacy protections, rather than unrestricted use by a purchaser.
We do not sell or rent personal information or provide participant lists to unrelated businesses for their own marketing. Advertising technologies, if enabled, involve the disclosures and controls described in Section 11.
10. Storage and processing outside Canada
Our service providers may store or process information in Canada, the United States, or other countries. This may include account, transaction, communication, and recording information, depending on the provider and service used. Information processed abroad may be accessible to courts, law enforcement, or other authorities under local laws.
We use appropriate measures to seek comparable protection for information processed on our behalf. You may contact our Privacy Officer for information about our providers and international processing practices. We will explain significant new processing arrangements and obtain additional consent where required; this policy is not blanket consent to undisclosed uses.
11. Cookies, analytics, advertising, and embedded content
Our websites may use essential cookies and similar technologies for account access, security, checkout, and remembering necessary settings. Other technologies may measure website use, marketing performance, or interactions with advertisements and embedded content.
ClickFunnels provides activity tracking and reporting for our website and funnels. Depending on the features enabled, this may involve device and browser information, pages visited, interactions with forms and checkout, and email opens or link clicks. We use this information to understand website use, administer communications, and measure and improve our marketing. We do not place advertising trackers in private coaching or assessment submission areas or intentionally send sensitive session content to advertising platforms.
You can use your browser settings to block or delete cookies, although blocking essential cookies can affect account access or checkout. Browser controls may not stop every form of tracking. You may contact our Privacy Officer about our tracking practices or your choices.
Embedded videos and social media features may communicate information to their providers when loaded or used. We explain relevant choices and obtain consent where required. Visiting our site is not blanket consent to all tracking.
12. Email and other marketing communications
We send promotional messages with consent or another lawful basis under Canada's anti-spam legislation (CASL). We do not assume that every website visit, purchase, or inquiry gives unlimited permission for marketing. Where we rely on implied consent, we respect its scope and applicable expiry.
You can unsubscribe using the link in a promotional email or by contacting us. We process requests without delay and no later than 10 business days, as required by CASL. Unsubscribing from marketing does not prevent necessary, non-promotional communications about an existing purchase, session, payment, or account. If we introduce promotional text messages, we will obtain the necessary consent and provide an appropriate unsubscribe method before sending them.
13. Testimonials, photographs, and publicity
Sending feedback, completing a survey, or participating in training does not automatically authorize public use of your words, name, image, or recording. Before publishing an identifiable testimonial or promotional image, we seek separate permission describing the material, attribution, and intended uses. An alias is used only with agreement and is labelled appropriately; it does not make an otherwise identifiable account anonymous.
You may contact us to withdraw permission for future use. We will stop new uses and take reasonable steps to remove material from channels we control, explaining any practical or legal limits affecting existing printed material or third-party copies. Declining publicity does not affect your learning or assessment.
14. Artificial intelligence and transcription
This policy does not authorize unrestricted use of coaching discussions or recordings in artificial intelligence tools. If we propose to use an AI-assisted transcription, note-taking, or analysis tool that processes personal information, we first explain the tool, purpose, information involved, authorized access, relevant retention and processing arrangements, and available choices, and obtain appropriate consent.
We do not authorize use of identifiable private session or assessment material to train general-purpose AI models. Participants must not introduce recording bots or upload other people's identifiable session material to AI services without the required permissions and our authorization.
15. Retention and disposal
We retain cohort recordings for as long as reasonably necessary to provide the cohort’s learning and replay access. Assessment recordings are retained as needed to complete assessment and any related review. Recordings are then securely deleted unless further retention is required by law.
We retain personal information only as long as reasonably needed for the identified purposes and applicable legal requirements. Transaction records support accounting and tax obligations; enrolment and qualification records support administration and verification; and consent records document permissions.
Information used to make a decision about you is retained long enough to allow a reasonable opportunity for access and review. We review retention needs and securely dispose of information when those needs end. Retention of a file does not itself give participants continuing replay access. You may ask our Privacy Officer about retention for a particular record.
When information is no longer needed, we securely delete, destroy, or anonymize it. Limited copies may remain temporarily in protected backups until overwritten through the normal backup cycle, or longer where a legal hold applies. We keep only necessary suppression information after a marketing unsubscribe so that we can respect your choice.
16. Safeguards and privacy incidents
We use physical, technical, and administrative safeguards appropriate to the sensitivity of the information, including restricted access, secure accounts and transmission methods, and appropriate handling of paper records. We require authorized personnel and service providers to protect confidential information. No system can guarantee absolute security; this does not remove our responsibility to take appropriate safeguards.
If we discover a privacy incident, we assess and address it, maintain required records, and notify affected individuals and the appropriate regulator where required by law, including PIPEDA's requirements for breaches posing a real risk of significant harm. Contact our Privacy Officer promptly if you suspect unauthorized access, loss, or disclosure.
17. Access, correction, withdrawal, and complaints
You may ask what personal information we hold about you, how it has been used or disclosed, and request access or correction. You may also ask us to stop optional uses or delete information we no longer need. These requests are subject to applicable legal exceptions and retention requirements; there is no unrestricted right to erase every business record.
Contact our Privacy Officer using Section 2. We may request proportionate information to verify your identity and locate the records. We respond to PIPEDA access requests within 30 days, subject to a lawful extension with notice. Access is provided at minimal or no cost; we will explain any permitted charge in advance. If we cannot provide access or make a requested correction, we explain the applicable reason and available recourse. We protect other people's information when providing access, including by redacting a group recording or providing another appropriate form of access.
We investigate privacy complaints and respond with our findings and any appropriate corrective steps. You may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or another regulator with jurisdiction. You do not have to waive a legal complaint right to use our services.
18. Adults, external services, and participants outside Ontario
Our programs and websites are intended for adults aged 18 and over. We do not knowingly enrol children or collect their information for program participation. If you believe a child has provided information, contact us so that we can assess and appropriately remove or restrict it, subject to any legal obligations.
Independent websites and services linked from our pages have their own privacy practices. Their policies do not replace our responsibility for information we control or ask a provider to process on our behalf.
Other privacy laws may apply depending on your location and our activities. If you are outside Ontario, including in the European Economic Area, the United Kingdom, or a U.S. state with applicable privacy legislation, contact us about any additional rights or notices that apply. We respond as required by applicable law; visiting our website alone does not mean that every foreign privacy statute applies.
19. Changes to this policy
We may update this policy to reflect changes in our services, technology, or legal requirements. We post the revised version with its updated date and provide additional notice of material changes as appropriate. If a change requires new consent, we obtain that consent before using your information for the new purpose. Continued use of our website is not a substitute for any express consent required by law.