Mindfulness4dogs recognises that behavioural training and consulting often involves sensitive information relating to clients, their families, and their dogs. We are committed to securely handling, storing, and managing behavioural records in a manner that supports privacy, safety, welfare, and professional standards.

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1. Purpose of This Policy

This Policy explains how behavioural records and client-related data (“Records”) are:

• collected

• stored

• accessed

• retained

• used

• and disposed of

Records are handled with the same ethical care that Mindfulness4dogs encourages in training and behavioural work.

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2. Types of Behavioural Records Covered

This Policy applies to all Records generated or collected through consultations, online services, training, or administrative processes, including:

• behavioural assessments and intake forms

• incident or bite history reports

• progress notes and session summaries

• video and photo submissions (client-generated or recorded by Mindfulness4dogs)

• training plans, homework, or behaviour modification plans

• veterinary or medication details (where voluntarily disclosed)

• household and environmental context

• correspondence relating to behavioural cases

• training submissions in the client portal

• invoices, agreements, and scheduling documents

• subscription activity and service usage (for continuity of care)

Records may include both human and animal data due to the interconnected nature of behavioural work.

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3. Collection of Records

Records are collected for legitimate operational, behavioural, educational, and safety-related purposes, including:

• assessment and intervention planning

• continuity of care between sessions

• educational support and follow-up

• safety risk assessment (dog–dog, dog–human, or public)

• vet collaboration where appropriate

• service administration and billing

• subscription fulfilment for online platforms

Clients may decline to provide certain information, however this may limit behavioural outcomes or safety recommendations.

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4. Storage & Security Measures

Mindfulness4dogs implements reasonable technical and administrative safeguards to protect Records, including but not limited to:

• password-protected client portal systems

• encoded storage of private contact details (address and phone)

• encrypted payment processing via Stripe

• secured server environments for digital documents

• access-controlled folders (“behind a wall”) for assessments and session notes

• internal access controls (minimum necessary principle)

• restricted administrative access to billing information only

Mindfulness4dogs does not store full credit card details.

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5. Access to Records

Access is limited to:

• Mindfulness4dogs trainers and behaviour consultants

• administrative personnel (billing/scheduling only)

• technical processors required to deliver digital services (e.g., Stripe, learning platforms)

Records are not made publicly visible. Community or forum content is not merged into private behavioural records without explicit client intent.

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6. Sharing of Records

Records will not be shared with third parties (e.g., veterinarians, rescues, council authorities, other behavioural professionals) without client consent, except where:

• there is a credible welfare concern

• there is a safety risk to a person, child, or dog

• reporting is required by law or insurance

• emergency care or collaboration is needed for behavioural or veterinary reasons

Consent may be verbal or written depending on context and urgency.

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7. Retention of Records

Records may be retained for a reasonable period to support:

• continuity of care

• follow-up consultations

• legal, welfare, or insurance considerations

• professional record-keeping expectations

• subscription or membership access history

• safeguarding and risk management in aggression cases

Retention periods may vary depending on the complexity of behavioural issues. Clients may request access or deletion where appropriate.

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8. Deletion & Disposal of Records

Where records are deleted or no longer required:

• digital Records are securely deleted from servers

• physical notes (if any) are shredded or securely destroyed

• deletion may be delayed if Records relate to aggression, bite history, or welfare-sensitive cases for safety reasons

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9. Accuracy & Client Amendments

Clients may request corrections to inaccurate Records, particularly where address, contact details, or behavioural information has changed.

Requests may be made via:

📧 Email : train@mindfulness4dogs.com

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10. Limitations & External Platforms

While we take reasonable measures to protect Records, no system can guarantee absolute security. We rely on reputable third-party processors (e.g., Stripe, hosting providers, learning platforms) who maintain their own internal security protocols.

Mindfulness4dogs selects vendors that align with industry standards for data protection.

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11. Commitment to Ethical Practice

Mindfulness4dogs treats Records not merely as data, but as part of a collaborative behavioural journey. We handle Records with respect for:

• client dignity

• animal welfare

• family safety

• trauma-informed practice

• ethical training standards

• positive reinforcement principles

Mindfulness4dogs is committed to delivering behavioural and training services in a manner that is safe for clients, dogs, and the trainer. In accordance with obligations under the Health and Safety at Work Act 2015 (HSWA), Mindfulness4dogs takes all reasonably practicable steps to eliminate or minimise health and safety risks during private consultations.

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1. Purpose of the Policy

This policy outlines fragrance and airborne irritant restrictions required during in-person training sessions. The trainer has a documented and severe sensitivity to synthetic fragrances and volatile organic compounds (VOCs) that can trigger acute neurological reactions including:

• severe migraines

• nausea/vomiting

• visual disturbances

• cognitive impairment

• respiratory irritation

These symptoms can arise within minutes and may impair the trainer’s ability to perform work safely, particularly when handling dogs presenting with aggression, fear, or reactivity.

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2. Legal Context — HSWA

Under the Health and Safety at Work Act 2015, a person conducting a business or undertaking (PCBU) must ensure, so far as reasonably practicable, that:

• work is carried out without exposing people to health and safety risks, and

• workers are protected from harm arising from work-related activities.

Mindfulness4dogs qualifies as a PCBU and must therefore:

• identify potential hazards (including airborne irritants)

• manage and mitigate risks

• decline or modify work if an environment is unsafe

This policy forms part of our risk management obligations under HSWA.

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3. High-Risk Environment — Aggression & Behavioural Safety

Behavioural consultations often involve:

• aggression or bite-risk cases

• resource guarding

• fear responses

• multi-human environments (families/children)

• confined or unpredictable settings

These scenarios require the trainer to maintain full cognitive clarity, situational awareness, and rapid reaction capability to prevent harm to:

• the trainer

• clients and children present

• members of the public

• the dog itself

Fragrance-induced neurological impairment increases risk considerably.

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4. Restricted Items & Exposure Sources

Clients must ensure training environments are free from:

• perfumes & colognes

• scented body sprays

• plug-in or electric diffusers

• scented candles or wax warmers

• room sprays & aerosols

• “air fresheners”, particularly the stick variety

• vape devices or e-liquids

These products frequently contain VOCs and salicylate-based additives that trigger reactions.

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5. Client Responsibility

Clients agree to:

• create a fragrance-free environment for the duration of the session

• notify other attending household members of the policy

• remove or turn off diffusers and air fresheners at least 12 hours prior to arrival

• avoid vaping or fragranced products immediately before/during the session

This applies to both indoor and outdoor settings due to proximity-based exposure.

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6. Session Termination

If a session environment exposes the trainer to triggering fragrances or airborne irritants, Mindfulness4dogs may:

• refuse to enter the environment

• request removal of the source

• terminate the session immediately

• reschedule at the trainer’s discretion

Under HSWA obligations, the trainer must not knowingly work in an unsafe environment.

Session fees and deposits may be forfeited if the policy has been ignored after reasonable notice.

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7. Driving & Post-Session Safety

Migraine and neurological reactions can impair driving ability. Where reactions occur:

• the trainer may be required to remain on site until safe to drive

• subsequent sessions may be rescheduled

• emergency transport or support may be required

These delays and costs are not the responsibility of the client.

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8. Repeated Non-Compliance

Repeated breaches or disregard for safety requirements may result in:

• suspension of services

• refusal of future bookings

• termination of consultation agreements

This protects the safety and wellbeing of all parties.

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9. Communication & Notice

This policy is communicated through:

✔ the Welcome Online Course
✔ onboarding materials
✔ booking confirmation emails
✔ portal notifications
✔ client agreements

Clients acknowledge acceptance upon booking private services.

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10. Empathy & Safe Collaboration

Mindfulness4dogs recognises that fragrance products are common in the home. This policy is not a personal preference but a workplace health requirement to ensure:

• safe handling of high-risk dogs

• safe driving before and after sessions

• compliance with HSWA duties

• prevention of avoidable harm

Mindfulness4dogs works to support the wellbeing of dogs, their families, and the wider community. While we prioritise confidentiality and privacy, there are circumstances where information relating to a dog’s health, behaviour, or welfare may need to be shared with appropriate authorities for ethical, legal, or safety-related reasons.

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1. Purpose of Disclosure

Disclosure may occur for the purpose of:

• protecting animal welfare

• reducing or managing aggression or bite risk

• ensuring public safety

• supporting veterinary or behavioural interventions

• complying with animal welfare legislation

• assisting with rescue or rehoming decisions

• coordinating with professionals responsible for duty of care

Mindfulness4dogs will always aim to act in the best interests of both dog and community welfare.

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2. Agencies or Authorities We May Share Information With

Where reasonable and necessary, information may be shared with:

• registered veterinarians

• veterinary behaviourists

• rescue or welfare organisations

• animal control or council authorities

• certified trainers or behaviour professionals involved in the case

• insurance or bite-case reporting bodies (when legally required)

• emergency services (in rare circumstances)

Information is shared only when relevant to the welfare or safety concern.

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3. Consent & Client Communication

Where possible and appropriate, Mindfulness4dogs will:

• seek client consent before disclosure, or

• inform clients that disclosure has been made

However, prior consent may not be possible where:

• urgent action is required

• there is risk to a person, dog, or the public

• immediate veterinary care is needed

• legal obligations apply

Mindfulness4dogs will exercise clinical judgement to determine the appropriate timing of communication.

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4. Triggers for Disclosure

Disclosure may be considered when evidence or reasonable concern indicates:

• serious or escalating aggression (dog-to-human or dog-to-dog)

• repeated bite incidents or near misses

• risk to children or vulnerable persons

• significant animal welfare compromise (pain, neglect, untreated injury)

• legal or council compliance issues

• risk of euthanasia or surrender without adequate assessment

• rescue/rehoming situations requiring accurate behavioural history

Mindfulness4dogs does not report minor training issues, mistakes, or developmental behaviour.

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5. Minimum Necessary Information Principle

Any disclosure will be limited to information required to:

• ensure safety

• inform care

• support behaviour modification

• enable investigation or welfare action

We do not dispense unnecessary private details.

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6. Legal & Ethical Basis

This Policy aligns with:

• the New Zealand Animal Welfare Act 1999

• public safety considerations involving dogs

• ethical standards in behavioural consultancy

• welfare-oriented best practices across veterinary + rescue sectors

Behavioural work inherently overlaps with welfare, and professional standards recognise a duty of care beyond strictly private interactions.

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7. No Punitive Motive

Disclosure is not used for:

• punishment of clients

• judgement of homes or families

• moral policing of training methods

The intention is always to support animal welfare, safety, and collaborative care.

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8. Client Trust

Mindfulness4dogs values transparency and psychological safety. We encourage open dialogue with clients about aggression, fear, anxiety, or welfare concerns without fear of blame or judgement.

This allows early intervention, better outcomes, and fewer crisis situations.

Mindfulness4dogs works with families as a whole, and we welcome the involvement of children when appropriate. However, the safety and wellbeing of children, dogs, and adults during behavioural and training sessions is paramount. This Child Safety Policy outlines the expectations and responsibilities for parents, guardians, and caregivers during private consultations and training sessions.

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1. Purpose of the Policy

This Policy ensures that:

• children remain physically and emotionally safe during sessions

• dogs are not placed under undue stress, pressure, or arousal

• adults understand their supervisory responsibilities

• Mindfulness4dogs can provide effective training without compromising safety

Behavioural work involves learning, observation, and sometimes managing heightened emotional states (fear, frustration, uncertainty). These conditions require clear boundaries for children and families.

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2. Parent/Caregiver Responsibility

Parents and caregivers hold primary responsibility for child supervision and safety at all times during sessions. This includes ensuring:

• children remain within sight and control of an adult

• children do not approach, handle, or interact with the dog unless instructed

• children follow safety instructions and boundaries

• younger children are prevented from creating hazards (e.g., opening doors, startling the dog, interfering with equipment)

Mindfulness4dogs does not assume supervisory responsibility for children during sessions.

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3. Child Participation in Training

As an experienced teacher and canine behaviour practitioner, Mindfulness4dogs supports children participating in training sessions when appropriate and when a supervising adult is present.

Children may be invited to:

• observe training and handling

• participate in structured activities

• learn dog communication skills

• practice calm behaviours around dogs

Participation is never mandatory, and may be paused or redirected if:

• the child is distressed, overstimulated, or dysregulated

• the dog is overwhelmed or displaying stress signals

• behavioural risk increases

This protects both the child and the dog.

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4. Prohibited Child–Dog Interactions

During behavioural sessions, children must not:

• physically restrain a dog

• take control of leads, long-lines, or muzzles

• give commands involving confrontation or pressure

• approach a resting or eating dog

• engage in chasing games

• hug, climb on, or crowd the dog

• enter confined spaces with the dog (crate, pen, room corner)

These interactions may be permitted only under structured instruction where appropriate.

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5. Safety in Aggression or High-Risk Cases

Where cases involve:

• bite history

• resource guarding

• child-directed aggression

• reactivity toward strangers or family members

• anxiety or fear-based behaviours

Children may be asked to:

• remain in another room temporarily

• observe from a safe distance

• engage after safety protocols are in place

• participate at a later phase of the plan

This is not punitive — it is for risk reduction and successful outcomes.

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6. Environmental Safety Requirements

Parents agree to maintain a safe environment during sessions, including:

• managing exits, doors, and gates

• supervising children when moving between spaces

• preventing sudden loud noises or startling behaviours

• ensuring that training equipment is not handled unsupervised

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7. Respect for Emotional Safety

Dogs and children both require emotional safety to learn effectively. We avoid:

• shaming

• coercion

• punishment

• forcing participation

We encourage curiosity, observation, and mindful engagement.

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8. Right to Pause or Terminate Session for Safety

Mindfulness4dogs reserves the right to:

• pause training

• modify activities

• redirect participants

• terminate a session early

if safety is compromised. Fees are not refundable in these instances, as the session time has been provided.

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9. Parent Agreement

By participating in private training or behavioural sessions, parents and caregivers acknowledge that:

• they retain full responsibility for child supervision

• they will follow safety instructions

• they understand the inherent risks of interacting with animals

• they may be asked to modify the environment or child involvement for safety

Mindfulness4dogs occasionally captures photos or videos during training and behavioural sessions to support learning, celebrate progress, and share the journey of connection between dogs and their families. We recognise that these moments are personal, and we are committed to respecting your privacy, preferences, and boundaries at all times.

This Media & Marketing Policy explains how media may be used, how consent is obtained, and how clients can manage their preferences.

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1. What We Mean by “Media”

“Media” refers to:

• photographs

• short video clips

• training footage

• audio recordings (rare)

• screenshots (from online sessions)

Media may include:

• dogs

• adults/owners

• family members

• children (with consent)

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2. Why We Capture Media

Media may be used for:

Learning & Education

• reviewing training sessions

• demonstrating techniques

• documenting progress

• before/after comparisons

• in-platform educational examples (with consent)

Community

• member-to-member learning

• support within closed platforms

• private group events (with consent)

Marketing & Promotion (Optional)

• website/social storytelling

• blogs or articles

• course promotional content

• printed media

• online ads or campaigns

Marketing use is always optional and requires explicit consent.

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3. Consent & Media Preferences System

Mindfulness4dogs uses a Media Preferences feature within each client’s user portal to manage consent in a clear, flexible way.

Clients can choose whether to allow:

• 🐶 Dog Only

• 👤 Adults / Owners

• 👨‍👩‍👧‍👦 Family / Children

• 🌟 Use of Names in Captions

These settings can be changed or withdrawn at any time through the User Portal.

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4. Children & Vulnerable Persons

We take particular care with images or videos involving children.

• Marketing use of children is never assumed

• Consent for child participation is always opt-in

• Identification (names/faces) is optional and controlled

• Children are not required or expected to be in footage

• Parents/guardians retain full responsibility for supervision

If consent is not given, no images or video footage of children will be used for marketing purposes.

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5. Naming & Identification

Clients may decide whether:

• real names may be used

• no names are attached at all

The default setting is no identification.

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6. Revoking or Changing Consent

Clients may update, restrict, or withdraw media permissions at any time via their portal. Changes apply to future use only and cannot be extended to content already published.

We will never use media to pressure, shame, embarrass, or misrepresent clients, dogs, or families.

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7. Storage & Security

Media captured for learning or behavioural purposes may be:

• stored securely on our server

• accessible only to relevant trainers or platform personnel

• reviewed as part of training feedback or case notes

We do not sell, trade, or distribute media to third parties.

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8. No Ownership Transfer

All media remains the intellectual property of the original creator (client or Mindfulness4dogs). Consent permits use, not ownership transfer, unless separately agreed.

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9. Declining Media Use

Clients are welcome to decline media entirely. This does not affect access to training, membership, or behavioural services.

We value privacy and consent over content.

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10. Alignment With Brand Values

Mindfulness4dogs is a connection-first platform. Any use of media aims to:

• celebrate progress

• educate ethically

• support families

• normalise canine behaviour

• showcase humane training

• reduce stigma around reactivity or rescue dogs

We never sensationalise behavioural challenges, aggression, or trauma.

This Policy applies to all in-person and live behavioural services including:

• 1-1 behavioural consultations

• private dog training

• multi-session programs

• assessment sessions

• in-home or on-location training

• workshops and live group events

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1. Deposits

All private services require a non-refundable deposit to secure the appointment.

Deposits:

• are paid via Stripe

• reserve the session time and preparation work

• are retained regardless of attendance

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2. Payment for Services

Balance payments may be made via:

• Stripe (credit/debit)

• bank transfer

When paying by bank transfer, clients must notify the trainer once payment is made (via the client portal or consultation page). Failure to notify may delay scheduling or follow-up.

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3. Cancellations & Rescheduling

If a client cannot attend a booked session and provides adequate notice (as defined in individual service agreements):

• the session may be rescheduled to another date

• deposits remain applied to the rescheduled session

If insufficient notice is provided, Mindfulness4dogs may retain the session fee in full.

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4. No-Shows

If a client:

• does not attend their session, and

• has not communicated with their trainer

the full session fee is forfeit and no refund will be issued, including sessions paid in full.

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5. Workshops & Group Events (Non-Refundable)

Workshop and group event bookings are non-refundable.

Places are limited and purchasing a spot prevents others from attending. If a client cannot attend, their place may be transferred to another attendee with prior notice, but no refunds or credits are provided.

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6. Travel Fees

Travel fees for private services are calculated based on location and are:

• disclosed prior to service

• added to the final invoice

• due at time of payment

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7. Exceptions & Welfare Situations

Mindfulness4dogs may, at its discretion, consider rescheduling (not refunding) in situations involving:

• veterinary emergencies

• sudden illness of the dog

• safety-related concerns

Proof may be requested in cases of repeated rescheduling.

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8. Behavioural Outcomes

Because canine behaviour is influenced by genetics, health, environment, learning history, and owner compliance, results cannot be guaranteed.

Refunds are not issued for perceived lack of behavioural progress.

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9. Consumer Rights (NZ Context)

Nothing in this Policy affects rights under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986.