THE CLEARING PRACTICE
Website Privacy Policy
Nick Lines
ACA Registered Counsellor
Mornington Peninsula, VIC
Effective Date: July 2026 | Last Reviewed: July 2026
The Clearing Practice is committed to protecting your privacy. This Policy explains how we collect, use, store and disclose your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
1. About Us
Practice Name: The Clearing Practice
Counsellor: Nick Lines, ACA Registered Counsellor (Level 1)
Location: Mornington Peninsula, Victoria, Australia
Website: theclearingpractice.com
Email: hello@theclearingpractice.com
By using this website or engaging our services, you consent to the collection and use of your personal information as described in this Privacy Policy.
2. What Personal Information We Collect
We may collect and hold the following types of personal information:
2.1 Information You Provide Directly
• Name and contact details (email address, phone number, suburb)
• Reason for seeking counselling or breathwork support
• Health and wellbeing information relevant to your counselling needs
• Emergency contact details
• Payment information (processed securely; we do not store card details)
• Any information you share through our contact form, emails, or in sessions
2.2 Information Collected Automatically
• Website usage data collected by Squarespace analytics (e.g., pages visited, browser type, approximate location)
• Cookies used by Squarespace for website functionality and analytics
• IP address and device information when you access the website
We only collect personal information that is reasonably necessary to provide our services or respond to your enquiry.
3. Why We Collect Your Information
We collect personal information for the following purposes:
• To respond to enquiries made through the website contact form or email
• To schedule and manage your appointments via Halaxy (our practice management system)
• To provide counselling, breathwork, and mindfulness services
• To maintain accurate and secure client records as required by law and professional standards
• To send appointment reminders and relevant communications
• To comply with legal and professional obligations (including ACA membership requirements)
• To improve the quality of our services
We will not use your personal information for any purpose other than those listed above without your consent.
4. How We Collect Your Information
Personal information is collected in the following ways:
• Directly from you via the website contact form
• Via email or phone enquiries
• Through our online booking system, Halaxy (halaxy.com)
• During counselling intake and through session-related documentation
• From third parties such as your GP or referral source, with your consent
You are not required to provide your personal information; however, if you choose not to, we may be unable to provide you with our services or respond to your enquiry.
5. How We Store and Protect Your Information
5.1 Practice Management System
Client records and appointment information are stored securely within Halaxy, a cloud-based practice management system used by Australian health practitioners. Halaxy uses industry-standard security measures including encryption and secure Australian-based data storage. For more information, visit halaxy.com/privacy.
5.2 Email and Communications
Email communications are managed through standard email services. While we take reasonable steps to protect email communications, we recommend that you avoid sending sensitive health information via unsecured email. For sensitive matters, please call us directly or use the secure Halaxy portal.
5.3 Physical Records
Any physical records (such as handwritten notes) are kept securely in locked storage and are accessible only to Nick Lines.
5.4 Record Retention
Client records are retained for a minimum of seven (7) years from the date of the last service, in accordance with the Health Records Act 2001 (Vic). Records relating to clients who were minors at the time of service are retained until the client turns 25 years of age, or for seven years from the last service, whichever is the longer period.
6. Disclosure of Your Personal Information
We will not sell, rent or trade your personal information. We may disclose your information in limited circumstances:
• With your written consent: for example, to your GP, psychiatrist, or another treating professional
• As required by law: including mandatory reporting obligations, court orders, or subpoenas
• To prevent serious harm: if we have genuine concern that you or another person is at risk of serious harm
• To our clinical supervisor: in a de-identified form, to maintain professional standards (as required by ACA membership)
• To Halaxy: as our practice management provider, under their privacy policy and data processing terms
Where disclosure is required by law or to protect safety, we will inform you wherever it is practicable and safe to do so.
7. Cookies and Website Analytics
This website is built on the Squarespace platform, which uses cookies and analytics tools to help us understand how visitors interact with our website. Cookies are small text files stored on your device.
The types of cookies used on this website include:
• Essential cookies: required for the website to function correctly
• Analytics cookies: used by Squarespace to collect aggregate, de-identified data about website usage (pages visited, time on site, referral sources)
You may disable cookies through your browser settings, though this may affect website functionality. Our website does not use advertising or third-party tracking cookies.
For more information about Squarespace's data practices, visit squarespace.com/privacy.
8. Your Rights
Under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic), you have the right to:
• Request access to the personal information we hold about you
• Request correction of information that is inaccurate, incomplete or out of date
• Make a complaint if you believe your privacy has been interfered with
• Ask us to delete information in certain circumstances
To exercise any of these rights, please contact us using the details in Section 10. We will respond to your request within 30 days.
9. Links to Third-Party Websites
This website may contain links to third-party websites, including Halaxy for online booking. We are not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any third-party sites you visit.
10. Contact Us
If you have any questions about this Privacy Policy or wish to access, correct, or make a complaint about your personal information, please contact:
Name
Nick Lines
Practice
The Clearing Practice
Location
Mornington Peninsula, Victoria, Australia
11. Complaints
If you are not satisfied with our response to a privacy concern, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Website
Phone
1300 363 992
Post
GPO Box 5288, Sydney NSW 2001
For concerns relating to health information specifically, you may also contact the Health Complaints Commissioner Victoria:
Website
Phone
1300 582 113
12. Changes to This Policy
We may update this Privacy Policy from time to time. The current version will always be published on our website at theclearingpractice.com. We encourage you to review this Policy periodically.
Effective Date: July 2026
Policy Owner: Nick Lines, The Clearing Practice