Career Counselling & Consulting
ABN: 28 511 430 171
These documents govern your use of the Nia website and online counselling services. Please read them carefully before engaging with our services.
Privacy Policy
Effective Date: 26 March 2026
Victoria, Australia
Last updated: 26 March 2026
1. Introduction
NIA Career Counselling & Consulting ("NIA", "we", "us", "our"), operated by Vicki (ABN: 28 511 430 171), is committed to protecting your privacy and handling your personal information with the utmost care and respect. This Privacy 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).
By accessing our website at www.niaonline.com.au or engaging with our services, you consent to the practices described in this Privacy Policy.
2. About Our Practice
NIA is a private online career counselling and consulting practice based in Victoria, Australia. We provide 1:1 career counselling sessions and career assessment packages to individuals across Australia via video call and online platforms.
3. Information We Collect
3.1 Personal Information
We may collect the following types of personal information:
• Your full name and contact details (email address, phone number)
• Professional and employment history and career goals
• Information you share during counselling sessions
• Payment information (processed securely via Stripe)
• Booking and appointment details (via Carepatron)
• Information submitted through our website contact form
• Any other information you voluntarily provide to us
3.2 Sensitive Information
Career counselling may involve discussion of sensitive topics including mental health, workplace injury, trauma, and personal wellbeing. We treat all such information with the highest degree of confidentiality and in accordance with the Privacy Act 1988 (Cth). We will only collect sensitive information with your explicit consent.
3.3 Website Usage Information
When you visit our website, we may automatically collect technical data such as your IP address, browser type, pages visited, and time spent on the site. This information is used to improve our website and services and does not personally identify you.
4. How We Use Your Information
We use your personal information to:
• Provide career counselling, consulting, and assessment services
• Communicate with you regarding appointments and service delivery
• Process payments securely via Stripe
• Maintain accurate clinical and session records
• Improve our services and website
• Comply with our legal and professional obligations
• Respond to your enquiries submitted via our website or email
5. Use of AI Note-Taking — Heidi
To support the delivery of high-quality, accurate care, Nia uses Heidi, an AI-powered clinical note-taking tool, during and following counselling sessions. Heidi assists with the transcription and summarisation of session content to create clinical notes.
Important information regarding Heidi:
• Heidi processes audio or transcript data from sessions to generate session notes
• You will be informed and your consent obtained before Heidi is used in any session
• Session data processed through Heidi is subject to Heidi's own Privacy Policy and data handling practices
• Nia takes all reasonable steps to ensure any AI tools used meet appropriate privacy and security standards
• You have the right to opt out of AI note-taking at any time — please notify us prior to your session
For more information about Heidi's data practices, please visit: www.heidihealth.com
6. Disclosure of Your Information
We do not sell, trade, or rent your personal information to third parties. We may share your information with:
• Coreplus (our practice management and booking platform) — for appointment scheduling and records management
• Stripe — for secure payment processing
• Heidi — for AI-assisted clinical note-taking (with your consent)
• Our professional supervisors — on a strictly confidential basis as required by our professional obligations
• Legal or regulatory authorities — where required by law
All third-party service providers are required to handle your information in accordance with applicable privacy laws.
7. Storage and Security
Your personal information is stored securely using industry-standard measures. We use reputable third-party platforms (Coreplus, Stripe, and Heidi) that maintain high security standards. We take all reasonable steps to protect your information from misuse, interference, loss, and unauthorised access.
Our services are delivered online, and as such, some information may be stored on servers outside of Victoria or Australia. Where this occurs, we ensure appropriate safeguards are in place.
8. Retention of Records
We retain client records in accordance with our professional obligations and applicable Victorian and Commonwealth legislation. Generally, adult client records are retained for a minimum of 7 years from the date of last service. Records relating to clients who were minors at the time of service are retained until they turn 25 years of age, or for 7 years from the date of last service, whichever is longer.
9. Your Rights
Under the Privacy Act 1988 (Cth), you have the right to:
• Access the personal information we hold about you
• Request correction of inaccurate or outdated information
• Make a complaint about how we handle your information
• Withdraw consent for the use of AI note-taking at any time
To exercise any of these rights, please contact us at hello@niaonline.com.au.
10. Complaints
If you believe we have not handled your personal information appropriately, please contact us in the first instance at hello@niaonline.com.au. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
11. Contact Us
For any privacy-related enquiries, please contact:
Nia Career Counselling & Consulting
ABN: 28 511 430 171
Email: hello@niaonline.com.au
Website: www.niaonline.com.au
Victoria, Australia
12. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on our website. Continued use of our services following any update constitutes your acceptance of the revised policy.