Privacy policy.
Pillar & Mind Clinic is committed to protecting the privacy and confidentiality of the personal and health information we collect. This policy explains what we collect, how we use and protect it, and your rights.
Last updated: September 2026
Who we are
Pillar & Mind Clinic (ABN 48 436 344 805) is a mental health practice led by an Accredited Mental Health Social Worker, providing therapy and support to children, adolescents, adults and families via telehealth and mobile, community-based appointments. We handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and applicable Queensland health records legislation.
What we collect
- Identifying and contact details, such as your name, date of birth, address, phone number and email address
- Medicare, referral and other funding details needed to provide and bill for services
- Health information, including your history, assessment information, session notes, treatment plans and correspondence with your GP or other providers
- For children and young people, details of parents, guardians and, with consent, schools or other supports
- Information you provide through our website enquiry form, online intake and consent forms, and online bookings
- Payment information, which is processed by our practice management and payment providers rather than stored by us directly
How we use your information
We use your information to provide and coordinate your care, communicate with you about appointments and reminders, process payments and Medicare claims, meet our legal and professional obligations, and improve our services. We do not sell personal information or use it for marketing without your consent.
Halaxy and how your information is stored
Bookings, clinical records, forms, invoices and payments are stored in Halaxy, a practice management platform hosted in Australia with encryption, access controls and audit logging. Only authorised practice staff can access clinical records. Information you send through the website enquiry form is delivered to our secure clinic email and handled in the same way.
Security
We take reasonable steps to protect information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include secure systems with multi-factor authentication, encrypted telehealth platforms, restricted access to records and secure destruction of information that is no longer required. Clinical records are retained for the periods required by law, which for adults is at least seven years from the last contact and for children is until the age of 25.
Disclosure
We only share your information with other people or organisations, such as your GP, school, psychiatrist or NDIS support coordinator, with your consent, except where we are required or permitted by law to do so. This includes where we believe there is a serious and imminent risk to your safety or the safety of another person, where disclosure is required by a court or legislation, or where it is required for Medicare compliance. We do not send personal information overseas.
Website enquiries, cookies and analytics
Our website is hosted on Cloudflare Pages. When you use the enquiry form, your details are sent to us by email so that we can respond. We use Cloudflare Turnstile to protect the form from spam, which may process limited technical information about your browser. The website uses only the cookies necessary for it to function and does not use advertising or tracking cookies. If we introduce analytics in the future, it will be privacy-preserving and this policy will be updated.
Access and correction
You may request access to the personal information we hold about you, or ask us to correct information that is inaccurate, out of date or incomplete, by contacting us using the details below. We will respond within 30 days. In limited circumstances permitted by law, access to health records may be declined or restricted; where this occurs, we will explain why.
Complaints
If you have a concern about how we have handled your information, please contact us first so that we can try to resolve it. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.
Contact
Privacy enquiries can be directed to:
Pillar & Mind Clinic
Mohammed Mahdi Deya, Founder & Principal Practitioner
Email: info@pillarandmindclinic.com.au
Phone: 0434 491 145