Privacy Policy 

Nicole McPhee, trading as McPhee Consulting and Reflectivus 

ABN 22 177 624 025 

Effective Date: 22/07/2026  Last Updated: 05/11/2026 

1. Our Commitment to Privacy 

Nicole McPhee respects your privacy and is committed to protecting the personal information you share through McPhee Consulting and Reflectivus. 

This Privacy Policy explains how Nicole McPhee, as a sole trader operating under the business names McPhee Consulting and Reflectivus, collects, uses, stores and protects personal information. 

We handle personal information responsibly and transparently. Where the Privacy Act 1988 (Cth) and the Australian Privacy Principles apply to the business, we comply with those requirements. We also use these principles as a guide to good privacy practice where they do not legally apply. 

2. Who We Are 

Nicole McPhee is a Queensland-based sole trader operating under the business names McPhee Consulting and Reflectivus. 

McPhee Consulting provides services that may include: 

  • Training and workshops 

  • Facilitation 

  • Reflective practice and professional development activities 

  • Professional supervision 

  • Consultancy and advisory services 

  • Needs analysis and evaluation activities 

  • Resource development 

Reflectivus provides structured, facilitated Reflective Practice Groups for people who support others. Reflectivus sessions may be delivered by contracted facilitators. 

References in this policy to “we”, “us”, “our” or “the business” mean Nicole McPhee operating through McPhee Consulting and Reflectivus. 

3. What Information We Collect 

The type of information we collect depends on the service being provided. 

Information may include: 

  • Name 

  • Organisation name 

  • Job title or role 

  • Email address 

  • Telephone number 

  • Postal address 

  • Billing and payment information 

  • Training registrations and attendance records 

  • Survey or needs analysis responses 

  • Feedback and evaluation information 

  • Information provided through enquiries, forms, emails or meetings 

We only collect information that is reasonably necessary for our work. Where additional or sensitive information is relevant to the service being provided, we will explain why it is needed and collect it with your knowledge and consent, unless collection is otherwise authorised or required by law. 

Sensitive information may include health information, information about cultural or racial background, beliefs, professional concerns or other information given in a confidential service context. Please do not provide sensitive information unless it is directly relevant and necessary. 

4. Privacy, Confidentiality and Consent 

Privacy concerns how personal information is collected, used, stored and disclosed. Confidentiality concerns how information shared in a professional relationship is protected and the circumstances in which it may be shared. 

McPhee Consulting treats information shared through consultancy, facilitation, reflective practice, professional supervision, workshops and related services as confidential. We limit access to people who need the information to deliver or administer the agreed service. 

We seek informed consent before using or sharing personal information for a new purpose, unless disclosure is authorised or required by law or is reasonably necessary to address a serious and imminent threat to safety. Where practical, we will explain any relevant limits to confidentiality at the outset of an engagement. 

Reflectivus participants are expected to respect the privacy and confidentiality of other participants. However, because Reflective Practice Groups involve discussion between participants, we cannot guarantee that another participant will maintain confidentiality. Participants are encouraged to de-identify people and organisations when discussing situations and to avoid sharing information that is not necessary for reflection. 

5. How We Collect Information 

We collect information directly from you when you: 

  • Contact us by phone, email or through our website 

  • Submit an enquiry 

  • Complete an online form or survey 

  • Register for training or events 

  • Participate in consultancy, supervision, facilitation or workshop services 

  • Enter into a service agreement with us 

We may also receive information from an organisation that has engaged McPhee Consulting or Reflectivus to provide services on its behalf. 

6. Why We Collect Information 

We collect information to: 

  • Respond to enquiries 

  • Assess support and training needs 

  • Deliver contracted services 

  • Communicate about projects, workshops and events 

  • Develop proposals and quotations 

  • Manage bookings and registrations 

  • Issue invoices and process payments 

  • Evaluate and improve services 

  • Meet legal, professional and business obligations 

We only use information for purposes that are reasonably related to the services we provide or where required by law. 

7. Disclosure of Information 

We do not sell personal information.

Information may be shared where necessary to: 

  • Deliver agreed services 

  • Engage contractors or facilitators working on a project 

  • Meet legal obligations 

  • Respond to a lawful request from a regulatory or government authority 

  • Address a serious concern relating to safety, wellbeing or protection from harm 

Contractors and facilitators, including those delivering Reflectivus sessions, will only receive information that is reasonably necessary to perform their role. They are required to protect participants’ privacy and confidentiality and comply with relevant contractual obligations. 

8. Storage and Security 

We take reasonable steps to protect personal information from unauthorised access, loss, misuse, alteration or disclosure. 

Information may be stored electronically using business systems that support service delivery and business operations, including Microsoft 365, email, document management, survey and registration platforms. 

Security measures may include: 

  • Password-protected systems 

  • Multi-factor authentication 

  • Restricted access to business information 

  • Secure electronic storage and backup processes 

While every reasonable effort is made to protect information, no method of electronic storage or transmission can be guaranteed to be completely secure. 

9. Retention of Information 

We retain information only for as long as reasonably necessary to provide services, meet legal obligations, resolve disputes, maintain business records or fulfil contractual requirements. 

When information is no longer required, it is securely deleted, destroyed or de-identified where practicable. 

10. Access and Correction 

You may request access to personal information we hold about you. 

You may also request correction of information that you believe is inaccurate, incomplete or out of date. 

Requests should be made using the contact details provided below. 

We may take reasonable steps to verify your identity before providing access to information. 

11. Online Forms and Surveys 

McPhee Consulting and Reflectivus may use online forms and surveys to gather information about training, support, organisational needs and service delivery. 

Information collected through these tools is used only for the purpose for which it was collected unless otherwise explained at the time of collection. 

Where possible, respondents should avoid including unnecessary personal information about identifiable individuals. 

12. Use of Digital and AI Tools 

The business may use secure digital tools, including Microsoft 365 and approved AI-assisted tools, to support administration, drafting, analysis and service development across McPhee Consulting and Reflectivus. 

We do not intentionally enter identifiable client, participant or sensitive personal information into general-purpose AI tools unless there is a clear business need, appropriate safeguards are in place and any required consent has been obtained. Wherever practicable, information is de-identified or minimised before use. 

13. Website Information 

Like most websites, our website may collect limited technical information such as browser type, device information and website usage data to help us understand website performance and improve user experience. 

Our websites may contain links to external websites. McPhee Consulting and Reflectivus are not responsible for the privacy practices of other organisations or websites. 

14. Privacy and Data Breaches 

If we become aware that personal information held through McPhee Consulting or Reflectivus may have been lost, accessed, used or disclosed without authorisation, we will act promptly to contain the issue, assess the likely impact and take reasonable steps to reduce the risk of harm. 

Where required or appropriate, we will notify affected individuals and relevant authorities, including the Office of the Australian Information Commissioner. We will also review what occurred and improve our practices to reduce the chance of recurrence. 

15. Privacy Concerns or Complaints 

If you have concerns about how your information has been handled, please contact us. 

We will make reasonable efforts to investigate and respond promptly. 

If you remain dissatisfied, you may seek further information from the Office of the Australian Information Commissioner (OAIC). 

16. Changes to This Policy 

This Privacy Policy may be updated from time to time to reflect changes in legislation, technology, business practices or services. 

The most current version will be made available through our websites or upon request. 

17. Contact

If you have any questions about this Privacy Policy or how we handle your personal information, please Contact Us at McPhee Consulting