Privacy Policy
Phase to Perform
Last updated: 9 October 2026
1. Our Commitment to Your Privacy
At Phase to Perform, we respect your privacy and are committed to protecting the personal and health information you share with us.
We recognise that discussing your health, nutrition, lifestyle and personal circumstances requires trust. We handle your information with care, confidentiality and professionalism.
We aim to manage personal and health information in accordance with applicable Australian privacy legislation, including the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).
2. Information We Collect
Depending on the services you access, we may collect:
Your name, contact details and date of birth.
Relevant medical history, health conditions and medications.
Dietary habits, lifestyle information and nutrition goals.
Physical activity, training and sporting information.
Relevant pathology results, medical reports and referrals.
Appointment, consultation and payment information.
Information submitted through our website or online booking system.
We collect information that is reasonably necessary to provide appropriate nutrition services and manage our practice.
3. How We Collect Information
We may collect information when you:
Book an appointment through our online booking system.
Complete a client intake or health questionnaire.
Attend an in-person or online consultation.
Contact us by email, telephone or website enquiry.
Provide relevant health documents or referrals.
Where appropriate and authorised, we may also receive information from other healthcare professionals involved in your care.
4. How We Use Your Information
Your information may be used to:
Assess your nutrition and health needs.
Develop personalised nutrition recommendations and strategies.
Maintain accurate consultation and client records.
Manage appointments, payments and practice administration.
Communicate with you about your appointments and care.
Meet relevant professional, legal and record-keeping obligations.
We do not sell your personal or health information to third parties.
5. Storage and Security
Phase to Perform uses Halaxy, a practice management platform, to assist with appointment scheduling and the management of client information and clinical records.
We also use Squarespace to operate our website.
We take reasonable steps to protect personal and health information from misuse, loss, unauthorised access, modification and disclosure.
We use Microsoft Teams for online consultations. Consultations are not recorded or automatically transcribed by Phase to Perform. Microsoft processes information necessary to provide the service.
Access to client information is restricted to authorised persons who require it for legitimate practice purposes.
6. Disclosure of Information
Your personal and health information is treated confidentially.
We may disclose relevant information:
To another healthcare professional involved in your care, where you have consented or disclosure is otherwise legally permitted.
To service providers assisting with the secure operation of our practice.
Where required or authorised by law.
Where necessary to address a serious threat to health or safety, as permitted by law.
We aim to limit disclosures to information reasonably necessary for the relevant purpose.
7. Website and Third-Party Services
Our website is hosted through Squarespace, and online bookings are facilitated through Halaxy.
These services may process information necessary to provide their functions.
Our website may also use cookies and similar technologies to support website functionality and understand visitor activity.
Overseas processing
Microsoft Teams and Squarespace may transfer, store or process personal information outside Australia, including in the United States and other countries where they or their service providers operate.
The locations depend on the service and its configuration. Further information is available in the Microsoft Privacy Statement at www.microsoft.com/privacy/privacystatement and the Squarespace Privacy Policy at www.squarespace.com/privacy.
Please contact us if you have concerns about using these services so we can discuss alternative consultation or communication arrangements.
8. Accessing or Correcting Your Information
You may request access to personal or health information we hold about you or ask us to correct information that is inaccurate, incomplete or outdated.
Requests can be made using the contact details below.
We will respond in accordance with applicable privacy and health records legislation.
9. Retention of Health Records
We retain client health records for the periods required by applicable legislation.
In Victoria, records are generally retained for at least seven years after the last health service provided. Where the client was under 18 at the time of the last service, records are generally retained until at least their 25th birthday.
Records may be retained longer where required by law. Once applicable retention periods have passed and the information is no longer needed, we take reasonable steps to securely destroy or de-identify it.
10. Privacy Concerns and Complaints
If you have a concern about how your personal or health information is handled, please contact Emma Quinn at hello@phasetoperform.com.au or on 0455 727 554.
We will acknowledge your complaint, review the relevant circumstances and aim to provide a written response within 30 days. If more time is needed, we will explain why and keep you informed.
If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au or the Victorian Health Complaints Commissioner at www.hcc.vic.gov.au.
11. Changes to This Policy
We may update this Privacy Policy to reflect changes in legislation, our services or how we manage information.
The current version will be available on our website.
Contact Us
Phase to Perform
Nutrition • Health • Performance
Email: hello@phasetoperform.com.au
Phone: 0455 727 554
Website: www.phasetoperform.com.au