PRACTICE SUPPORT · NZ & AUSTRALIA

Privacy and your information

Use the Toolkit for generic practice preparation and fictional examples. Keep client records and identifiable health information in your own secure practice systems.

Who is responsible?

Jonathan Kirk, trading as Four Pillars Counselling, operates FP Practice Toolkit and is the contact for privacy enquiries, access and correction requests, and complaints. Use “Toolkit privacy” in your email subject.

What happens to your information?

Work you enter in the Toolkit

Your workspace entries are processed in your browser. The application does not send your planner figures, checklist ticks, practice notes or exercise answers to a server. There is no cloud workspace sync. Membership sign-in, eligibility and payment records are a separate information flow described below.

Choosing Save workspace stores a copy in this browser profile, and the Toolkit loads that copy when you return. It can contain your practice name, selected country and profession, pathway progress, insurance planning notes, profile drafts, favourites, session outlines, financial scenarios and practitioner reflections. Anyone with access to the same browser profile may be able to read it.

Autosave is optional and off until you enable it for this workspace on this browser. It uses the same browser storage as Save workspace, with no cloud sync. Turn it off for shared devices. Exercise answers stay in memory and are not part of the saved workspace. In the member workspace, generic master communication templates, anonymous enquiry totals, pathway action records, startup estimates, fictional decision reflections and dated practice reviews are included when you choose Save workspace or download a backup. Do not enter client names or personal details in these fields. Clearing the workspace removes this Toolkit’s saved browser copy. Downloaded files, backups, browser backups and copies you shared must be handled separately. Saving on one domain or device does not make the copy available on another.

The member practice workspace saves separately for each signed-in account and for test or live membership. It does not automatically import a shared preview's notes. Import only your own notes and confirm the import. Signing out does not erase saved notes, and this separation is not encryption: someone with access to the browser profile may still read them. Clearing a member workspace removes only that account's saved copy in that membership mode. Members without current paid access can still download their own saved practice notes after signing in.

Membership sign-in, eligibility and payments

If you choose Google sign-in, Google sends the Toolkit a verified account identifier, email address and name when available. We store these to identify your membership. We request only basic sign-in information, not access to Gmail, Drive, contacts or other Google content. We do not store Google access or refresh tokens. Google and email-link accounts remain separate; matching email addresses do not merge accounts.

Google sign-in uses necessary secure browser cookies and a server-side session lasting up to seven days. The server stores a hash of the random session token, rather than the usable token. A short-lived sign-in record protects the login process and expires after ten minutes. Signing out revokes the current Google session and clears its cookies. A provider preference prevents an expired Google session from silently switching to another account.

For email-link sign-in, we send your email address and a one-time sign-in link to Resend for delivery. The link expires after ten minutes and must be confirmed in the browser that requested it. We store your verified email and account identifier, hashed sign-in and session tokens, expiry times, and short-lived hashed rate-limit keys to prevent abuse. A session lasts up to seven days and is revoked on sign-out. Expired sign-in and rate-limit records are removed during subsequent requests. No password is required. Sign-in emails are service messages, not marketing. Existing legacy membership records remain available for support and account recovery.

When you start checkout, the Toolkit sends Stripe your account email and an account reference. Stripe collects your billing address and payment details on its hosted pages and sends payment and subscription events to the Toolkit. We ask you to select New Zealand or Australia as your practice country and confirm that you are based in one of those countries and purchasing for your own practice there. This is your declaration, not verified geolocation. We record that declaration with your purchase. Payment, cancellation and renewal messages are service communications, not marketing consent.

Separate invited sandbox tests, when offered, are clearly labelled and use test payment details. No real payment is taken in sandbox mode, and a test subscription does not purchase membership. Do not use real card details or client information in a sandbox.

The Toolkit stores billing account references, subscription status, paid-access dates, payment-event references, reversal or dispute holds, your declared New Zealand or Australian practice country and purchase-eligibility confirmation, and the version and time of the annual-renewal agreement in its hosted database. These records support membership access, duplicate-payment prevention and billing support. The Toolkit does not receive or store full card numbers or security codes. Closing the browser or clearing the local workspace does not delete these separate records. Contact the privacy contact to request access, correction or deletion, subject to applicable retention obligations.

Beta access codes

Codes are created without a recipient email. We store a hash of each code, its creation and redemption deadline, the creating account, and—when redeemed—the receiving account identifier, acceptance version and time, and access end date. These records provide single-use access and allow the owner to cancel an invitation. The usable code is shown only when created. Redeeming a code does not send your workspace entries or client information to Four Pillars.

Website requests

OpenAI Sites and its infrastructure providers, including Cloudflare, process information needed to deliver and secure the site. This may include IP addresses, device/browser information, requested pages, timestamps and operational logs. Security providers may set necessary cookies. The application does not include advertising pixels or behavioural marketing analytics.

Application data staying in your browser does not mean the hosting service receives no request information. Do not place personal or client information in page addresses or link parameters.

Email enquiries and feedback you choose to send

An enquiry link opens your email app; it does not submit a form automatically. If you send an email, Four Pillars Counselling receives your email address, name if supplied and the information you choose to include. We use it to answer your enquiry, answer product questions, provide requested support or deal with your feedback or complaint. Providing this information is voluntary; we may not be able to respond without a reply address and enough detail about your request.

Please leave out client names, case details and health information. Enquiring does not create a membership or subscribe you to marketing. Any future marketing subscription will require a separate, clear choice.

Who processes it, and where?

Correspondence is handled by the business owner and services used to operate the business, including the email services used for support correspondence at toolkit@fourpillars.co.nz. Google provides Google sign-in and Resend delivers email sign-in links; OpenAI provides Sites hosting; Cloudflare provides hosting and database infrastructure; Stripe provides the separate billing service. Four Pillars Counselling operates from New Zealand. Membership, payment and support information may be handled in New Zealand and by these providers overseas, including in the United States and other locations they use. We do not promise storage exclusively in New Zealand or Australia. Provider arrangements differ; contact us if you need more detail before choosing to provide information.

Relevant provider information: OpenAI privacy policy, Cloudflare privacy policy, Stripe privacy policy, Resend privacy policy, and Google privacy policy. Opening an external link takes you to a separately operated service with its own privacy practices.

Retention and security

The saved workspace remains under your browser’s controls until you clear it or browser data is removed. Keep devices protected and store exports securely. Browser storage is not an appropriate clinical records system.

We keep billing, consent and correspondence records for as long as reasonably needed to administer membership, resolve your request and meet applicable accounting, tax and other legal retention obligations. Retention depends on the type of correspondence; you can ask us to review or delete information, subject to obligations to retain it. Hosting and email providers have their own retention and security arrangements.

If a privacy incident affects information we hold, we will assess it and make notifications required by the applicable law. Please report a suspected issue through the privacy contact without including more sensitive information than necessary.

Access, correction and complaints

You can ask what personal information Four Pillars Counselling holds about you, request a copy or correction, or raise a privacy concern using the contact above. We may need proportionate identity checks. We will explain our response and any lawful limit on access, correction or deletion. For browser-only entries, use the Toolkit and your browser controls; we do not hold a server copy to retrieve.

If a concern remains unresolved, you can contact the New Zealand Privacy Commissioner. Where Australian privacy law applies, you may also have rights through the Office of the Australian Information Commissioner.

Website privacy and clinical privacy are different

This notice concerns people using or enquiring about the Toolkit. Practitioners remain responsible for the information they collect about their clients, including consent, secure systems, retention and any health-information rules. The practice pathways link to relevant authorities; they do not make this website a clinical service or secure client-record system.