PRIVACY & COLLECTION POLICY

ABN: 91 217 427 130

Wellbeing Counselling & Therapy (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Health Records and Information Privacy Act 2002 (NSW). We also follow the ethical guidelines of the Psychotherapy and Counselling Federation of Australia (PACFA).

This policy explains how we collect, use, store, protect, and disclose your personal and health information when you access counselling, supervision, workshops, or our website.

1. What is Personal Information?

“Personal information” means any information or opinion about an identifiable individual.
“Health information” includes details about your physical, mental, or emotional health and is treated with a higher level of protection.

Examples include:

• your full name

• date of birth

• address and contact details

• emergency contact details

• referral information

• Medicare or NDIS details

• WorkCover or Victims Services information

• case notes, assessments, and treatment information

• billing and invoicing information

• website or booking platform interactions

2. How We Collect Information

We may collect personal or health information in the following ways:

From you directly, when you:

• make an enquiry

• book an appointment

• submit forms electronically

• attend counselling or supervision

• participate in workshops

• request letters, reports, or summaries

• correspond with us by phone, email, SMS, or social media

• complete intake or assessment documents

• use our website or booking platform

From third parties (with your consent or as allowed by law):

• GP, psychiatrist, psychologist

• NDIS providers and support coordinators

• WorkCover / iCare

• Victims Services NSW

• Employee Assistance Program (EAP) providers

• referring practitioners

• insurance agencies (where applicable)

We only collect what is reasonably necessary for us to provide safe, ethical, and effective services. If you choose not to provide required information, we may be unable to offer or continue services.

3. Why We Collect Personal & Health Information

We collect information in order to:

• assess your needs and provide therapeutic support

• deliver counselling, supervision, consultation, or workshops

• maintain accurate records of our work together

• contact you about appointments or changes

• manage billing and administrative requirements

• meet legal, ethical, and regulatory obligations

• prepare letters, reports, summaries, or referrals (when requested)

• manage risks and duty of care obligations

• improve our website or services

We will never sell, rent, or trade your information.

4. Use of Technology & AI-Assisted Note Drafting

To support accurate and efficient record keeping, we may use secure, privacy-compliant technologies (such as transcription or AI-assisted drafting tools) to generate temporary drafts of session notes.

• Drafts are reviewed and edited by the therapist.

• Final records are stored securely in our practice management system.

• Draft data is deleted once notes are finalised.

• All tools comply with the Australian Privacy Principles (APPs).

• You may ask questions or opt out at any time.

5. How We Store & Protect Your Information

We take reasonable steps to ensure your information is secure and protected from misuse, loss, unauthorised access, modification, or disclosure.

This includes:

• secure, password-protected practice management software

• encrypted digital storage

• restricted staff access

• regular supervision and compliance reviews

• confidentiality in accordance with PACFA guidelines

• secure deletion practices

Health records are retained for seven (7) years after your last contact, or longer if legally required. For clients under 18, records are retained until the person turns 25.

6. Confidentiality & When Information May Be Disclosed

Everything shared in counselling or supervision is confidential except when:

• there is a serious and imminent risk of harm to you or someone else

• there is suspected child abuse or neglect (under 18 years)

• records are subpoenaed by a court

• you provide written consent to share information

• disclosure is otherwise required by law

In clinical supervision, de-identified information about your case may be discussed to support ethical and effective practice.

7. Workshops & Group Programs (Additional Privacy Information)

For workshops, training, or groups:

• No clinical case notes are created.

• Only registration information is collected (e.g., name, email, payment details).

• Any personal sharing during the workshop remains confidential to the group.

• Sessions may not be recorded without explicit written consent from all participants.

8. Access, Updates & Corrections

You may request access to your personal or health information at any time, subject to legal exceptions.

Requests must be submitted in writing to:
tamara@wellbeingcounsellingandtherapy.com.au

If information is inaccurate or incomplete, we will correct it promptly when notified.

9. Complaints About Privacy

If you have concerns or believe your privacy has been breached, please contact:

Tamara Bell
Wellbeing Counselling & Therapy
tamara@wellbeingcounsellingandtherapy.com.au

We will respond as soon as reasonably possible.

If you are not satisfied with our response, you may lodge a complaint with:

• Office of the Australian Information Commissioner (OAIC)

• NSW Health Care Complaints Commission (HCCC)

• PACFA Ethics Committee (for ethical concerns)

10. Changes to This Policy

We may update this Privacy & Collection Policy from time to time.
Any changes will be published on our website. Continued use of services indicates acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy & Collection Policy or how your information is managed, please contact:

tamara@wellbeingcounsellingandtherapy.com.au
www.wellbeingcounsellingandtherapy.com.au