Privacy Policy

Solea Counselling is committed to protecting your privacy and handling your personal and health information responsibly. This policy explains what information is collected, how it's used and stored, and your rights regarding that information.

As a provider of health services, Solea Counselling is bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). In New South Wales, the Health Records and Information Privacy Act 2002 (HRIP Act) also applies to the health information held about you. As a member of the Australian Counselling Association (ACA), Solea Counselling also follows the ACA Code of Ethics and Practice regarding confidentiality and client information.

1. What information is collected

In the course of providing counselling services, Solea Counselling may collect:

• Your name, contact details, date of birth, and emergency contact information

• Information you provide during intake and throughout sessions, including your personal, relationship, medical, and mental health history

• Session notes and records relating to your counselling

• Referral information, where applicable, from a GP or other health provider

• Billing and payment details

• NDIS plan details, where relevant (self-managed or plan-managed)

• Information collected through this website, such as enquiry form submissions [and, if applicable: website analytics/cookies — see Section 8]

Information is collected directly from you, wherever possible. Information may occasionally be collected from a third party — such as a referring GP or plan manager — with your consent.

2. Why this information is collected

Your information is collected and used to:

• Provide and manage your counselling sessions

• Maintain accurate clinical records, as required by professional and ethical standards

• Communicate with you about appointments, invoices, or your care

• Liaise with other health professionals or a plan manager, where you have consented to this

• Meet legal, insurance, and professional body obligations

• Manage billing and payment

Your information is not used for marketing purposes, and is not sold or provided to third parties for commercial purposes.

3. How your information is stored and protected

Your records are stored securely using Zanda Health, a password-protected practice management system. Access is limited to Solea Counselling.

Reasonable steps are taken to protect your information from misuse, interference, loss, and unauthorised access, in line with the security requirements of the Privacy Act and the NSW Health Privacy Principles.

4. Confidentiality and limits to disclosure

Information shared in counselling sessions is treated as confidential and is not disclosed to any third party without your consent, except in the following circumstances:

• Where there is a serious and imminent risk to your safety or the safety of another person

• Where disclosure is required by law (for example, if subpoenaed by a court)

• Where a counsellor is legally obligated to report certain matters (such as harm to a child)

• Where required for clinical supervision, in which case identifying details are minimised and the supervisor is bound by the same confidentiality obligations

Where safe and appropriate to do so, any decision to disclose confidential information will be discussed with you first, consistent with the ACA Code of Ethics and Practice.

These limits to confidentiality are also outlined in the confidentiality agreement discussed with you at intake.

5. Disclosure to other parties

Your information may be shared with the following, only with your consent or where legally required:

• A referring GP or treating health professional, where you have agreed to this

• An NDIS plan manager, where applicable to your plan

• Professional supervisors, for the purpose of clinical supervision (see Section 4)

• Regulatory or professional bodies, where required by law or a formal complaints process

6. Access to your information

You have the right to request access to the health information Solea Counselling holds about you, and to request correction of that information if it is inaccurate, under the Privacy Act 1988 and the NSW HRIP Act. Access may be declined in limited circumstances permitted by law (for example, where access would pose a serious risk to your safety or the safety of another person).

7. Retention and disposal of records

Health records are retained in accordance with legal requirements for health service providers in NSW [a minimum of 7 years for adult clients from the last consultation, or until a client turns 25 if the client was a minor at the time of the last consultation]. When no longer required, records are securely destroyed or permanently de-identified.

8. This website

This website may use cookies or basic analytics tools to understand how visitors use the site. No personal or health information is collected through general browsing. Information submitted through an enquiry or contact form is used solely to respond to your enquiry.

9. Complaints

If you have a concern about how your information has been handled, please contact Solea Counselling directly at [email/phone] in the first instance. If your concern isn't resolved, you may lodge a complaint with:

• Office of the Australian Information Commissioner (OAIC) — oaic.gov.au

• NSW Information and Privacy Commission (IPC NSW) — ipc.nsw.gov.au

• Australian Counselling Association (ACA) — theaca.net.au

10. Changes to this policy

This policy may be updated from time to time. The current version will always be available on this website.

11. Contact

For any questions about this policy or your information, please contact:

Solea Counselling - admin@soleacounselling.com