Soulair Therapy - Privacy Policy

Introduction

Soulair Therapy is committed to providing quality counselling services to you, and this policy outlines our ongoing obligations regarding how we manage your Personal Information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au. This Privacy Policy outlines how we collect, use, store and protect your personal information when you use our counselling services, whether in-person or online. We are committed to ensuring that your privacy is protected in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

By accessing our services, using our website, or providing us with your personal information, you agree to the terms and conditions of this Privacy Policy.

What Personal Information We Collect

Personal Information is information that identifies an individual. We may collect the following types of personal information:

• Name and contact details (address, email, phone number)

• Demographic information (postcode, preferences)

• Health information and other sensitive information relevant to your counselling needs

• Information provided during assessments, correspondence, and therapy sessions

• Information from online forms, email communications, and telephone conversations

How We Collect Personal Information

Your Personal Information may be collected in various ways, including:

• Direct communications with us (in-person, by telephone, email, or online forms)

• Through our website

• During therapy sessions and assessments

• From third parties (such as referring healthcare providers, EAP organisations or insurance companies) with your consent

• From cookies and website analytics

We strive to collect personal information directly from you wherever possible. When information is provided by third parties, we will take reasonable steps to ensure you are aware of this disclosure.

How We Use Your Personal Information

We collect and use your personal information for the primary purpose of providing our counselling services to you, including ecopsychotherapy sessions. This includes:

• Providing therapy and related services

• Managing our relationship with you

• Internal record keeping

• Improving our services

• Sending information about new services or resources that may benefit you

• Contacting you for feedback or research purposes

We may also use your information for secondary purposes closely related to the primary purpose, where you would reasonably expect us to do so.

Sensitive Information

Sensitive information includes details about your health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, or criminal record. Due to the nature of counselling services, we often collect sensitive information, particularly regarding your mental health.

This sensitive information will only be used:

• For the primary purpose for which it was obtained

• For a secondary purpose directly related to the primary purpose

• With your consent

• Where required or authorised by law

Ecopsychotherapy and Outdoor Sessions

At Soulair Therapy, we offer ecopsychotherapy sessions which may take place outdoors in natural settings. For these sessions:

• We take reasonable steps to ensure your privacy during outdoor sessions

• We carefully select locations that minimise the possibility of being overheard

• You acknowledge that outdoor settings may present different privacy considerations than traditional office settings

• We may work somatically with clients, which involves awareness of physical sensations and bodily experiences

• Any personal information or observations gathered during these sessions is treated with the same level of confidentiality as indoor sessions

If you choose to participate in outdoor therapy sessions, we will discuss specific privacy considerations relevant to the chosen location before commencing therapy.

Disclosure of Personal Information

Your Personal Information will not be shared, sold, rented, or disclosed other than as described in this Privacy Policy. We may disclose your information in the following circumstances:

• To third parties with your explicit consent

• Where required by law (such as in response to a subpoena or court order)

• To protect someone's health, safety, or welfare

• Where there is a serious threat to life, health, or safety

Security of Personal Information

Confidentiality

As part of providing counselling services, we will collect and record personal information as a necessary part of your treatment. At Soulair Therapy, we practice a limited confidentiality as per professional requirements. This means that all information gathered during your sessions will be treated as strictly confidential, except under specific circumstances including when:

• It is mandated by a court of law

• We feel that there is a threat to the safety or integrity of yourself or someone else

• You have given prior approval/consent to communicate with another person or agency

• If under 18 years of age, a parent/legal guardian has the right to certain information

Files are kept secure for a period of 7 years from the date of your last contact with Soulair Therapy. If you are aged 17 or younger, then your records are stored until you attain the age of 25 years. You may access the material recorded in your file upon request, subject to the exceptions in the Australian Privacy Principles. Please note that no records will be presented for your possession unless legally mandated to do so.

As we take privacy and confidentiality seriously, please note that only you will be able to discuss appointment times and bookings, unless you have provided written consent for others to do so.

Security of Personal Information

Soulair Therapy uses Halaxy (https://www.halaxy.com/), a secure healthcare platform, to store and manage client personal and financial information. Halaxy maintains high security standards and complies with relevant privacy legislation. For specific information about how Halaxy handles your data, you can refer to their privacy policy.

In addition to using Halaxy, your information may also be stored securely in electronic and/or paper format. When your personal information is no longer needed, we take reasonable steps to destroy or permanently de-identify it.

In accordance with legal and professional requirements, we retain client records for a minimum of 7 years after your last contact with us, or in the case of a child, 7 years after they reach the age of 18.

Access to Your Personal Information

You have the right to access the personal information we hold about you and to request corrections to ensure it is accurate, up-to-date, and complete. If you wish to access your personal information, please contact us in writing.

We will respond to your request within a reasonable timeframe. While we do not charge for making an access request, we may charge a reasonable fee to cover the administrative costs of providing copies of your personal information.

To protect your privacy, we may require identification verification before releasing any information.

Maintaining the Quality of Your Personal Information

It is important that the information we hold about you is accurate, complete, and current. Please inform us of any changes to your personal information as soon as practicable so we can update our records accordingly.

Social Media and Online Engagement

Social Media Policy

Counsellors at Soulair Therapy are unable to accept friend requests on social media platforms such as Facebook and Instagram from current or former clients. This policy is in place to protect your privacy and maintain appropriate professional boundaries.

As mentioned earlier, we maintain professional social media accounts separate from any personal accounts. To preserve the boundaries of the therapeutic relationship and protect your confidentiality:

• We do not accept friend requests from current or former clients on personal social media accounts

• Our professional social media pages are for sharing general information and resources only

• We recommend using direct email for private communications rather than social media messaging

• If you choose to follow our professional pages or leave comments, please be mindful of your own privacy

AI-Assisted Note Taking Consent

At Soulair Therapy, we may use a microphone and automated note-taking assistant to help document what is spoken about in session and to assist with administrative requirements. The purpose of AI-enhanced note-taking is to enhance our focus during conversations and improve client care by minimising the potential for distractions or interruptions to the flow of conversations during therapy sessions that lengthy manual note-taking can cause.

The use of such technology is completely optional and will be discussed during the initial appointment, prior to its use. Whichever tool is used, clients can be assured it will:

• Comply with the Australian Privacy Principles (APP) standards

• Not use client data to train the AI tool

• Adhere to industry encryption and security protocols

• Be used solely for the purpose of session documentation

• Be treated with the same confidentiality protections as all other client information

You will be asked to provide specific consent before any AI note-taking tools are used in your sessions.

Encountering You Outside of Therapy

If we encounter you in public settings, we will not acknowledge you first to protect your privacy and confidentiality. You are welcome to greet us if you wish, but please understand that our conversation will be kept brief and professional.

Cookies and Website Usage

Our website may use cookies to enhance your browsing experience. Cookies are small files stored on your computer that help analyse web traffic and allow web applications to respond to you as an individual. You can choose to accept or decline cookies through your browser settings, although this may affect your website experience.

The information collected through cookies may include:

• Pages you visit

• Time spent on the site

• Links clicked

• Browser type and device information

This data helps us understand how visitors use our website so we can improve its functionality and content.

Third-Party Websites

Our website may contain links to other websites. This Privacy Policy applies only to our website, so if you follow a link to another website, you should read their privacy policy. We are not responsible for the content or privacy practices of external sites.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updates will be published on our website, and significant changes will be communicated to you where practicable.

Professional Standards and Complaints

Soulair Therapy is a member of the Psychotherapy and Counselling Federation of Australia (PACFA) and adheres to their Code of Ethics and Code of Conduct. We are committed to maintaining the highest professional standards in our practice.

If you have any concerns about our services or how your personal information is handled, we encourage you to first discuss these with us directly through our internal complaint resolution process (see our FAQ section on our website).

If your complaint cannot be resolved satisfactorily through our internal process, you may contact PACFA directly for further assistance with your concerns.

Disclaimer

Medical Advice Disclaimer

Soulair Therapy provides counselling and ecopsychotherapy services for informational and therapeutic purposes only. The information, content, and services provided by Soulair Therapy should not be construed as medical advice, diagnosis, or treatment.

Accessing our services or providing personal information does not create a doctor-patient relationship. Nothing contained in our sessions, website, or communications is intended to create such a relationship. You should not rely solely on information provided during counselling sessions for medical decisions and should consult a qualified healthcare provider regarding any medical conditions or concerns.

You hereby agree that you shall not make any health or medical-related decisions based solely on the counselling services provided by Soulair Therapy.

Professional Service Limitations

The opinions expressed during sessions reflect professional judgment based on specific facts, under certain conditions, and subject to certain assumptions. They may not apply to different circumstances and should not be relied upon for purposes outside the scope of our counselling relationship.

Any information shared during sessions may change over time and is not guaranteed to be complete, correct, timely, current, or up-to-date. Soulair Therapy undertakes no obligation to update information provided during sessions or consultations.

Disclaimer of Warranties

The services provided by Soulair Therapy are offered on an "AS IS" and "AS AVAILABLE" basis without warranties of any kind, either express or implied. Soulair Therapy makes no warranty as to the effectiveness of therapy for your specific situation, as outcomes vary depending on numerous factors including your active participation and implementation of strategies discussed.

Soulair Therapy does not guarantee specific results from counselling services and cannot warrant that engaging in therapy will resolve your concerns or improve your condition.

Under no circumstances will Soulair Therapy be liable for any direct, indirect, special, incidental, or consequential damages arising from the use of our services, even if advised of the possibility of such damages.

By engaging our services, you acknowledge your understanding and acceptance of these limitations.

Privacy Concerns and Complaints

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

Contact Us

Soulair Therapy Email: admin@soulairtherapy.com.au Location: Nambour, QLD Australia 4560 Website: www.soulairtherapy.com.au

Consent

By using our services, you consent to the collection and use of your information as outlined in this Privacy Policy.

Last updated: 20th March 2025