Privacy Policy

Purpose

This policy explains, in plain language, how Wild Light Counselling collects, uses, stores and shares your personal information, including your health information. It is the public privacy policy for the Wild Light Counselling website.

Who this covers

Everyone whose information we handle: clients and people who enquire about counselling, parents, carers and support people, referrers and other professionals, counsellors who receive supervision (individually or in groups), people who buy or download resources and workshops, people on our mailing lists, and website and social media visitors.

Who is responsible

Wild Light Counselling [business entity name and ABN] is responsible for your information under the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs). As a health service provider, we follow the APPs regardless of the size of our business. Our practice also follows the Australian Counselling Association (ACA) Code of Ethics.

Rach Wheatley, Director and Counsellor, is our privacy officer. Contact: rachel@wildlightcounselling.com.au · 0439662283.

The short version

• We only collect what we need to support you well, run the practice and meet the law.

• Your information is confidential. We do not share it without your consent unless the law requires or allows it, for example when someone's safety is at serious risk.

• We never sell your information, and we never use your health information for marketing.

• Your details will never be entered into any AI tool. Your counsellor writes your notes and documents themselves.

• Every decision about your care is made by your counsellor, not by software.

• You can ask to see or correct your information at any time.

What information we collect

Depending on how you connect with us, this may include:

• Contact and identity details: your name, the name you use, pronouns, date of birth, address, email, phone number and emergency contact.

• Health information: your reasons for seeking support, mental health and health history, diagnoses or neurotype you choose to share, session notes, safety plans, and any creative work or artwork you choose to share in sessions.

• Information about others: details about parents, carers, support people and professionals you ask us to work with.

• Supervision information: for supervisees, professional details, registration or membership information, and supervision notes and agreements. Supervisees are asked not to share identifying client details in supervision. Supervisees have the same confidentiality protections as clients.

• Funding and billing details: NDIS, plan manager or private health details, invoices and payment records. Card payments are processed by Stripe. We do not see or store your full card number.

• Website, workshop and resource buyers, subscribers and visitors: your name, email address, what you bought or signed up for, and website usage data (see "Website, cookies and social media").

Some of this is "sensitive information" under the Privacy Act, such as health information, and information about your racial or ethnic origin, religious or philosophical beliefs, or sexual orientation or gender identity if you choose to share it. We handle it with extra care and only collect it with your consent or where the law allows.

How we collect it

Mostly from you directly: through enquiry and intake forms, email, phone, and sessions (in person or by Telehealth). Sometimes with your consent from others, such as a parent or carer, a referrer, a GP, a school or other professionals.

You are welcome to ask general questions without giving your name. We usually can't provide counselling or supervision anonymously, because professional record-keeping and our ethical obligations mean we need to know who we are working with.

Why we collect it and how we use it

• To provide safe, good-quality counselling and supervision.

• To keep clinical and supervision records, as professional standards and the law require.

• To manage appointments, invoicing and payments.

• To respond to your enquiry or manage a waitlist.

• To deliver resources, workshops and emails you have asked for.

• To meet legal and professional obligations, including insurance, child safety and complaints handling.

We may also use your information for a secondary purpose closely related to these, where you would reasonably expect it.

Who we share it with, and when

We share your information only when:

• you have agreed, for example with a GP, school, plan manager or another professional you have named. We ask for your written permission before contacting others on your behalf

• it is needed for the service you have asked for, such as a report or letter you have requested

• the law requires or allows it, for example a court order, or where we believe it is necessary to lessen or prevent a serious threat to someone's life, health or safety, including child safety concerns

• your counsellor is receiving professional supervision or consultation. In that case your information is de-identified wherever possible, and supervisors are bound by confidentiality.

We discuss our client work in our own clinical supervision, and we tell you about this at the start of counselling and in our consent form. We share only what is needed, and we leave out your name and anything that could identify you, including details that might identify you in a small community. Our supervisor is bound by confidentiality. If we ever wanted to record, transcribe or present your session for training, we would ask for your written consent first. You can ask us questions about this, or change your mind, at any time.

People who help us run the practice (administration support, accountant) see only what their role needs and are bound by confidentiality agreements.

If we ever use case material for training, writing or research, we ask for your informed consent first and effectively disguise your identity.

When information may be shared without consent

Your safety, and the safety of others, matters most. If we believe a child or young person is at risk of harm, or someone's life or safety is at serious risk, we may share information with child protection authorities, police or emergency services, as the law requires or permits. Wherever it is safe and appropriate, we will talk with you first. Where possible we also consult our supervisor, and we share only the relevant information with the people who need it.

The systems we use and where your information is stored

We use trusted systems, each with one clear job. Some store or process information outside Australia. Before using any system that stores information overseas, we take reasonable steps to check it protects your information consistently with the APPs.