Privacy Policy

Privacy Policy

At Holistic Calm, your privacy, dignity and confidentiality are treated with care, respect and professionalism. This Privacy Policy outlines how personal information is collected, used, stored and protected when engaging with counselling, clinical supervision, website enquiries, online services or associated reflective and educational content.

1. Collection of Personal Information
Personal information may be collected when you:

• submit an enquiry through the website

• book an appointment

• complete intake or consent forms

• engage in counselling or supervision sessions

• subscribe to newsletters, updates or reflective content

• communicate via email, phone, telehealth or online platforms

Information collected may include:

• name and contact details

• emergency contact information

• relevant personal history

• health or wellbeing information relevant to counselling

• appointment and payment information

• correspondence or session-related notes

Some information collected may constitute sensitive health information under Australian privacy law and will be treated with additional care and confidentiality.
Only information reasonably necessary for providing services is collected.

2. Confidentiality
Counselling and supervision services are confidential, except where disclosure is required or permitted by law.
This may include circumstances involving:

• risk of serious harm to yourself or another person

• mandatory reporting obligations

• legal requirements such as subpoenas or court orders

• professional or ethical obligations

• your written consent

De-identified information may be discussed within professional supervision for the purpose of ethical, safe and competent practice.
Where possible, limits to confidentiality will be discussed openly and respectfully.

3. Storage and Protection of Information
Reasonable steps are taken to protect personal information from misuse, loss, unauthorised access or disclosure.
Records may be stored securely using:

• password-protected digital systems

• encrypted practice software

• secure cloud-based platforms

• locked physical storage where applicable

Information is retained in accordance with professional, ethical and legal obligations.

4. Website Data and Analytics
This website may collect limited non-identifying information through cookies, analytics tools or third-party integrations to improve website functionality and user experience.
This may include:

• browser type

• pages visited

• approximate geographic location

• device information

You may disable cookies through your browser settings if preferred.

5. Third-Party Services

Holistic Calm may use trusted third-party platforms and digital systems to support the delivery, administration and operation of counselling and clinical supervision services.

These may include platforms or providers relating to:

• online bookings and scheduling

• payment processing

• telehealth/video sessions

• email communication

• website hosting and analytics

• newsletters or reflective content subscriptions

• secure clinical documentation and practice management systems

Holistic Calm may also utilise secure AI-assisted documentation or transcription tools, including clinical note support software, to assist with administrative efficiency and clinical record keeping.

Where such tools are used, reasonable care is taken to utilise reputable providers with appropriate privacy, confidentiality and security measures. Any use of AI-assisted documentation remains subject to professional oversight, ethical obligations and clinical judgment.

Some third-party service providers may store data on servers located outside Australia. Reasonable steps are taken to engage providers with appropriate privacy and security standards.

These providers maintain their own privacy policies and security practices, and users are encouraged to review those policies where relevant.

6. Telehealth and Electronic Communication
While secure platforms are used wherever possible, no online communication or digital platform can be guaranteed completely secure.
Email and SMS communication should not be used for crisis support or emergency communication.
Clients engaging in telehealth or electronic communication acknowledge the inherent privacy and security risks associated with internet-based communication.

7. Crisis and Emergency Support
Holistic Calm is not a crisis service.
If you or another person are at immediate risk, please contact emergency services or an appropriate crisis support service, including:

• Emergency Services: 000

• Lifeline: 13 11 14

• Mental Health Emergency Response Line (WA): 1300 555 788

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8. Young People and Confidentiality
Where counselling involves young people under 18 years of age, privacy and confidentiality will be managed in accordance with legal, ethical and developmental considerations.

9. Access to Your Information
You may request access to your personal information or request corrections where appropriate, subject to relevant legal and ethical considerations.
Requests can be made in writing using the contact details below.

10. Professional Membership and Ethical Practice
Holistic Calm operates in accordance with relevant ethical and professional standards, including privacy and confidentiality obligations under Australian privacy legislation and applicable professional practice guidelines.

11. Educational and Reflective Content
Articles, blogs, newsletters, reflective writing and educational content shared through this website or associated platforms (including Between Us/Substack) are general in nature and are not a substitute for personalised therapeutic, medical or legal advice.

12. Contact
For privacy-related enquiries, please contact:
Holistic Calm Counselling & Clinical Supervision
Kelmscott, Western Australia
couselling@holisticcalm.com.au
0411 558 556
www.holisticcalm.com.au

13. Changes to This Policy
This Privacy Policy may be updated periodically to reflect changes in services, legislation or practice procedures. Updated versions will be published on this website.

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Last updated May 2026