Privacy Policy
This policy outlines how Spacious Knowing Therapy manages and protects the personal information of our clients. We are committed to respecting your privacy and complying with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth), as well as the ethical guidelines of the Psychotherapy and Counselling Federation of Australia (PACFA).
Personal Information
Personal information is any information about an individual that can be used to identify them directly or indirectly, such as name, address, phone number, email address, and date of birth.
Sensitive information is a type of personal information that includes details such as a person’s racial or ethnic origin, political or religious beliefs, sexual orientation, health or genetic information, family court orders, or criminal record. This information is given additional protection under the Privacy Act 1988.
Why We Collect Personal Information
We collect personal information to assess and support you in addressing the concerns you have identified. This information enables us to provide a safe, relevant, and effective counselling service.
While you may request to use a pseudonym in some communications, we are required to have your legal name as shown on official identification for service records.
How We Collect Personal Information
We may collect personal information through:
Information you share with us verbally during sessions.
Written communication such as email, SMS/text message, or letter.
Our intake form or other client forms.
Enquiries made through our website contact form.
Referrals from other health professionals or services.
Communication from a parent or guardian if you are under 18 years of age.
Information Collected via Our Website
If you submit an enquiry through our website, the details you provide will be sent directly to our secure business email and used to set up your client record in our secure client management system.
Form submissions may also be temporarily stored by our website hosting provider, Squarespace, which is based in the United States, until they are securely deleted.
Squarespace may automatically collect limited technical information (such as your IP address, browser type, and device details) for security, maintenance, and performance monitoring purposes.
We take steps to ensure that your personal information is handled securely and in accordance with the Australian Privacy Principles.
Storage of Personal Information
We take steps to protect the personal information we hold from misuse, loss, unauthorised access, modification, or disclosure. This includes:
Storing digital client records in a secure, password-protected system with encryption.
Storing paper records (if any) in locked cabinets on secure premises.
Limiting access to authorised personnel only.
Using secure payment processing systems that meet industry standards.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for at least 7 years.
If we become aware of a data breach that is likely to cause serious harm, we will investigate, take appropriate steps, and notify you in accordance with the Privacy Act 1988.
Some service providers we use (for example, email, payment processing, or records management systems) may store or process information outside Australia. We take care to choose reputable providers that have strong privacy protections in place.
Disclosure of Personal Information
We take your privacy seriously. Personal and sensitive information you provide is kept confidential. We will not share this information with a third party without your consent, unless:
required or authorised by law, or
necessary to lessen or prevent a serious threat to life, health, or safety.
Accessing and Correcting Your Information
You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact me in writing.
Spacious Knowing Therapy will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.
In order to protect your Personal Information we may require identification from you before releasing the requested information.
Maintaining the Quality of your Personal Information
It is important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure that we can continue to provide quality services to you.
Complaints
If you believe your privacy has been breached, please contact us so we can investigate and work with you to resolve the matter.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
Changes to This Policy
This policy may be updated periodically. The most recent version will be available on our website or on request.
Questions? Please contact:
Email: audrey@spaciousknowing.com.au
Last updated: August 2025