Privacy Policy (Australia)

Your privacy matters. This policy explains how I collect, use, disclose, and protect personal information in line with the Australian Privacy Principles (APPs).

1) What I collect

I may collect:

  • Contact details (name, email, phone) and messages via Squarespace Scheduling (Acuity) and contact forms

  • Information you provide for counselling/coaching and program enrolments

  • Payment information processed by secure third-party providers (I don’t store full card data)

  • Website usage data (cookies/analytics)

  • Newsletter preferences (opt-in/opt-out)

If you choose not to provide certain information, I may be unable to deliver some services.

2) How I use your information

To:

  • Respond to enquiries and manage bookings (Acuity)

  • Provide counselling/coaching and program services (including telehealth)

  • Process payments and send invoices/receipts

  • Send newsletters/blog updates where you’ve consented (unsubscribe anytime)

  • Improve website functionality and user experience

  • Meet legal, regulatory, and clinical record-keeping obligations

3) Clinical notes & Nova Notes

I keep brief, professional clinical notes to support safe, effective care.

  • I use Nova Notes to create/store session notes, forms, and related client records.

  • Data is protected with encryption in transit/at rest and role-based access.

  • Nova Notes is a third-party processor; their privacy terms apply in addition to mine.

  • Records are retained at least 7 years after your last contact (or until age 25 if services occurred while under 18), unless law requires longer.

  • I do not audio/video record sessions without your explicit consent.

4) Disclosure of information

I do not sell your information. I may disclose it to:

  • Trusted providers that help deliver services (e.g., Acuity/Squarespace, secure payment processors, email/newsletter provider, Nova Notes, video platform such as Zoom)

  • Professional advisers under confidentiality

  • Authorities where required/authorised by law or to prevent serious harm

Some providers may store/process data outside Australia. I take reasonable steps to ensure they protect your information consistent with the APPs.

5) Data storage & security

I use administrative, technical, and physical safeguards (encryption, access controls, device security, least-privilege access). If a breach is likely to cause serious harm, I’ll follow the Notifiable Data Breaches (NDB) scheme.

6) Cookies & analytics

This site may use cookies and analytics tools to understand visitor behaviour and improve the experience. You can control cookies in your browser; some features may not work without them.

7) Marketing communications

I only send newsletters/updates if you opt in. Unsubscribe anytime via the email footer or by contacting me.

8) Access, correction & choices

You can request access to, or correction of, your personal information. I’ll respond within a reasonable period and may need to verify your identity. If I must decline (e.g., legal constraints), I’ll explain why.

9) Third-party services

My website and services may link to or integrate third-party platforms (e.g., Squarespace Scheduling/Acuity, secure payment processor, email newsletter provider, Nova Notes, Zoom). Their privacy policies apply to their handling of your data.

10) Complaints

Please contact me first so I can help. If you’re not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

11) Updates to this policy

I may update this policy to reflect changes in law or services. The latest version will always appear on this page.

12) Contact

Joanna Wood Counselling
Email: joannabarrywood@icloud.com
ABN: 23456900452

Practice notes

Telehealth

Sessions are conducted via Google Meet (encrypted in transit). I don’t record sessions without your explicit consent. Please ensure you have a private space and stable internet. Telehealth may not be suitable for all concerns; I’ll discuss alternatives if needed.

Referrals, reports & GP letters

With your explicit consent, I can share limited information (e.g., attendance, progress summaries, safety plans) with your GP or other providers. I only disclose what’s necessary and appropriate. Without consent, I share information only where required or authorised by law (e.g., risk of serious harm).

Crisis support

My service is not an emergency or 24/7 crisis service. If you’re in immediate danger, call 000. For support, contact Lifeline 13 11 14, Suicide Call Back Service 1300 659 467, or Beyond Blue 1300 22 4636.