Earth Soul Counselling

1. Information I collect

To provide counselling safely and effectively, I may collect information including:

• your name, date of birth, address and contact details;

• emergency contact information;

• health and mental health information;

• relevant personal, relationship, family and social history;

• cultural information where relevant;

• information about other health professionals or services involved in your care;

• relevant court orders or legal information;

• clinical notes and other information arising through counselling; and

• billing and payment information.

 

I only collect information that is reasonably necessary for providing counselling, managing my practice, or meeting professional and legal obligations.

2. How I collect and use your information

Information is generally collected directly from you through intake and consent forms, consultations, counselling sessions and communications with Earth Soul Counselling.

 

Information may also be received from a referrer or another health or support professional with your consent, or where collection is otherwise authorised or required by law.

 

Your information may be used to:

• provide counselling safely and effectively;

• undertake assessment and therapeutic planning;

• maintain appropriate clinical records;

• manage appointments, billing and practice administration;

• communicate with you about your counselling;

• liaise with other professionals or services with your consent or where otherwise permitted by law; and

• meet legal, ethical and professional obligations.

 

Providing personal information is generally voluntary. However, if information reasonably required for safe and ethical counselling is not provided, I may be unable to provide some or all counselling services.

 

You are welcome to provide a preferred name. Identifying information may be required where reasonably necessary for counselling, billing, referrals, risk management or meeting legal or professional obligations.

​
3. Confidentiality and disclosure

Information shared during counselling is treated as confidential.

​

There are circumstances in which information may be disclosed, including where:

• you provide informed consent for information to be shared, such as with your GP or another treating professional;

• disclosure is required or authorised by law, including in response to a valid subpoena, court order or child protection requirement; or

• disclosure is reasonably necessary to prevent or lessen a serious threat to the life, health or safety of an individual or to public health or safety, as permitted by law.

 

Where practicable and appropriate, I will discuss a proposed disclosure with you before information is shared.

​

Counselling records may be subject to lawful requests such as subpoenas or court orders. Confidentiality in counselling does not prevent disclosure where disclosure is legally required.

​
4. Professional supervision

Professional supervision is an important part of safe and ethical counselling practice.

​

As part of my professional responsibilities, aspects of counselling work may be discussed in clinical supervision. Information is de-identified wherever reasonably practicable, and supervisors are also bound by professional confidentiality and ethical obligations.

​
5. Clinical records and security

Clinical records are stored securely in my practice management system, Halaxy, and where applicable in encrypted file storage accessible only by me.

​

I use reasonable technical, administrative and physical safeguards to protect personal and sensitive information against loss, unauthorised access, alteration, disclosure or misuse.

​

I may use third-party service providers where reasonably necessary to support counselling and practice administration. These may include practice management, Telehealth, payment and clinical documentation services.

​

Where these services process personal or health information, I take reasonable steps to consider their privacy, security and data-handling practices.

​

I do not store full payment card details.

 
6. AI-assisted clinical documentation

I may use NovoNote, an AI-assisted clinical documentation tool, to assist with preparing draft clinical notes.

​

Where NovoNote is used, session information is processed for the purpose of generating draft clinical documentation. I review and finalise all clinical notes and remain professionally responsible for the clinical record.

​

NovoNote is only used with your prior informed consent. You may decline its use or withdraw your consent without disadvantage to your counselling. If you do not consent to its use, I will document the session without NovoNote.

​

Further information about NovoNote, including how session information is processed and handled, is provided as part of the separate AI-Assisted Clinical Documentation Consent process.

​
7. Telehealth and electronic communication

Counselling may be provided through a secure video platform or by telephone.

 

Clients are encouraged to participate in Telehealth sessions from a private and appropriate location where possible.

​

Email and SMS may be used for appointment-related communication, confirmations and reminders. These forms of communication may not be end-to-end encrypted. You are therefore encouraged not to send sensitive clinical information by email or SMS unless necessary.

8. Recording counselling sessions

Counselling sessions are not audio- or video-recorded by Earth Soul Counselling for storage or later use unless explicit consent has been obtained for a defined purpose.

 

Where NovoNote is used with your informed consent, session audio is processed for the purpose of assisting with clinical documentation. Further information about this process is provided in the AI-Assisted Clinical Documentation Consent.

 

Clients must not audio- or video-record counselling sessions without my prior consent.