Privacy Policy
Last updated: April 2026
1. Introduction
Babutsu Counselling & Psychotherapy (“Babutsu”) is committed to protecting your privacy and handling your personal information with care, transparency, and respect. This Privacy Policy outlines how we collect, use, store, and disclose your personal information in the course of providing counselling and psychotherapy services.
We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2. What Is Personal Information
Personal information is any information that identifies you, or could reasonably identify you, such as your name, address, phone number, email, or date of birth.
Sensitive information includes health and other deeply personal details, such as psychological history, beliefs, or life circumstances. This information is afforded a higher level of protection under Australian privacy law.
3. Why We Collect Information
We collect personal information to provide safe, ethical, and effective counselling services. This enables us to understand your needs, support your therapeutic goals, and maintain appropriate records.
Due to our duty of care, clients cannot remain anonymous. While a pseudonym may be used in limited circumstances, your legal name is required for our records.
4. How We Collect Information
We may collect your information through:
- Counselling sessions (including online sessions via Microsoft Teams)
- Intake forms and booking systems
- Email, SMS, or other written communication
- Referrals from a GP or other practitioner (with your consent)
- A parent or guardian (for clients under 18)
- Limited interactions via social media (where relevant)
5. Use of Information
Your personal information is used only for purposes directly related to your care, including:
- Providing counselling and psychotherapy services
- Managing appointments and communication
- Maintaining accurate clinical records
- Meeting legal and ethical obligations
- Engaging in professional supervision (de-identified)
We do not use your information for unrelated purposes without your consent, unless required by law.
6. Clinical Supervision
As part of maintaining high standards of care, counsellors may engage in regular clinical supervision. During this process, aspects of client work may be discussed in a de-identified manner, meaning no personally identifying details are shared.
Supervisors are bound by strict confidentiality and ethical obligations.
7. Limits to Confidentiality
Your privacy and confidentiality are central to the therapeutic relationship. However, there are circumstances where information may need to be disclosed without your consent, including:
- Where there is a serious risk of harm to yourself or another person
- Where there are reasonable grounds to suspect abuse or neglect of a child
- Where there are concerns regarding a vulnerable person
- Where disclosure is required by law (e.g. court order or subpoena)
Where possible, these situations will be discussed with you prior to disclosure.
8. Data Storage and Security
Babutsu takes reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access.
Storage methods include:
- Secure digital systems (including practice management software such as Splose)
- Password-protected and encrypted storage
- Locked physical storage for any paper records
We do not retain credit card or banking details after payment processing is completed.
If a data breach occurs, we will investigate promptly and take appropriate action in accordance with legal obligations.
9. Website and Online Platforms
Website (WordPress)
Our website is hosted on WordPress.org and may collect non-personally identifying information such as browser type, language preference, referring pages, and access times.
IP addresses may also be collected; however, they are not used by us to personally identify visitors. This information is used to improve website functionality and user experience.
Practice Management System (Splose)
We use Splose to manage client records, appointments, and communication. Splose is designed for healthcare providers and uses secure systems to store personal and health information.
Online Sessions (Microsoft Teams)
Counselling sessions may be conducted via Microsoft Teams. While reasonable steps are taken to ensure privacy and security, online platforms carry inherent risks.
- Sessions are not recorded without your explicit consent
- You are encouraged to attend sessions in a private and secure environment
- Some data (such as call metadata) may be processed or stored by Microsoft
10. Overseas Data Considerations
Some third-party service providers we use (such as Microsoft Teams or aspects of WordPress infrastructure) may store or process data on servers located outside Australia.
While we take reasonable steps to use reputable and secure platforms, these providers are governed by their own privacy policies and legal jurisdictions. By engaging in online services, you acknowledge and accept these risks.
11. Access and Correction
You have the right to:
- Request access to the personal information we hold about you
- Request corrections to ensure your information is accurate, up to date, and complete
Requests will be handled in accordance with the Privacy Act. In some circumstances, access may be limited where permitted by law (for example, where it may impact your wellbeing or the privacy of others).
12. Complaints
If you have concerns about how your personal information has been handled, please contact us directly so we can attempt to resolve the issue.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Website: http://www.oaic.gov.au
13. Updates to This Policy
This Privacy Policy may be updated from time to time to reflect changes in practice or legal requirements. The most current version will be available via our website or provided upon request.
14. Contact Us
If you have any questions about this Privacy Policy or your personal information, please contact:
Babutsu Counselling & Psychotherapy
Email: bauke.counselling@gmail.com