Privacy Policy
White Wolf Counselling Services is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of the Office of the Australian Information Commissioner at https://www.oaic.gov.au/.
What is Personal Information, and Why Do We Collect It?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include names, addresses, email addresses, and phone numbers.
This Personal Information is obtained in many ways, including:
Correspondence, telephone, email, via our website, www.thewhitewolf.com.au, from media and publications, publicly available sources, cookies, and third parties. We don’t guarantee the privacy practices of authorised third parties.
We collect your Personal Information for the primary purpose of providing our services to you, offering information to clients, and occasionally marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists anytime by contacting us in writing.
When we collect Personal Information, we will—where appropriate and possible—explain to you why we are collecting it and how we plan to use it.
Sensitive Information
Sensitive Information is defined in the Privacy Act and includes information or opinion about an individual’s:
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racial or ethnic origin
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political opinions
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membership of political associations
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religious or philosophical beliefs
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trade union or professional body membership
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criminal record
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health information
Sensitive information will only be used:
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for the primary purpose for which it was obtained
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for a secondary purpose directly related to the primary purpose
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with your consent or
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where required or authorised by law
Use of AI-Assisted Tools
White Wolf Counselling Services uses AI-assisted tools to support administrative tasks like note-taking and record-keeping, enhancing accuracy and efficiency in clinical documentation.
All AI-assisted processes are used following strict privacy standards and under practitioner supervision. Any data processed through such tools is done so securely and in line with the Australian Privacy Principles.
Data Processing, Storage, and Deletion
Client data, including session notes and personal details, is securely stored in our practice management system, which complies with Australian data protection laws. Where available, electronic records are protected by encryption, secure passwords, and multi-factor authentication.
When Personal Information is no longer required for the purpose obtained, we will take reasonable steps to destroy or permanently de-identify that information unless retention is legally required. Most client records are stored for a minimum of 7 years, or longer if necessary, under professional obligations.
Third Parties
Where reasonable and practicable, we will collect your Personal Information only from you. However, in some cases, third parties may provide information (e.g., medical professionals and support services). In such cases, we will take reasonable steps to notify you of any provided data.
Disclosure of Personal Information
Your Personal Information may be disclosed in the following circumstances:
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To third parties where you consent to the use or disclosure and
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Where required or authorised by law.
Security of Personal Information
White Wolf Counselling Services takes the protection of your information seriously. All client records are stored securely within our practice management system, which is designed to protect data from unauthorised access, modification, or disclosure.
Physical, technical, and administrative safeguards are in place to prevent misuse, loss, or unauthorised access.
Access to Your Personal Information
You may request access to, or correction of, the Personal Information we hold about you. Please contact us in writing. We do not charge for access requests, but may charge an administrative fee for copies of your information.
We may require proof of identity before releasing any information.
Maintaining the Quality of Your Personal Information
It is important to us that your information is accurate and up to date. Please notify us of any changes to ensure we can continue providing high-quality support.
Policy Updates
This policy may change from time to time. The most recent version will be available here on our website.
Privacy Policy Complaints and Enquiries
If you have any questions or concerns about our privacy practices, please contact us at:
White Wolf Counselling
wendy@thewhitewolf.com.au
