Privacy Policy

1.1 Depending on how you engage with us, we may collect:

• Identity and contact details — name, date of birth, address, phone number, and email address;
• Health information — mental and physical health history, medications, previous treatment, and information shared during counselling or meditation sessions;
• Session records — notes taken during or after sessions, for the purpose of continuity of care;
• Booking and payment details — appointment history and payment records (we do not store full credit card numbers — these are processed by our payment provider);
• Website and communications data — information you provide via contact forms, emails, or when you subscribe to updates; and
• Technical data — such as IP address, browser type, and website usage data, collected automatically when you visit our website.

1.2 Health information is treated as sensitive information and is subject to stricter handling requirements under the Privacy Act and the HRIP Act.

1.3 Where an organisation books Corporate Sessions on behalf of its staff, we collect limited contact and attendance information from the organisation for administrative purposes, but individual participants' session content remains confidential to Aum Holistics and is not reported back to the organisation, except as otherwise agreed in writing and consented to by the participant.

2.1 We generally collect personal information directly from you — for example, when you make a booking, complete an intake form, or speak with us during a session.

2.2 In some circumstances, and only with your consent or where permitted by law, we may collect information from a third party, such as a referring practitioner or, for a minor client, a parent or legal guardian.

2.3 We collect limited technical information automatically through our website, including via cookies and analytics tools. You can adjust your browser settings to limit or block cookies, though this may affect some website functionality.

3.1 We collect and use your personal and health information to:

• provide counselling and meditation services safely and effectively;
• manage bookings, payments, and client records;
• communicate with you about appointments, invoices, or service updates;
• comply with our legal, ethical, and professional obligations; and
• improve our services and website, in de-identified or aggregate form where possible.

3.2 We do not use your health information for direct marketing purposes without your express consent, and you may opt out of any marketing communications at any time.

4.1 We do not sell your personal information, and we only disclose it in limited circumstances, including:

• with your consent — for example, when we provide information to a referring GP or another treating practitioner at your request;
• to trusted service providers who support our practice, such as booking, invoicing, or IT service providers, who are only permitted to use your information to provide that service to us;
• where required or authorised by law, including under a court order, subpoena, or mandatory reporting obligation; or
• where we believe disclosure is necessary to prevent a serious threat to your life, health, or safety, or that of another person, consistent with clause 6 of our Terms and Conditions (Confidentiality).

4.2 We use Zoom for telehealth sessions and the free Intro Clarity Session, and online booking and calendar software to manage appointments. These, and other service providers supporting our practice (such as cloud storage or email), may store data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure those providers protect your information consistently with the Australian Privacy Principles.

5.1 We take reasonable steps to protect the personal and health information we hold from misuse, interference, loss, unauthorised access, modification, or disclosure. This includes secure electronic client management systems, password-protected devices, and restricted staff access.

5.2 Physical records, where used, are stored in a locked location accessible only to authorised staff.

5.3 We retain client health records for a minimum of at least 7 years for adult clients, and longer for minors, in line with professional guidelines, after which records are securely destroyed or de-identified.

6.1 You have the right to request access to the personal and health information we hold about you, and to request correction if you believe it is inaccurate, out of date, or incomplete.

6.2 To make a request, contact us using the details in clause 10 below. We will respond within a reasonable timeframe, generally within 30 days, and in accordance with the HRIP Act where applicable.

6.3 In limited circumstances permitted by law — for example, where access would pose a serious threat to your health or safety, or that of another person — we may need to refuse or limit access. Where this occurs, we will explain our reasons and, where appropriate, offer alternative arrangements such as access through a treating health professional.

6.4 We may charge a reasonable fee to cover the cost of retrieving and providing copies of extensive records.

7.1 Our website may use cookies and similar technologies, including analytics tools such as Google Analytics, to understand how visitors use our site and to improve its functionality.

7.2 This data is generally collected in a de-identified or aggregated form. You can control or disable cookies through your browser settings.

8.1 We do not knowingly collect personal information from individuals under 18 without the consent of a parent or legal guardian, consistent with clause 3 of our Terms and Conditions.

9.1 If you have a concern about how we have handled your personal or health information, please contact us in the first instance using the details below, so we can investigate and respond.

9.2 If you are not satisfied with our response, you may lodge a complaint with:

• the Office of the Australian Information Commissioner (OAIC) — for matters under the Privacy Act 1988 (Cth), at oaic.gov.au;
• the NSW Information and Privacy Commission (IPC) — for matters relating to health information handled in NSW under the HRIP Act, at ipc.nsw.gov.au; or
• the Australian Counselling Association (ACA) — if your complaint relates to the professional conduct of an ACA-registered counsellor (as distinct from how we handle your information), via theaca.net.au/complaints, phone 1300 784 333, or admin@theaca.net.au.

9.3 The ACA's complaints process handles matters of professional conduct under its Code of Ethics and Practice; privacy-specific complaints about information handling are more appropriately directed to the OAIC or NSW IPC as set out above.

For any question about this Privacy Policy, or to make an access, correction, or complaint request, please contact:

• Aum Holistics
• Sydney, Australia — in person & online, worldwide
• hello@aumholistics.com

11.1 We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on our website.