Effective Date: August 28, 2025
At Spectra Counselling, your privacy is important to us. This Privacy Policy explains how we collect, use, and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), as well as the PACFA Code of Ethics.
1. Who We Are
Jenna Trostle is a registered counsellor with the Psychotherapy and Counselling Federation of Australia (PACFA). We provide counselling services to clients within Australia, either in person or via telehealth platforms.
2. Personal Information
We may collect and store the following types of personal information:
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Name, date of birth, and contact details (email, phone, address)
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Emergency contact information
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Relevant medical or mental health history
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Counselling intake forms and session notes
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Payment details (for invoicing purposes)
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Website usage data (e.g., via cookies or analytics tools)
We collect personal information through a variety of means, including:
- the information you verbally share with us
- written communication received from you via email, SMS or letter
- our online booking system
- our intake form
- social media
- the guardian of those under 18 years of age
- a referral from your GP or another treating practitioner or service.
Personal information is any information about an individual that can be used to identify them directly or indirectly. This includes information such as their name, address, phone number, email address, and date of birth.
Sensitive information is a type of personal information which includes details, for example, about a person’s racial or ethnic origins, political or religious beliefs, sexual orientation, health or genetic information, family court orders or criminal record.
3. How We Collect Information
We collect information when you:
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Contact us via phone, email, or web form
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Complete an intake form or consent form
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Attend counselling sessions
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Visit our website (non-identifiable data via cookies or analytics)
4. Why We Collect Your Information
The sharing of personal information by a client to Spectra Counselling assists us to assess and support the client in processing their identified concerns. Personal information is retained to enable us to provide a relevant and informed service. Within our practice and due to our duty of care a client cannot be anonymous. A client may request to use a pseudonym, but a name as listed on ID’s is required.
We collect personal information in order to:
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Provide counselling services tailored to your needs
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Communicate with you regarding appointments or enquiries
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Maintain accurate and secure client records
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Comply with ethical, legal, and professional obligations
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Improve our services and website usability
5. Confidentiality and Disclosure
Your information is kept strictly confidential, except where:
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You provide written consent to share it (e.g., with a GP or another provider)
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Disclosure is required by law (e.g., risk of harm to self or others, subpoena, child protection)
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There is an immediate and serious risk to your life or the life of someone else
We will always aim to discuss any necessary disclosures with you wherever possible.
6. Data Storage and Security
If we become aware of a security breach we will promptly investigate and, where appropriate, take remedial action and notify the individual affected in accordance with the Privacy Act.
Your personal information is stored securely using password-protected digital systems (e.g., encrypted practice management software) and/or locked physical storage.
We retain client records in line with professional requirements — typically for 7 years after the last session.
7. Access and Correction
You have the right to request access to the personal information we hold about you, and to request corrections where needed. We may require proof of identity before releasing any information.
Requests can be made via the contact details below.
8. Website Cookies and Analytics
Our website may use cookies and third-party analytics tools (e.g., Google Analytics) to collect non-identifiable data such as page views, device type, and browsing behaviour.
This data helps us improve site performance but does not identify individual users. You can disable cookies through your browser settings.
9. Third-Party Providers
We use WordPress.com, Zandahealth.com, Zoom.com, and Google.com to book appointments with clients and provide services. We take reasonable steps to ensure these providers also comply with privacy and security standards. We do not sell or rent your personal data.
10. Overseas Disclosure
We will not disclose personal information about you to third parties without your consent, except when the disclosure is required by law.
It is unlikely that we will disclose any information to a recipient outside of Australia, but we cannot guarantee that all servers for the providers we use to host our services are located in Australia.
11. Complaints
If you have concerns about how your information has been handled, please contact us in writing. We aim to respond promptly and will investigate and try to resolve your complaint directly with you.
If you are not satisfied with our response and the outcome, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
📍 www.oaic.gov.au | 📧 enquiries@oaic.gov.au | ☎️ 1300 363 992
12. Contact Details
Jenna Trostle, Spectra Counselling
Email: info@spectracounselling.com
Phone: 0474 819 197
13. Policy Updates
We may update this Privacy Policy from time to time. The most current version will always be available on this website.