Effective date: [[DD Month YYYY]]
Who we are: AJM Counselling (“we”, “us”, “our”) operated by Anthony Miller. AJM Counselling ABN 58858130103
Contact: [email protected] |
1) What we collect
Identity & contact: name, email, phone, time zone.
Intake information: client type (youth/parent/staff/community), presenting concern, concern category, session mode preference, free-text notes.
Risk screen data: yes/no responses about safety (self-harm/suicide risk, immediate danger, etc.).
Session & admin: booking details, attendance, reminders, follow-ups, invoices/receipts.
Technical: IP address, device/browser info, cookies and analytics events on our pages.
2) How we collect it
Intake/consent forms, chat widget, email/SMS, bookings, and sessions (telehealth).
From you directly or, with your permission, referrers (e.g., schools/NGOs).
Limited usage data via cookies/analytics on our website.
3) Why we collect it (lawful bases)
To provide counselling services, triage risk, schedule and conduct sessions.
To communicate with you about appointments, reminders, and resources.
To maintain records required by professional and legal standards.
With consent, to share de-identified outcomes (e.g., for program reporting).
With consent, to send service updates or opportunities (you can opt out anytime).
4) Sensitive information
We only collect mental-health–related information you choose to share. We minimise what we store, secure it carefully, and use it only to deliver support or meet legal obligations.
5) Children and young people
If you’re under [[16]] please involve a parent/guardian (or your school) unless local laws allow a mature minor to consent. We follow mandatory reporting laws where applicable.
6) Where your data is stored / processors
We use reputable providers to deliver our service:
LeadConnector / GoHighLevel (CRM, forms, chat, automations)
Zoom / Google Meet (telehealth)
Email/SMS providers (notifications)
Payments
Some providers store data outside Australia (e.g., US/EU). We use them under contractual safeguards and restrict access to those who need it.
7) Retention
Clinical/admin records are generally kept 7 years after your last contact (and for minors, until age 25) unless a longer period is required by law. Non-essential data may be deleted sooner.
8) Security
Password and role-based access, 2-factor authentication where available, encryption in transit, audit logs, and staff practices that follow least-privilege principles.
9) Your rights
You can request access, correction, or deletion (subject to legal retention requirements), withdraw consent to optional uses, and opt out of non-essential emails. To exercise rights, contact [[[email protected]]].
10) Cookies & analytics
We use necessary cookies (for forms/bookings) and basic analytics to improve the site. You can adjust browser settings to limit cookies; some features may not work without them.
11) Complaints
Contact us first at [[[email protected]]]. If unresolved, you can contact the Office of the Australian Information Commissioner (OAIC) (oaic.gov.au) about privacy concerns.
12) Changes
We may update this policy to reflect operational or legal changes. We’ll post the new date above.