Effective Date: 20 June 2025

1. Introduction

The Grove Counselling & Therapy ("we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and share your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Australian privacy laws.

2. Data Controller

The data controller responsible for your personal data is:

The Grove Counselling & Therapy
11 Williams Road, Windsor VIC 3181, Australia
Email: info@thegrovecounselling.com
 Phone: (03) 9532 4567

3. Data Collection

We collect personal data to provide effective counselling and therapy services. The types of data we collect include:

  • Personal Identification Information: Name, date of birth, gender, contact details (address, phone number, email).

  • Health and Medical Information: Relevant medical history, mental health assessments, therapy session notes.

  • Administrative Information: Appointment details, billing information, payment records.

  • Communication Records: Emails, messages, and other correspondence between you and us.

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: When you have given clear consent for us to process your personal data for specific purposes.

  • Contractual Necessity: To fulfil our obligations under the counselling agreement.

  • Legal Obligation: To comply with legal and regulatory requirements.

  • Legitimate Interests: For purposes such as improving our services, provided these interests are not overridden by your rights and interests.

5. Purpose of Data Processing

Your personal data is used for the following purposes:

  • To provide counselling and therapy services.

  • To manage appointments and communicate with you.

  • To maintain accurate records for clinical and administrative purposes.

  • To comply with legal and regulatory obligations.

  • To improve our services and ensure quality assurance.

6. Data Sharing

We do not sell or rent your personal data. We may share your data with:

  • Therapists and Staff: To provide you with appropriate care.

  • Supervisors: For professional supervision, ensuring the quality of care.

  • Service Providers: Third-party services for administrative support (e.g., booking systems, payment processors), all of whom are contractually obligated to protect your data.

  • Legal Authorities: When required by law or to protect your vital interests.

7. Data Storage and Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • Secure electronic systems with access controls.

  • Encrypted storage and transmission of data.

  • Regular data backups.

  • Physical security measures for any paper records.

8. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy, including:

  • Clinical Records: Retained for a minimum of 7 years after the end of therapy, in accordance with professional guidelines.

  • Administrative Records: Retained as required by tax and legal obligations.

9. International Data Transfers

If we transfer your personal data outside of Australia, we ensure that appropriate safeguards are in place to protect your data, in compliance with GDPR requirements.

10. Your Rights

Under the GDPR, you have the following rights:

  • Access: Request access to your personal data.

  • Rectification: Request correction of inaccurate or incomplete data.

  • Erasure: Request deletion of your data, subject to legal and professional obligations.

  • Restriction: Request restriction of processing under certain conditions.

  • Data Portability: Request transfer of your data to another service provider.

  • Objection: Object to processing based on legitimate interests.

  • Withdraw Consent: Withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us using the details provided in Section 2.

11. Cookies and Website Analytics

Our website may use cookies and analytics tools to enhance the user experience. You can manage your cookie preferences through your browser settings. For more information, please refer to our Cookie Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated effective date.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first. If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) or the relevant supervisory authority in your jurisdiction.