Privacy Policy

At The Sharp Mind, your privacy and confidentiality are taken seriously. This Privacy Policy explains how your personal information is collected, used, stored and protected in accordance with Australian privacy laws and professional ethical standards.

By engaging with The Sharp Mind, using this website, booking services, or providing your personal information, you consent to the practices outlined in this policy.

1. Who We Are

The Sharp Mind provides counselling, hypnotherapy, breathwork, nervous system support, and related wellbeing services online and in person throughout Australia.

The practice operates in accordance with relevant Australian privacy laws and ethical obligations, including the standards of the Australian Counselling Association (ACA).

2. What Information We Collect

We may collect personal and sensitive information that is reasonably necessary to provide therapeutic and wellbeing services.

This may include:

  • Your name, phone number, email address and contact details

  • Emergency contact information

  • Health and wellbeing information

  • Information discussed during sessions

  • Intake forms, consent forms and assessment information

  • Appointment and payment records

  • Website usage information and analytics data

  • Email correspondence or messages you send to us

Sensitive information is only collected with your consent or where otherwise permitted by law.

3. How Your Information Is Collected

Your information may be collected when you:

Submit an enquiry through the website

  • Book an appointment

  • Complete intake or consent forms

  • Attend sessions

  • Contact us via email, phone or social media

  • Subscribe to newsletters or updates

  • Participate in online programs, workshops or events

Information may also be collected automatically through cookies or website analytics tools.

4. Why We Collect Your Information

Your information is collected to:

  • Provide counselling, hypnotherapy, breathwork and wellbeing services

  • Communicate with you regarding appointments or support

  • Maintain accurate client records

  • Improve services and client experience

  • Send newsletters or relevant updates (you may unsubscribe at any time)

  • Meet legal, ethical and professional obligations

5. Confidentiality and Therapeutic Records

Your personal information and session content are treated confidentially and stored securely.

Therapeutic records may include session notes, treatment plans, intake forms and communication records.

In line with professional and legal obligations, information may be disclosed where:

  • You provide written consent

  • There is a serious risk of harm to yourself or others

  • Disclosure is required by law, subpoena or court order

  • There are mandatory reporting obligations

  • Consultation with another professional is necessary for supervision or professional guidance (with identifying information removed wherever possible)

6. Storage and Security of Information

Reasonable steps are taken to protect your information from misuse, interference, loss, unauthorised access, modification or disclosure.

Information may be stored:

  • Electronically using password-protected systems

  • In secure cloud-based platforms

  • In locked physical storage where applicable

While reasonable safeguards are used, no online transmission or electronic storage system can be guaranteed to be completely secure.

7. Online Sessions and Technology

Some services may be delivered online via video conferencing, phone, email or messaging platforms.

While efforts are made to use secure platforms and protect your privacy, electronic communication carries inherent privacy and cybersecurity risks.

Clients are encouraged to:

  • Use private internet connections where possible

  • Attend online sessions in a confidential space

  • Protect access to their own devices and accounts

8. Website Analytics and Cookies

This website may use cookies, analytics tools and third-party services to understand website traffic and improve user experience.

These tools may collect non-identifiable information such as:

  • Browser type

  • Device information

  • Pages visited

  • Time spent on the website

You may disable cookies through your browser settings.

9. Email Marketing and Communications

If you subscribe to updates, newsletters or resources, your contact information may be used to send occasional emails related to wellbeing, therapeutic support, workshops or practice updates.

You can unsubscribe at any time using the unsubscribe link provided in emails or by contacting us directly.

10. Access to Your Information

You may request access to your personal information or request corrections where appropriate.

Requests can be made by contacting The Sharp Mind directly. In some circumstances, access may be limited where permitted by Australian law.

11. Retention of Records

Client records are retained in accordance with legal and professional obligations.

In general, records may be kept for a minimum period required under applicable Australian laws and ethical guidelines.

12. Third-Party Services

This website or practice may use third-party services including:

  • Booking systems

  • Payment processors

  • Email platforms

  • Video conferencing software

  • Website analytics providers

These providers may store data on servers located outside Australia. Reasonable efforts are made to use reputable providers with appropriate privacy protections.

13. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in legal requirements, technology or practice operations.

The most current version will always be available on the website.

14. Contact

If you have questions about this Privacy Policy or how your information is handled, please contact:

The Sharp Mind
Email: Rebecca@thesharpmind.com.au
Website: The Sharp Mind