Privacy Policy

Last updated: 3 September 2026

I take your privacy seriously. This policy explains how I collect, use, store and protect your personal information as part of my counselling practice.

My practice is guided by the Australian Privacy Principles contained in the Privacy Act 1988 and relevant state and territory health privacy laws.

Information I collect:

I only collect information that is reasonably needed to provide counselling and manage my practice. This may include:

  • your name, contact details and date of birth;

  • your address and emergency contact;

  • information you choose to share about your health, personal circumstances or reasons for seeking counselling;

  • appointment, consent and payment information;

  • brief session records; and

  • relevant emails, text messages and other communications.

How I collect information:

I usually collect information directly from you through my website, booking and intake forms, email, text messages, telephone conversations and counselling sessions.

With your consent, I may also receive information from a referring organisation, funding body, health practitioner or other service.

How I use your information:

I use your information to:

* provide counselling;

* communicate with you and manage appointments;

* maintain appropriate client records;

* process payments and issue invoices;

* meet my professional, insurance and legal responsibilities; and

* respond to concerns about your or another person’s safety.

I will not use your health information for marketing without your specific consent.

Sharing your information:

I will not share your personal information with another practitioner or service without discussing this with you and obtaining your written consent.

The exceptions are circumstances involving a serious risk to your or another person’s safety, or where disclosure is required or authorised by law. Wherever it is safe and possible, I will discuss this with you before sharing information.

I engage in regular professional supervision and may discuss aspects of our work with my supervisor. I will not share your name or other details that could identify you.

Services I use:

I use third-party services to support the running of my practice. These currently include:

  • Squarespace for my website;

  • Acuity for my appointments, forms and client records;

  • Zoom for online sessions;

  • Square and Stripe for payments;

  • Rounded for invoicing;

  • Google for email and related services; and

  • Heidi Health for AI-assisted clinical documentation.

These providers have their own privacy and security practices. Some may store or process information outside Australia, including in the United States and other countries in which they or their service providers operate.

Where possible, I limit the personal information shared with these services. I do not keep your full payment card details.

AI-assisted notes:

With your consent, I may use Heidi Health to help draft notes from a de-identified summary I provide after a session. Heidi does not listen to or record our sessions. I review and take responsibility for the final note.

You may decline or withdraw your consent to this use of Heidi Health without affecting your counselling.

Website information:

Squarespace may collect technical information when you visit my website, such as information about your browser, device and how you use the site. It may also use cookies and similar technologies to operate and understand use of the website.

Protecting and retaining your information:

I take reasonable steps to protect your information from loss, misuse and unauthorised access or disclosure. Information is held within password-protected devices and digital systems with restricted access.

No method of electronic communication or storage can be guaranteed to be completely secure. If a data breach occurs that is likely to cause serious harm, I will respond in accordance with my legal obligations.

I keep client information for as long as required by law and professional standards. When it is no longer required, I take reasonable steps to securely destroy or de-identify it.

Accessing or correcting your information:

You can ask to access or correct the personal information I hold about you by contacting me at annajaaniste@gmail.com

I may need to confirm your identity before responding. In some circumstances, access to certain information may be limited by law. If I cannot provide access or make a requested correction, I will explain why.

Privacy concerns or complaints:

If you have a question or concern about how I have handled your information, please contact me:

Anna Jaaniste

Email: annajaaniste@gmail.com

Website: annajaaniste.com.au

I will take your concern seriously and aim to respond within a reasonable time.

If you are not satisfied with my response, you may contact the Office of the Australian Information Commissioner or the relevant privacy or health complaints organisation in your state or territory.

You may also contact PACFA if your concern relates to my professional or ethical conduct.

Changes to this policy:

I may update this policy when my practice, technology or legal obligations change. The current version will be available on my website.