Privacy Policy

Effective Date: 14 August 2025

Your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage in counselling services. By using our site or services, you agree to the practices described in this policy.

1. Information We Collect

We may collect personal information that you voluntarily provide, including:

  • Name

  • Email address

  • Phone number

  • Emergency contact details 

  • Any other information you choose to provide when booking or during sessions.

We may also automatically collect certain information when you visit our website, such as:

  • IP address

  • Browser type

  • Device information

  • Pages visited

  • Time and date of access

  • Referring website.

Cookies and similar tracking technologies may be used to enhance your experience.

2. How We Use Your Information

We may use the information we collect to:

  • Provide and maintain counselling services

  • Respond to your inquiries and communications

  • Support safe and effective therapy, including maintaining clinical records 

  • Send you updates, newsletters, or service information (if you opt in)

  • Analyse and improve website performance

  • Ensure the security of our website.

3. Confidentiality and Session Records 

All counselling sessions are confidential, except where there is risk of harm to self or others, child protection concerns, or disclosure required by law.

Information may also be shared (with identifying details removed) for the purpose of professional supervision.

Clinical records are securely stored in compliance with New Zealand privacy and health standards.

4. AI-Assisted Note Taking

With your consent, sessions may use AI-assisted transcription tools to support accurate note-taking.

  • These tools are encrypted and not shared with third parties.

  • Information is used solely for clinical purposes.

  • You may opt out at any time.

5. Sharing of Your Information

We do not sell your personal information. We may share your information with trusted third-party service providers who assist in operating our website, booking system (Acuity), or funding administration (e.g., Gumboot Friday, Aoake te Rā, ACC, Intellect), provided they agree to keep your information confidential.

We may also disclose your information if required by law or to protect our rights.

6. Data Security

We take appropriate security measures to protect your personal information from unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure.

7. Your Rights

You may have rights under applicable New Zealand privacy law, including:

  • Accessing the personal data we hold about you

  • Requesting corrections or deletions

  • Withdrawing consent for processing (where applicable)

  • Lodging a complaint with the Privacy Commissioner.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites.

9. Children and Young People

Our services are available to young people as part of Gumboot Friday, Aoake te Rā, and ACC within their funding guidelines.

For clients under 18, parental/guardian consent is normally required unless accessing one of these funded services independently.

Our website is not otherwise intended for unsupervised use by children under the age of 13.

10. Changes to This Privacy Policy

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

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at:
gill@gillgraycounselling.co.nz