Privacy Policy

For Therapists Using the Carlton Counselling Rooms Pty Ltd Booking System
Last updated: 10th December 2025

1. What Personal Information We Collect

CCR may collect the following information from therapists:

1.1 Identity & Contact Information

• Full name
• Email address
• Phone number
• Postal or business address

1.2 Professional Information

• Professional registration details
• Insurance documentation (professional indemnity and public liability)
• Business name and ABN (if applicable)

1.3 Booking & Usage Information

• Room booking history
• Session times
• Cancellations and rescheduling data

1.4 Payment & Accounting Information

• Invoice details
• Payment records
• Billing information
• Bank or payment confirmations (where applicable)

1.5 Technical Information

• IP address
• Browser type
• Device information
• Usage analytics

CCR does not collect or store client clinical information.

2. How We Collect Personal Information

We collect information when you:

• Register on our website or booking system
• Provide documentation during onboarding
• Make or manage bookings
• Provide payment or billing information
• Communicate with us via email or website forms
• Access the booking site or interact with system features

We may also collect information through cookies and analytics tools.

3. Why We Collect Personal Information

CCR collects personal information to:

3.1 Provide Services

• Manage room bookings
• Provide access to the booking system
• Maintain practitioner accounts

3.2 Administrative & Business Operations

• Issue invoices
• Process payments
• Manage late fees or account queries
• Send updates or notifications

3.3 Compliance & Verification

• Confirm professional registration
• Verify insurance
• Meet tax, accounting, and legal obligations

3.4 System Improvement

• Improve website and booking functionality
• Resolve technical issues

4. Disclosure of Personal Information

CCR may disclose personal information to the following third parties, strictly as required for business operations:

4.1 Accounting & Financial Services

• Xero (accounting software)
• CCR's bookkeepers and accountants

4.2 Payment Providers

• Stripe or other payment gateways
• Banks or financial institutions handling transactions

4.3 Technology & IT Providers

• Website hosting providers
• Booking system developers
• IT technicians providing support

4.4 Legal & Regulatory Agencies

Information may be disclosed when required by:

• Law enforcement
• Government regulators
• Australian Taxation Office (ATO)
• Court orders

CCR never sells personal information to marketers or unrelated third parties.

5. Overseas Disclosure

Some third-party providers (including Stripe and cloud hosting services) may store data outside Australia, such as in the United States, Europe, or Asia.

CCR takes reasonable steps to ensure overseas providers handle data in accordance with standards comparable to the Australian Privacy Principles.

6. Storage & Security of Information

To protect your information, CCR uses:

• Password-protected systems
• Access-restricted files
• Encrypted data transmission where applicable
• Secure cloud-based storage
• Routine system monitoring
• Regular backups

No system is completely secure, but CCR takes reasonable steps to safeguard personal information.

7. Access, Corrections & Rights

You may request access to personal information held about you, or request corrections if details are inaccurate or incomplete.

Requests can be made by contacting: tim@carltoncounsellingrooms.com.au

Proof of identity may be required for security reasons.

8. Data Retention

CCR retains personal information for as long as necessary to meet:

• Operational requirements
• Legal and tax obligations
• Record-keeping standards

When no longer needed, information will be securely destroyed or de-identified.

9. Cookies & Analytics

Our website and booking system may use:

• Cookies
• Tracking scripts
• Analytics tools (e.g., Google Analytics)

These help improve site functionality and user experience.

Browser settings may be used to disable cookies, though this may affect website performance.

10. Responsibility for Client Information

Therapists remain fully responsible for:

• The storage and security of their own clients' information
• Compliance with the Privacy Act 1988
• Compliance with professional and ethical requirements for record-keeping

CCR does not collect, store, or access therapist client records.

11. Complaints About Privacy Handling

If you have concerns or complaints about how your personal information is handled, email: tim@carltoncounsellingrooms.com.au

If you are not satisfied with our response, you may contact:

Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au

12. Updates to This Privacy Policy

CCR may update this Privacy Policy from time to time.

Updated versions will be posted on our website: https://carltoncounsellingrooms.com.au

Continued use of our services constitutes acceptance of any changes.