Terms & Conditions

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

1. Eligibility & Professional Requirements

Therapists must:

1. Hold and maintain valid professional registration with the appropriate governing body (e.g., AHPRA, ACA, AASW).
2. Maintain professional indemnity insurance and public liability insurance at all times.
3. Provide copies of registration and insurance:
   • At initial onboarding
   • Upon request at any time
4. Use rooms only for services consistent with their qualifications and registration.
5. Comply with all relevant legislation and professional ethical codes.

CCR may suspend or terminate access if these requirements lapse or are not met.

2. Booking System Use

2.1 Accurate Bookings

Therapists must book rooms for all time spent in the room, including:

• In-person sessions
• Telehealth sessions conducted from CCR rooms
• Setup, administration, and post-session notes

Using a room without an active booking may result in a fine, additional fees, or suspension of access.

2.2 Client Access & Safety

Therapists must:

• Be available to open the door for clients
• Ensure clients are safely seen off the premises after sessions

2.3 Non-transferability

Bookings may not be transferred, shared, or assigned to another practitioner without approval from CCR.

2.4 System Availability

CCR may update, modify, or temporarily suspend the booking system for maintenance.

3. Use of Rooms & Professional Conduct

3.1 Cleanliness & Hygiene

Therapists must leave rooms in a professional state suitable for the next practitioner. This includes:

• Turning off lighting
• Turning off heating and cooling
• Leaving the room door open on exit
• Removing any rubbish or personal items

3.2 Last to Leave Responsibilities

If you are the last therapist on site, you must ensure:

• All internal lights, heating, and cooling are turned off
• All external doors are securely locked

3.3 Damage

Any damage caused by therapists or their clients must be:

• Immediately reported, and
• Paid for by the therapist

3.4 Professional Courtesy

Therapists must:

• Vacate rooms promptly at the end of their booking
• Be mindful of noise in shared spaces
• Treat fellow practitioners, clients, and CCR staff with courtesy

3.5 Permitted Use

Rooms may only be used for professional purposes consistent with the therapist's qualifications, registration, and scope of practice.

4. Cancellations, Changes & Scheduling

4.1 Cancellation Fees

Cancellation fees apply according to the policies displayed on the Carlton Counselling Rooms Pty Ltd website.

Therapists are responsible for understanding these policies.

4.2 Practitioner-Initiated Changes

Where a booking is cancelled by a practitioner, cancellation fees apply as listed on the CCR website.

Therapists are responsible for familiarising themselves with the current cancellation policy at the time of booking.

Bookings made with less than 24 hours' notice are subject to a late booking fee, as outlined on the CCR website.

4.3 Client Cancellations and Client Relationship Management

Therapists are fully responsible for managing their own client relationships, including scheduling, communication, cancellations, payments, and all clinical considerations.

CCR does not interact with or manage clients on behalf of therapists.

4.4 CCR-Initiated Adjustments

CCR may modify, relocate, or cancel bookings due to building requirements or safety concerns.

Reasonable notice will be provided where possible.

5. Fees, Accounts & Pricing

5.1 Display of Fees

All booking fees are displayed on the Carlton Counselling Rooms Pty Ltd website.

5.2 Annual Review & Adjustments

Fees are reviewed annually and may be adjusted in line with:

• CPI
• Market conditions
• Operational requirements

5.3 Notice of Fee Changes

CCR will provide therapists with written notice via email prior to any fee changes taking effect.

5.4 Payments

• Invoices are issued monthly.
• Accounts must be paid by the due date on the invoice.
• Late fees may apply to overdue accounts.
• CCR may suspend access where accounts remain unpaid.

6. Security & Access

Therapists must ensure:

• Secure use of keys and access codes
• Access codes are not shared with clients or third parties
• Clients do not enter the premises unaccompanied
• No client files or belongings are left unattended in rooms or shared spaces

Therapists are responsible for the security of their own materials and equipment.

7. Technology, Data & Privacy

Therapists must:

• Protect their booking system login credentials
• Comply with the Privacy Act 1988 (Cth)
• Ensure no client data is stored on CCR systems

CCR is not responsible for:

• System downtime
• Internet outages
• Data loss
• Errors caused by therapist data entry

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

8. Liability, Responsibility & Indemnity

8.1 Therapist Responsibility for Clients

Therapists are fully responsible for:

• The safety and behaviour of their clients
• All clinical decisions, interactions, and duty of care
• Managing risk while clients attend appointments

CCR does not supervise, monitor, or interact with clients.

8.2 CCR Liability

Carlton Counselling Rooms Pty Ltd is not liable for:

• Actions or behaviour of therapists, clients, or visitors
• Clinical decisions or professional activities
• Loss or damage to therapist or client property
• Injuries or incidents involving therapists or clients
• Business interruptions, loss of income, or missed appointments

8.3 Indemnity

Therapists agree to indemnify CCR against any claims, losses, damages, or expenses arising from:

• Their professional practice
• Their clients' actions
• Misuse of CCR facilities
• Breaches of these Terms

9. Termination & Non-Compliance

CCR may suspend or terminate access where:

• Fees remain unpaid
• Registration or insurance lapses
• Rooms are used without a booking
• Damage occurs and is not remedied
• Conduct compromises safety or professionalism
• Terms are repeatedly breached

Termination may be immediate for serious breaches.

Outstanding fees remain payable after termination.

10. Updates to These Terms

Carlton Counselling Rooms Pty Ltd may amend these Terms at any time.

Continued use of CCR services indicates acceptance of updated Terms.