Your Counselling Session

Your trust and safety are central to our work together. I take great care in how your personal information is protected, following the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020. As a Registered Social Worker, I also uphold the Social Work Registration Board Code of Conduct, which guides how your information is respected and safeguarded.

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Client Information: 

All client information is held with care and respect, and kept confidential in line with the legal and ethical standards that guide safe practice.

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This is the information we may ask for keep to support your care:

• Contact details such as your name, phone number, email, and address

• Relevant health, wellbeing, and family information needed to provide support

• Professional background if you are receiving supervision

• Session notes/records

• Booking and attendance information such as bookings, appointment confirmations, cancellations, and attendance history

• Billing and payment information for the purpose of invoicing services provided (NB. Please note we use Hnry to issues invoices therefore your name, email, and/or address may be entered into our secure Hnry profile for invoices to be issued)

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The reason we collect this information is:

• To offer ethical, safe, and effective support

• To keep clear, accurate, and professional records of sessions

• To meet the ethical, legal, and professional standards that guide our work

• To stay in touch with you about appointments, updates, or helpful resources

Record Keeping:

All session notes and records are kept securely in a password‑protected, encrypted system. Access is limited to your practitioner, ensuring your story and history remain private and respectfully safeguarded.

 

Accessing your notes and records:

You’re welcome to access your notes and records at any time by making a request. If a privacy concern ever arises, it will be reported to the Office of the Privacy Commissioner to ensure your information is protected and responded to appropriately.

 

How long we safely store your notes:

Under the Privacy Act 2020 and the Health Information Privacy Code 2020, your records are generally kept for at least seven years after our last contact. This timeframe helps ensure continuity of care and supports safe, ethical practice. Your information is held with care throughout this period, and only accessed when needed for legitimate clinical or legal reasons. After the required retention period, records are securely disposed of to protect your privacy and wellbeing.

Confidentiality:

Everything we talk about in our sessions is treated with care and kept confidential. I won’t share any information with others unless you give your clear written consent, except in situations where there are specific legal or safety obligations.

 

Online sessions:

Online sessions are held through Microsoft Teams, which uses encryption and is widely trusted across clinical settings. While it is considered a secure platform, it’s important to remember that no online service can offer absolute protection.

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You’re encouraged to ensure the privacy of your own device and internet connection. If any technical issues come up during a session, I’ll reach out using your nominated phone number so we can reconnect safely.

Limits to Confidentiality:

There are very few situations where confidentiality may need to be broken. Professional ethics and New Zealand law require this only when there is a serious and immediate risk of harm to yourself or to others, or when information must be shared under a court order. If such a situation arises, I will always aim to talk with you about it first, whenever it is possible and safe to do so.

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Client Rights:

You have the right to:

• Ask for access to the personal information we hold about you

• Request corrections if any of your information feels inaccurate or incomplete

• Withdraw your consent to engage and/or where it applies to how your information is used at any time

• Raise a concern with the Office of the Privacy Commissioner and/or the Social Work Registration Board if you believe your privacy has been breached

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Complaints:

If you ever wish to make a formal complaint about conduct or practice, you’re welcome to contact the Social Workers Registration Board (SWRB). The SWRB regulates social workers in Aotearoa New Zealand and provides a clear, structured process for managing concerns.

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You can lodge a complaint with the SWRB by:

• Visiting their website and completing the online complaints form

• Emailing your concerns to complaints@swrb.govt.nz

• Calling the SWRB on 04 931 2650 if you’d like guidance or support with the process

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When making a complaint, it’s helpful to include your full name, contact details, the practitioner’s name, and a clear description of your concerns. The SWRB will acknowledge your complaint and let you know what will happen next.

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If you need support with the process or have questions about confidentiality or possible outcomes, SWRB staff are available to talk with you and guide you through each step.