Solace and Sanctuary – Client Consent for Record Storage and Management
 

Practitioner: Sarah Camille – Mental Health Counsellor / Animal-Assisted Therapist
Practice: Solace and Sanctuary Counselling
System Used: Halaxy (Secure Clinical Records Platform)
 

Purpose of this Form

This form explains how your personal and therapeutic information is recorded, stored, and protected using Halaxy, a secure electronic health record system.

Please read carefully and sign below to confirm your understanding and consent.
 

1. About Halaxy

Halaxy is a professional health practice management system used by registered health providers in Australia. It securely manages client records, appointments, and payments in accordance with:

• Australian Privacy Principles (APPs)

• State/Territory Health Records legislation

• PACFA and ACA ethical guidelines
   

Your practitioner uses Halaxy to:

• Record and securely store session notes, intake forms, consent forms, and relevant correspondence

• Manage appointments, reminders, and invoicing

• Communicate securely regarding clinical matters

All data is stored on encrypted servers and accessible only to authorised users.
 

2. Information Collected

The following information may be stored as part of your client record:

• Personal details (name, date of birth, contact details, emergency contacts)

• Session notes and therapeutic documentation

• Consent forms, assessments, and relevant correspondence

• Invoicing and payment records

This information is used solely for the provision of counselling and therapy services.
 

3. Confidentiality and Access

Your information will remain strictly confidential within Halaxy. It will not be shared with third parties unless:

• You provide written consent

• Required by law (e.g., mandatory reporting, subpoena)

• Necessary for your ongoing care (e.g., referral or supervision discussion with identifying details removed)

You have the right to request access to your records at any time, in accordance with privacy legislation.
 

4. Record Retention and Security

• Client records are retained securely for at least 7 years after your last session.

• For clients under 18 at the time of service, records are retained until age 25, as required by PACFA guidelines.

• After this period, records will be securely destroyed or deleted.
   

5. Security and Invoicing

• Solace and Sanctuary uses secure accounting software (Xero) for invoicing and financial record-keeping.

• Your name and contact details may be used within this system solely for administrative and taxation purposes.

• Access to all information is restricted to authorised personnel and complies with the Australian Privacy Principles.
   

Client Consent

Clients will be offered a consent form including the above, prior to beginning counselling. 
If you have any questions about the storage or use of your personal information, please discuss them with your counsellor before signing the form.