This Policy applies to the activities of Sarah Camille ABN 45 948 806 266 and Solace and Sanctuary (including the Solace and Sanctuary Website at solaceandsanctuary.org). It explains how we handle personal information, what information we gather, how we handle it, and how to correct or change it.

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Definition of Personal Information
Personal information is any information or opinion, in any form and whether true or not, about an individual whose identity is apparent or can reasonably be ascertained from the information or opinion.

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General Privacy Information
Whenever you voluntarily disclose personal information online—such as on message boards, through email, or in chat areas—that information can be collected and used by others. If you post personal information accessible to the public, you may receive unsolicited messages from other parties. While we take reasonable steps to protect your personal information, we cannot ensure or warrant the security of any information you transmit before it reaches us. You are solely responsible for maintaining the secrecy of your passwords and any account information. Please be careful and responsible whenever you are online.

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Information Collected
Sarah Camille collects personal information from clients, prospective clients, suppliers, contractors, and allied health professionals. The main types of information collected include:

• Name

• Contact details (email address, phone number)

• Payment details

• Enquiry details
   

Sarah Camille collects most of this information directly from you during a coaching and counselling session or enquiry via the website. Only information needed for a specific purpose is collected. If you contact Sarah Camille to lodge an enquiry, she may keep a record of that contact.
 

Use and Disclosure of Your Personal Information
Sarah Camille relies on your personal information in the daily running of the business for:

• Processing payments for services you buy

• Keeping private coaching and counselling session notes

• Promoting new products or services
   

Sarah Camille will only disclose your personal information to a third party when she has your consent to do so. Generally, she does not use or disclose personal information unless:

• Required by law

• To protect the rights, property, or personal safety of another client or any member of the public

• With your written consent if you wish your information passed to another health provider
   

If you provide your personal information, you will have the choice to unsubscribe from any email service delivering further information about special offers, promotions, and changes to our products and services. Please allow 28 days for your request to be processed.
 

Your Access to Information Held About You
If at any time you want to know exactly what personal information is held about you, you are welcome to access your record by emailing sarah@solaceandsanctuary.com. Your personal information file will usually be made available within 30 days of receipt of your request.
 

Request to Change or Delete Information
If you wish to change personal information that is inaccurate or out of date, please email sarah@solaceandsanctuary.com, and we will amend this record. If you wish to have your personal information deleted, please email as above, and all reasonable steps will be taken to delete it unless it needs to be kept for legal reasons (i.e., to avoid breaching the Public Records Act 1973).
 

Storage and Security of Your Personal Information
Sarah Camille will take all reasonable steps to keep secure any information held about you and to keep this information accurate and up to date. Your electronic information is stored on a secure server protected in controlled facilities, and your hard copy information is stored in a locked filing cabinet. Personal information is kept strictly confidential.
 

Commitment to Ethical Practice
Solace and Sanctuary is committed to upholding the ethical standards set forth by the Australian Counselling Association. We adhere to the ACA Code of Ethics, which emphasises respect for client confidentiality and the responsible handling of personal information.
 

Client Consent
In line with ACA guidelines, we will obtain informed consent from clients before collecting, using, or disclosing personal information. Clients will be informed about the purpose of data collection and their rights regarding their personal information.
 

Confidentiality in Animal-Assisted Therapy
We recognise that in animal-assisted therapy, personal information may include details about interactions with therapy animals. We ensure that all data collected during sessions, including observations and feedback regarding animal interactions, is treated with the utmost confidentiality and is only shared with your consent.
 

Data Minimisation
In compliance with best practices and the ACA’s standards, we collect only the personal information necessary to fulfil the purposes outlined in this policy. We will regularly review our data collection practices to ensure they are aligned with the principle of data minimisation.
 

Training and Staff Awareness
All staff and contractors at Solace and Sanctuary will receive training on privacy and confidentiality in accordance with the ACA's standards. This training ensures that everyone involved in providing services is aware of their obligations regarding the handling of personal information.
 

Feedback and Complaints
Clients are encouraged to provide feedback regarding our services and privacy practices. If you have any concerns or complaints about how we handle your personal information, please contact us directly, and we will address your concerns promptly.
 

Comments and Media
When visitors leave comments on the site, we collect the data shown in the comments form, the visitor’s IP address, and browser user agent string to help with spam detection. If you upload images to the website, please avoid including embedded location data (EXIF GPS).
 

Cookies and Tracking Technologies
Cookies are small data files that certain websites write to your hard drive when you visit them. We use cookies to track user activity and enhance user experience. You can manage your cookie preferences through your browser settings.
 

Third-Party Cookies
We use third-party services, such as Google Analytics, which may use cookies to collect information about your use of our website. This information helps us improve our services and deliver customized advertising content.
 

Your Rights Over Your Data
If you have an account on this site or have left comments, you can request to receive an exported file of the personal data we hold about you. You can also request that we erase any personal data we hold about you, excluding data we are obliged to keep for legal reasons.
 

Online Security
We utilise a variety of security measures to maintain the safety of your personal information. We store personal information in electronic form and may also keep some hard copy information. We use secure payment processing through services PayPal, Stripe and Square, and credit card numbers are not stored in our systems. Credit Cards are stored in our Halaxy Customer Management System, but details are obscured/ de-identifiied once entered.
 

Data Retention
We retain personal information as long as necessary for the purposes outlined in this policy. If you leave a comment, the comment and its metadata are retained indefinitely.
 

Right to Complain
If you believe that your privacy rights have been violated, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

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Future Changes
From time to time, our privacy policies will be reviewed and may be revised. We reserve the right to amend this Privacy Policy at any time, without notice. Significant changes will be communicated through email or a notice on the website.
 

Contact Us
Please contact us if you have any questions about this privacy policy or the practices of Sarah Camille or Solace and Sanctuary regarding personal information. You can also reach out if you wish to access or correct any personal information we hold about you.

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For further information about the application of the Privacy Act, please visit the website of the Office of the Privacy Commissioner at https://www.oaic.gov.au.