Policies

Privacy policy

At ROOM TO BE, your privacy and trust are important to us. We collect personal information so we can provide you with thoughtful, effective therapeutic support. As part of this process, we keep confidential clinical records and session notes in line with professional and legal requirements. We may also use your information for related administrative purposes, such as invoicing.

All information is stored securely. Only authorised team members have access to your information, and we will not share it with anyone outside ROOM TO BE without your consent, unless required by law.

You are welcome to request access to, or correction of, your personal information at any time.

ROOM TO BE uses Halaxy, a secure practice management platform. You can read Halaxy’s privacy policy here.

Website Privacy

Information collected through this website, including contact form enquiries, will only be used to respond to your enquiry or provide services. Our website may also collect anonymous usage information to help improve website performance and user experience.

For more information about how personal information is managed, please refer to the Privacy Policy above.

Accessibility

ROOM TO BE is committed to providing a website that is accessible and inclusive for all visitors.

If you experience any difficulty accessing information on this website or require assistance, please contact us at info@roomtobe.com.au or 0410 320 341.

Confidentiality

Everything discussed in counselling sessions is treated as confidential. This means your personal information will not be shared with others without your consent.

There are some important exceptions to confidentiality where disclosure may be required or appropriate, including:

If there is a serious risk of harm to yourself or another person
If there are concerns about the safety or wellbeing of a child or vulnerable person
If required by law (e.g. court order or legal obligation)
Where disclosure is necessary for professional supervision or consultation (without identifying details where possible)

If confidentiality needs to be broken in any of these circumstances, we will aim to discuss this with you where appropriate.

Payment policy

Payment is required on the day of the session unless otherwise arranged in advance.

For in-person sessions:

Payment can be made at the end of the session using the available payment methods

For telehealth sessions:

An invoice or payment link will be provided on the day of the session
Payment is expected on the same day following the session

For clients using private health insurance:

Full payment is required on the day
A receipt will be provided for you to claim your rebate from your health fund

For NDIS participants:

Self-managed participants are required to pay on the day and can seek reimbursement through their plan
Plan-managed participants may have invoices sent directly to their plan manager
Services will not commence until a service agreement has been reviewed and signed

If you are unsure which payment arrangement applies to you, please discuss this prior to your first session.

Cancellation policy

We understand that circumstances can change and appointments may need to be rescheduled.

We require at least 24 hours’ notice for cancellations or changes to appointments.

Appointments cancelled with less than 24 hours’ notice, or missed appointments without notice, will be charged at the full session fee.

This policy allows us to manage appointment availability and offer sessions to other clients who may be waiting.

Website Disclaimer

The information on this website is provided for general information purposes only and is not a substitute for professional counselling, psychological, medical, or crisis support services.

If you are experiencing a mental health crisis or are concerned about your immediate safety or the safety of another person, please contact emergency services on 000 or Lifeline on 13 11 14.