Privacy Policy

ORPHEUS — THE RETURN

A Space to Explore What Is Happening

Effective date: 31 August 2026

1. Purpose

I take the privacy of people who work with me seriously. This policy explains what personal and health information I may collect, why I collect it, how it is used and protected, and how you can ask to access or correct information held about you.

Orpheus — The Return is currently a small practice and deliberately keeps client records minimal. I do not aim to build detailed case histories about people. I keep only information reasonably necessary to provide the service safely, ethically and with appropriate continuity.

2. What I may collect

• your name, email address and phone number;

• booking and appointment information;

• payment and transaction information necessary to confirm payment (payment card details are handled by the payment provider rather than stored in my client records);

• information you voluntarily provide when enquiring about or participating in a session;

• minimal session records, such as the date, duration and mode of the session, the broad focus you brought, areas explored, relevant consent or boundary matters, and any agreed follow-up;

• information relevant to safety, referral or professional obligations if a significant concern arises; and

• other information that is reasonably necessary to provide the service or meet applicable legal obligations.

I do not record video or audio sessions as a routine part of the service. I also avoid unnecessary diagnostic labels, speculative interpretations and detailed narrative records.

3. Why I collect and use information

Information may be collected and used to:

• respond to enquiries and arrange the mutual-discernment conversation;

• book, deliver and administer a session;

• confirm payment and maintain necessary business records;

• maintain appropriate, accurate and current client records;

• support continuity, safety, consent, boundaries and referral where relevant;

• communicate about practical matters such as booking, rescheduling or brief follow-up; and

• meet applicable legal, regulatory, insurance or professional obligations.

I will not use identifiable client material in writing, teaching, marketing, public content, practice-development material or other unrelated work simply because it arose in a session. Any materially different use would require a separate lawful and ethical basis and, where appropriate, specific consent.

4. How information is collected

Most information is collected directly from you: when you contact me, book a conversation or session, complete an agreement or consent step, make a payment, communicate with me, or participate in a session.

Please avoid sending highly sensitive or extensive personal material through ordinary email, text message, social media messaging or booking forms unless it is genuinely necessary. These channels are primarily for practical communication.

5. Systems currently used

Orpheus — The Return currently uses third-party technology to administer and deliver the service. This includes:

Calendly — booking and scheduling

Stripe — payment processing and payment records

Google Meet — online video sessions

Google Drive — secure storage of minimal client records

These providers operate their own systems and privacy practices. Information processed through online services may be stored or processed outside Victoria or Australia. I take reasonable steps to choose and configure services appropriate to the nature of the work, but no electronic system can be guaranteed to be completely risk-free.

6. Storage and security

Client records are currently stored in a private Google Drive account used for Orpheus — The Return. The account is protected by a unique login and multi-factor authentication/passkey and is not intentionally shared with other people.

I take reasonable steps to protect information from loss, misuse, unauthorised access, modification or disclosure. Records are kept separate from general public-facing content, and I aim to collect and retain only what is reasonably necessary.

7. Confidentiality and disclosure

Information shared in the course of the work is treated as confidential. I do not disclose personal or health information to other people merely because they ask for it.

There are circumstances in which information may lawfully be used or disclosed without your consent, including where disclosure is required or authorised by law or is reasonably necessary in response to a serious safety concern. If a situation arises in which referral, consultation or disclosure is being considered, I will ordinarily discuss this with you where it is appropriate and safe to do so.

8. Session notes and practice reflection

The client record and my broader practice reflection are different things. Client records are intended to remain minimal, factual and relevant to the service.

I may reflect on my own practice, facilitation and professional development. I will not treat identifiable client stories as material that I own, nor transfer identifiable private client material into writing, teaching, marketing or the development of a body of work without an appropriate separate basis.

9. Access and correction

You may ask to access personal or health information I hold about you, or ask for information to be corrected if you believe it is inaccurate, incomplete, out of date or misleading. I may ask you to make the request in writing and to verify your identity.

I will respond as promptly as reasonably possible and in accordance with applicable Victorian privacy and health-record requirements. In some circumstances the law may permit or require limits on access or correction; if that applies, I will explain the position as required.

10. Retention and deletion

Where the Victorian Health Records Act 2001 applies to the service, health information generally cannot be deleted until more than seven years after the last occasion on which the health service was provided. For information collected while a person was a child, the applicable period may extend until the person is at least 25 years old, whichever period is later.

Information will not be retained indefinitely simply because storage is available. When lawful retention requirements have been met and information is no longer required, it will be securely destroyed or de-identified as appropriate.

11. Data incidents

If I become aware of loss, unauthorised access, disclosure or another privacy incident involving client information, I will take reasonable steps to contain and assess the incident, reduce potential harm, document what occurred and make any notification required by applicable law.

12. Questions, access requests or privacy concerns

For a privacy question, access/correction request or concern, contact Orpheus — The Return using the contact details through which you booked or arranged your session. A dedicated professional email address may be added as the practice develops.

If a concern cannot be resolved directly, you may contact the Victorian Health Complaints Commissioner (HCC). The HCC handles complaints about health services and the handling of health information in Victoria. Its service is free, confidential and impartial. Information about the General Code of Conduct and making a complaint is available from the HCC.

13. Changes to this policy

This policy may be updated as the practice develops, systems change or legal requirements are clarified. The current version will show its effective date.

Working principle: collect less · record carefully · protect what is entrusted