Privacy collection notice

This collection notice explains how Mindful Building Solutions Pty Ltd trading as Eclosia Counselling & Rehabilitation handles your personal information when we provide counselling, rehabilitation, vocational and related services to you, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

It applies whether you come to us privately, through your health fund, or on referral from an insurer, case manager, employer, NDIS plan manager or support coordinator, lawyer or other organisation.

By providing your personal information to us, including information about your health, you consent to our collecting and handling it in accordance with this notice.

Who is collecting your personal information?

Your personal information is collected by Mindful Building Solutions Pty Ltd (ABN 87 676 783 172), trading as Eclosia Counselling & Rehabilitation ("us", "we", "our").

We collect your personal information directly from you wherever we can. Where you have been referred to us, we also collect it from the person or organisation that referred you. With your consent, or where the law allows, we may also collect it from:

• Your treating doctors, hospitals and/or other health professionals
• The insurer or scheme funding your services (for example WorkCover Queensland, a CTP insurer or another workers' compensation insurer), or your case manager
• Your employer, where we are helping with your return to work
• Your NDIS plan manager or support coordinator
• Other support and service providers involved in your goals (for example, education or training providers)

What personal information is being collected?

We collect information about you and your current circumstances. This can include sensitive information, such as health information, which has extra protection under the Privacy Act. This includes:

• Your name, date of birth, contact and other identifying details
• Claim, plan or reference numbers, and details of who is funding your services
• Your medical and other health information, and details about your support needs
• Your work, education and training history, where relevant to rehabilitation or career services
• Notes from our sessions and communications with you
• Any other information relevant to the services you need

Why is your personal information being collected?

We collect your personal information to:

• Provide counselling, rehabilitation, vocational and related services to you
• Work with your funder, case manager, treating practitioners and employer, as agreed with you, to support your recovery and return to work
• Report on the services we deliver to the person or organisation funding them, as required for your claim, plan or program
• Arrange payment for our services, including health fund claims
• Meet our legal and professional obligations, including the codes of the Australian Counselling Association (ACA) and the Australian Society of Rehabilitation Counsellors (ASORC), and improve the quality of our services

Who will we disclose your personal information to?

We may share your personal and health information with:

• The insurer, scheme, employer or organisation funding your services, and your case manager, as needed for your claim, plan or program. For employer-funded Employee Assistance Program (EAP) sessions, your employer receives only de-identified usage information, not what you discuss
• Your treating doctors, hospitals and/or health professionals, as required to support your goals
• Other support and service providers where necessary for the effective provision of your services (for example, education providers)
• Our clinical supervisor, in de-identified form, as part of professional supervision required by our professional bodies
• Regulators and scheme bodies that approve or monitor our services, where required to demonstrate our compliance
• Other parties where the release is required or authorised by law, for example a court order, or where we reasonably believe it is necessary to lessen or prevent a serious threat to someone's life, health or safety

We will not disclose your personal information outside of the above unless it is required or authorised by law or we have your consent. We do not intend to disclose your personal information to overseas recipients.

What you talk about in counselling is kept confidential. The few legal limits, such as a risk of serious harm to you or someone else, the safety of a child, or a court order, will be explained at your first session, and we will talk with you first wherever it is safe and possible to do so.

How will we manage your personal information?

Your records are stored electronically in our case management systems (iinsight and Cliniko) and our Microsoft 365 environment, all of which store data in Australia. These systems are protected by multi-factor authentication and access is limited to the people delivering your services. Eclosia is certified to the SMB1001:2026 Level 2 (Silver) cyber security standard. Where information needs to be shared with your funder or other service providers, we use secure methods and only share what is necessary. We keep health records for as long as the law requires, then destroy them securely.

Recording of sessions and communications

We will never record your appointments, phone calls or video calls without your knowledge and prior written consent. Likewise, Eclosia does not consent to any appointment, call or other communication with our consultants being recorded without our knowledge. If you would like a session recorded, please ask first so it can be agreed in writing by everyone involved.

What if you don't provide your information?

If you do not provide the information we need, or do not consent, we may not be able to provide services to you, and a funder may not approve or pay for your services.

Access, correction and questions

You can ask to see or correct the personal information we hold about you at any time. You can find out more about accessing or correcting your information, making a complaint, and how we manage personal information in our Privacy Policy, or on request from our Privacy Officer. If you have any questions about this collection notice, please contact:

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (www.oaic.gov.au, 1300 363 992). For complaints about a health service in Queensland, you can also contact the Office of the Health Ombudsman (www.oho.qld.gov.au, 133 646).