Last updated: October 2026
Privacy Policy
How we collect, use, and protect your personal information
Our commitment to your privacy
Room to Reflect Counselling Ltd is committed to protecting your privacy and handling your personal information with care and respect. This policy explains how we collect, use, store, and protect your personal information in accordance with the New Zealand Privacy Act 2020.
Who we are
Room to Reflect Counselling Ltd is a counselling practice based in Rangiora, North Canterbury, New Zealand. Our principal counsellor is Jane Butler. You can contact us at jane@roomtoreflect.co.nz or by phone at 021 174 4134.
What personal information we collect
We may collect the following types of personal information: your name, contact details (email address, phone number), information you share through our contact form or intake forms, session notes and clinical records created during counselling, and any other information you choose to provide to us.
How we collect your information
We collect personal information directly from you when you: complete our contact or intake forms on this website, contact us by phone or email, attend counselling sessions, or otherwise interact with us. We do not collect personal information without your knowledge.
How we use your information
We use your personal information to: respond to your enquiries and booking requests, provide counselling services to you, maintain clinical records as required by professional standards, comply with our legal and ethical obligations as a counselling practice, and improve our services.
Confidentiality and disclosure
Confidentiality is a cornerstone of counselling. Information you share in sessions is kept strictly confidential. There are limited circumstances where we may be required to disclose information without your consent, including: where there is a serious and imminent risk of harm to you or others, where we are required to do so by law or court order, or where disclosure is necessary to prevent or lessen a serious threat to public health or safety. Where possible, we will discuss any disclosure with you first.
Storage and security
Your personal information is stored securely. Clinical records are kept in accordance with the New Zealand Association of Counsellors (NZAC) Code of Ethics and relevant legislation. We take reasonable steps to protect your information from unauthorised access, loss, or misuse. We retain clinical records for a minimum of seven years after the last session, or until a child client turns 25, whichever is longer.
Third parties
We do not sell or share your personal information with third parties for marketing purposes. We may share information with other health professionals involved in your care, but only with your consent or where required by law. Our website uses third-party services including a contact form tool; these services have their own privacy policies.
Your rights
Under the New Zealand Privacy Act 2020, you have the right to: access the personal information we hold about you, request correction of any inaccurate information, and make a complaint if you believe your privacy rights have been breached. To exercise these rights, please contact us directly.
Cookies and website analytics
Our website may use cookies and similar technologies to improve your browsing experience. We may collect anonymised data about how visitors use our website. You can control cookie settings through your browser. We do not use this data to identify you personally.
Contact us
If you have any questions about this privacy policy or how we handle your personal information, please contact us at jane@roomtoreflect.co.nz or 021 174 4134. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at www.privacy.org.nz.