Privacy Policy
Last updated: 26 July 2026
About Bird House Counselling
Bird House Counselling is operated by Fabian McCalman and provides counselling services in person and online.
Bird House Counselling is committed to protecting your privacy and handling personal and health information with care, respect and confidentiality.
Information we may collect
Depending on how you contact or work with Bird House Counselling, we may collect:
Your name, phone number, email address and other contact details.
Your date of birth, emergency contact details and appointment information where relevant.
Information relating to payments, invoices and communications.
Personal and health information you choose to share when making an enquiry, completing paperwork or participating in counselling.
Clinical notes and other records required to provide counselling safely and appropriately.
Information submitted through a Bird House Counselling Meta Instant Form, including your name, email address and phone number.
Website and technical information collected through cookies or analytics where you have provided consent.
Please do not include sensitive personal, relationship or mental health information in a Meta Instant Form. The form is only intended to help arrange an initial conversation.
How information is collected
Information may be collected directly from you when you:
Contact Bird House Counselling by phone, email, website or social media.
Complete a Meta Instant Form.
Book an appointment through the practice booking system.
Complete intake or consent paperwork.
Attend counselling in person or online.
Information may occasionally be received from an authorised representative, referral source or another health professional with your consent, or where collection is permitted or required by law.
Why information is collected and used
Your information may be used to:
Respond to enquiries and arrange a free 15 minute phone consultation.
Schedule, manage and provide counselling services.
Maintain appropriate counselling and administrative records.
Process payments and issue invoices or receipts.
Communicate with you about appointments or services.
Meet legal, ethical, insurance and professional obligations.
Maintain the security and operation of the website and practice systems.
Bird House Counselling does not sell personal or health information.
When information may be shared
Information is not disclosed without your consent unless disclosure is permitted or required by law.
Information may be shared with service providers that support the operation of the practice, including booking and practice management systems, website hosting, email, payment processing, accounting, insurance and information technology providers.
Relevant information may be discussed during professional supervision or consultation. Identifying details will be removed wherever reasonably practicable.
Information may also be disclosed where required by law or where reasonably necessary to respond to a serious threat to someone’s life, health or safety.
Meta Instant Forms
When you submit an enquiry through Facebook or Instagram, Meta collects and processes the information through its own systems before providing it to Bird House Counselling.
Bird House Counselling will use the submitted name, email address and phone number only to respond to the enquiry and arrange an initial conversation, unless you later consent to another use.
Meta’s own privacy terms also apply to information submitted through its platform.
Cookies and website information
The Bird House Counselling website uses a cookie consent banner.
Non essential cookies are restricted unless you choose to accept them. You may accept, decline or manage your cookie preferences and can change those preferences later.
Basic technical and website usage information may be collected to maintain website security, understand how the website is used and improve its operation.
Storage and security
Personal and health information may be stored electronically and, where applicable, in paper form.
Reasonable safeguards are used to protect information from loss, misuse, unauthorised access, modification or disclosure. Access is limited to people and service providers who require it for legitimate practice purposes.
No electronic system can be guaranteed to be completely secure.
Overseas processing
Some digital service providers, including Meta and Squarespace, may store or process information outside Australia, including in the United States and other countries where they operate.
Reasonable steps are taken to use reputable providers and protect information when digital services are used.
Retention of counselling records
Health records are retained for the periods required under Victorian law.
Records relating to an adult are generally retained for at least seven years after the person was last provided with a health service.
Where a person was under 18 when last provided with a health service, records are generally retained until that person reaches 25 years of age.
Accessing or correcting your information
You may ask to access personal or health information held about you or request that incorrect or incomplete information be corrected.
Bird House Counselling may ask for proof of identity before providing access.
Requests can be made using the contact details below. Access may be limited in circumstances permitted by law.
Privacy questions or complaints
Questions, access requests, correction requests or privacy complaints can be directed to:
Fabian McCalman
Bird House Counselling
44 Moreillon Boulevard
Bannockburn, Victoria 3331
Phone: 0405 343 154
Email: admin@birdhc.com.au
Bird House Counselling will take privacy concerns seriously and aims to respond within 30 days.
Where a concern cannot be resolved directly, you may contact:
The Office of the Australian Information Commissioner on 1300 363 992.
The Victorian Health Complaints Commissioner on 1300 582 113.
Changes to this policy
This policy may be updated when the practice, legal obligations or information handling arrangements change. The current version will remain available on the Bird House Counselling website.