Privacy Policy

The Sixth Hour – Counselling and Social Work

Last updated: November 2026

1. Introduction

At The Sixth Hour, I recognise the importance of privacy and confidentiality. I am committed to protecting the personal information of clients and others who interact with my practice.

This Privacy Policy explains how I collect, use, store and protect personal information in accordance with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020.

It applies to information collected through counselling and social work services, supervision, wellbeing workshops, communications and my website.

2. Privacy Officer

As a sole practitioner, I am responsible for overseeing the privacy of personal information held by The Sixth Hour and act as the practice's Privacy Officer.

If you have any questions or concerns about how your information is handled, or wish to access or correct your personal information, please contact me:

Privacy Officer: Karen Miratana
Email: karen@thesixthhour.co.nz
Phone: TBC
Postal address: TBC

3. Information I Collect

The type of information I collect will depend on the services you access and your interactions with the practice.

This may include:

• Personal details such as your name, date of birth, contact details and emergency contact information.
• Information relevant to counselling or social work, including personal history, family and relationship circumstances, emotional and psychological wellbeing, health information and other matters relevant to the support you are seeking.
• Information relating to your participation in supervision or wellbeing workshops.
• Appointment, payment and administrative information.
• Information provided through correspondence, telephone conversations, referrals or other professional communications.

I will only collect information that is reasonably necessary for the services I provide or for the administration of my practice.

4. How I Collect Information

Personal information may be collected directly from you during appointments, conversations, telephone calls, emails, written correspondence and through professional documentation.

In some circumstances, information may also be received from other sources, such as referring professionals, other service providers or people involved in your support. Where appropriate, I will seek your consent before obtaining information from other people or organisations.

If information is collected from another source, I will take reasonable steps to ensure you are aware of this, in accordance with my obligations under the Privacy Act 2020.

5. How I Use Information

I collect and use personal information for purposes including:

• Providing counselling and social work services.
• Understanding your circumstances and supporting your wellbeing.
• Maintaining appropriate professional records and documenting the services provided.
• Arranging appointments and communicating with you.
• Meeting professional, legal and ethical obligations.
• Managing payments and the administration of the practice.
• Providing supervision and wellbeing workshops where applicable.
• Responding to requests, concerns or complaints.

Your information will not be used for unrelated purposes without your consent, unless otherwise permitted or required by law.

6. Confidentiality and Sharing Information

Information shared during counselling and other professional services is treated as confidential.

I will not disclose your personal information to another person or organisation without your consent, except where disclosure is authorised or required by law, or where there are circumstances that justify disclosure to protect someone's safety or wellbeing.

This may include situations involving a serious risk of harm to yourself or another person, concerns about the safety or wellbeing of a child or young person, or other legal obligations.

Where possible and appropriate, I will discuss any proposed disclosure with you beforehand.

Information may also be shared with professional supervisors or consultants for the purpose of professional supervision and consultation. Wherever possible, identifying details will be removed or minimised.

7. Storage and Security of Information

I take reasonable steps to protect personal information from loss, unauthorised access, use, modification or disclosure.

Information may be held in electronic or physical records. Electronic information is stored using password-protected systems and appropriate security measures. Physical records, where held, are kept securely.

I use third-party service providers to support the operation of my practice, including website hosting, email and digital communication services, and client record-management systems.

These providers may store or process information on servers located outside New Zealand. I take reasonable steps to ensure that the services I use provide appropriate safeguards for personal information.

My website is built and hosted using Articulation, and my domain names are registered through Porkbun. Business email is managed through a dedicated email account, with messages forwarded through Porkbun to Gmail.

These providers may collect or process certain technical information as part of providing their services, such as IP addresses, device information and website usage data.

I do not use my website to collect clinical information or maintain client records.

8. Website and Email Communications

The Sixth Hour website provides information about my services and ways to contact me.

There is no website contact form. If you contact me by email, please avoid including sensitive personal or health information in your initial enquiry. We can arrange a more appropriate and confidential way to discuss your circumstances.

Email and telephone communications are not continuously monitored and should not be used for urgent or crisis support.

Please be aware that email is not always a completely secure form of communication. If you have concerns about communicating electronically, we can discuss alternative arrangements.

9. Online Counselling and Digital Communication

Where counselling or other services are provided online, appropriate digital communication platforms will be used.

These platforms may process personal information, including contact details and information shared during online sessions. The privacy and security arrangements of the relevant platform will be taken into consideration when selecting services.

Further information about online service arrangements and any relevant privacy considerations will be discussed with you before online sessions commence.

10. Access to and Correction of Information

You have the right to request access to personal information I hold about you and to request corrections if you believe any information is inaccurate or incomplete.

Requests can be made by contacting me using the details provided in this policy.

I will respond to requests in accordance with the requirements of the Privacy Act 2020 and the Health Information Privacy Code 2020.

11. Retention and Disposal of Information

I retain personal and health information only for as long as it is required for the purposes for which it was collected, or as required by law and professional obligations.

Client health records are retained for at least ten years from the last time services were provided, in accordance with New Zealand health information retention requirements, unless an applicable exception or other legal requirement applies.

When information is no longer required, it will be securely destroyed or disposed of.

12. Privacy Breaches

I take reasonable precautions to protect personal information. However, if a privacy breach occurs, I will take appropriate steps to contain and assess the breach, reduce any potential harm and meet my obligations under the Privacy Act 2020.

Where a breach is likely to cause serious harm, I will notify the Office of the Privacy Commissioner and affected individuals as required by law.

13. Complaints and Concerns

If you have a concern about how your personal information has been collected, used, stored or disclosed, I encourage you to contact me in the first instance so that I can address your concerns.

You also have the right to make a complaint to the Office of the Privacy Commissioner.

Website: www.privacy.org.nz
Phone: 0800 803 909

14. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in legislation, professional requirements or the way The Sixth Hour operates.

The current version will be available on the The Sixth Hour website.