Privacy policy
Privacy policy
Last updated: 17 January 2026
This Privacy Policy explains how personal information is collected, used, stored, and protected within my trainee practice offering coaching, counselling, psychotherapy, and hypnotherapy services.
I am committed to respecting your privacy and handling your personal information carefully, ethically, and in accordance with Australian privacy laws and professional standards.
This Privacy Policy explains how personal information is collected, used, stored, and protected within my trainee practice offering coaching, counselling, psychotherapy, and hypnotherapy services.
I am committed to respecting your privacy and handling your personal information carefully, ethically, and in accordance with Australian privacy laws and professional standards.
Who I Am
Who I Am
I am Ulrika Lobo, a counselling and hypnotherapy trainee completing nationally accredited Australian training under professional supervision. My preferred name is Ulrika Wolf.
Services may include coaching, counselling, psychotherapy, and hypnotherapy, delivered online or in person as agreed.
I am the sole practitioner in this practice and the only person with access to your client file and session notes, except where disclosure is required or permitted by law or professional supervision (see Section 7).
I am Ulrika Lobo, a counselling and hypnotherapy trainee completing nationally accredited Australian training under professional supervision. My preferred name is Ulrika Wolf.
Services may include coaching, counselling, psychotherapy, and hypnotherapy, delivered online or in person as agreed.
I am the sole practitioner in this practice and the only person with access to your client file and session notes, except where disclosure is required or permitted by law or professional supervision (see Section 7).
What Information I Collect
What Information I Collect
I may collect and hold personal information including:
Your name and contact details
Intake forms and information you voluntarily provide
Session notes relevant to the work
Booking and payment information (processed via third-party platforms)
Communications relating to appointments or services
You are not required to share anything you do not wish to. You remain in control of what you disclose.
I may collect and hold personal information including:
Your name and contact details
Intake forms and information you voluntarily provide
Session notes relevant to the work
Booking and payment information (processed via third-party platforms)
Communications relating to appointments or services
You are not required to share anything you do not wish to. You remain in control of what you disclose.
How Information is Collected
How Information is Collected
Information is collected when you:
Complete booking or intake forms
Participate in sessions
Communicate via email or messaging
Use scheduling or payment platforms connected to this practice
Information is collected when you:
Complete booking or intake forms
Participate in sessions
Communicate via email or messaging
Use scheduling or payment platforms connected to this practice
Session Notes and Transcription (Heidi Health)
Session Notes and Transcription (Heidi Health)
From time to time, sessions may be transcribed or supported using Heidi Health, a secure clinical documentation tool designed for therapeutic and healthcare contexts.
Important points:
Transcription is used solely to support accurate note-keeping
Transcripts are not shared with third parties
I remain the only person with access to your notes
Heidi Health operates under healthcare-grade security standards
If you have concerns about transcription or wish to opt out, you may raise this at any time.
From time to time, sessions may be transcribed or supported using Heidi Health, a secure clinical documentation tool designed for therapeutic and healthcare contexts.
Important points:
Transcription is used solely to support accurate note-keeping
Transcripts are not shared with third parties
I remain the only person with access to your notes
Heidi Health operates under healthcare-grade security standards
If you have concerns about transcription or wish to opt out, you may raise this at any time.
Storage and Security of Information
Storage and Security of Information
Reasonable steps are taken to protect your information from misuse, loss, unauthorised access, or disclosure.
Records are stored in secure, password-protected systems
Digital records are encrypted where possible
Paper records (if any) are kept securely
Access is restricted solely to me as the practitioner
Reasonable steps are taken to protect your information from misuse, loss, unauthorised access, or disclosure.
Records are stored in secure, password-protected systems
Digital records are encrypted where possible
Paper records (if any) are kept securely
Access is restricted solely to me as the practitioner
Overseas Storage and Disclosure of Information
Overseas Storage and Disclosure of Information
As an online practice, some personal information may be stored or processed outside Australia, including through the use of third-party software platforms for scheduling, payment processing, and secure record-keeping.
Where information is stored or processed overseas, I take reasonable steps to ensure that providers handle information in a manner consistent with Australian privacy standards and comparable international data-protection principles.
As an online practice, some personal information may be stored or processed outside Australia, including through the use of third-party software platforms for scheduling, payment processing, and secure record-keeping.
Where information is stored or processed overseas, I take reasonable steps to ensure that providers handle information in a manner consistent with Australian privacy standards and comparable international data-protection principles.
Confidentiality and Its Limits
Confidentiality and Its Limits
Your privacy and confidentiality are respected at all times. However, there are legal and ethical limits to confidentiality.
Information may be disclosed without your consent if:
There is a serious and imminent risk to your safety or the safety of others
Disclosure is required by law, court order, or subpoena
Mandatory reporting obligations apply under Australian law
Information is discussed within professional supervision, where identifying details are minimised wherever possible
Only information reasonably necessary for the purpose of disclosure will be shared.
Your privacy and confidentiality are respected at all times. However, there are legal and ethical limits to confidentiality.
Information may be disclosed without your consent if:
There is a serious and imminent risk to your safety or the safety of others
Disclosure is required by law, court order, or subpoena
Mandatory reporting obligations apply under Australian law
Information is discussed within professional supervision, where identifying details are minimised wherever possible
Only information reasonably necessary for the purpose of disclosure will be shared.
Subpoenas and Legal Requests
Subpoenas and Legal Requests
If your records are subpoenaed or otherwise legally required to be produced, I may be compelled to disclose them to a court or authority.
Where lawful and appropriate, I will:
Notify you of the request
Limit disclosure to what is strictly required
If your records are subpoenaed or otherwise legally required to be produced, I may be compelled to disclose them to a court or authority.
Where lawful and appropriate, I will:
Notify you of the request
Limit disclosure to what is strictly required
International Clients
International Clients
Clients residing outside Australia (including New Zealand and the United Kingdom) should be aware that their personal information is handled primarily under Australian privacy laws.
Depending on your country of residence, you may have additional data-protection rights. You may request access to, correction of, or information about how your personal data is handled at any time.
Clients residing outside Australia (including New Zealand and the United Kingdom) should be aware that their personal information is handled primarily under Australian privacy laws.
Depending on your country of residence, you may have additional data-protection rights. You may request access to, correction of, or information about how your personal data is handled at any time.
Access and Correction
Access and Correction
You may request access to your personal information or request correction of inaccurate information.
Requests should be made in writing and will be responded to within a reasonable timeframe, unless restricted by law.
You may request access to your personal information or request correction of inaccurate information.
Requests should be made in writing and will be responded to within a reasonable timeframe, unless restricted by law.
Third-Party Services
Third-Party Services
This practice uses reputable third-party services for:
Online scheduling
Payments
Secure record-keeping and transcription
Each provider operates under its own privacy policies. Reasonable care is taken to select services aligned with professional and privacy expectations.
This practice uses reputable third-party services for:
Online scheduling
Payments
Secure record-keeping and transcription
Each provider operates under its own privacy policies. Reasonable care is taken to select services aligned with professional and privacy expectations.
Retention of Records
Retention of Records
Client records are retained in accordance with professional training requirements and applicable Australian standards, after which they are securely destroyed or de-identified.
Client records are retained in accordance with professional training requirements and applicable Australian standards, after which they are securely destroyed or de-identified.
Questions or Complaints
Questions or Complaints
If you have questions or concerns about privacy or how your information is handled, you are encouraged to raise them directly with me.
You may also contact the Office of the Australian Information Commissioner (OAIC) if concerns remain unresolved.
If you have questions or concerns about privacy or how your information is handled, you are encouraged to raise them directly with me.
You may also contact the Office of the Australian Information Commissioner (OAIC) if concerns remain unresolved.
Contact
Contact
Ulrika Lobo
(under Ulrika Wolf)
ulrika@executivemindstudio.com.au
Ulrika Lobo
(under Ulrika Wolf)
ulrika@executivemindstudio.com.au
Review our Privacy Policy and Terms & Conditions
This website uses anonymous analytics to understand what content is most helpful. No personal data is collected in this process.
Review our Privacy Policy and Terms & Conditions
This website uses anonymous analytics to understand what content is most helpful. No personal data is collected in this process.