Last updated 7 August 2026
Four Pillars Counselling, operated by Jonathan Kirk, is committed to respecting your privacy and handling your information in line with the New Zealand Privacy Act 2020, the Health Information Privacy Code 2020 and relevant professional obligations.
1. Information we may collect
We may collect information you provide when you make an enquiry, book or attend counselling, complete an intake form, pay an invoice or communicate with the practice. This can include contact details, demographic information, emergency-contact details, appointment and payment information, and information relevant to providing counselling safely and effectively.
2. Why information is collected
Information is used to respond to enquiries, assess whether the service is an appropriate fit, provide counselling, manage appointments and payments, communicate about your care, meet legal and professional obligations, maintain clinical records and improve practice administration.
3. Confidentiality and its limits
Counselling information is treated as confidential. Limited exceptions may apply where disclosure is required by law, where there is a serious and imminent risk to someone's safety, or where information is discussed in professional supervision. Where practicable and safe, these limits will be explained and discussed with you.
4. Storage, service providers and security
Reasonable safeguards are used to protect information from loss, misuse and unauthorised access. Four Pillars uses third-party services for functions such as practice management, online bookings, video appointments and payment processing. These may include Splose and Stripe. Providers process information under their own privacy and security terms, and some data may be stored or processed outside New Zealand.
5. AI-assisted clinical documentation
With your prior consent, Four Pillars may use AI-assisted tools within its practice-management system, currently Splose, to help transcribe or dictate sessions and prepare draft progress notes or other clinical documentation. AI is used to support record-keeping, not to make decisions about your care. Any AI-generated material that becomes part of your clinical record is reviewed by your counsellor.
If AI-assisted transcription or recording is proposed, what will be collected and how it will be used will be explained before it begins, and you may decline without affecting your access to counselling. Clinical notes created with AI assistance are stored in Splose as part of your client record and are subject to the same privacy and security safeguards as other clinical records. Splose states that its voice-to-text AI does not retain or use personal data to train AI models. Read more about Splose security and data protection.
6. Clinical record retention
Health information is generally retained for at least 10 years from the date of the last service, where required by New Zealand health information rules. Records may be kept longer where there is a lawful or professional reason to do so, then securely destroyed or de-identified when no longer required.
7. Access and correction
You may ask to access personal information held about you or request a correction. Some information may be withheld where the law permits or requires this. To make a request, email FourPillarsCounselling@gmail.com.
8. Website information
The website may collect limited technical information such as browser type, device information and general usage data through hosting, security or analytics services. External booking, messaging and article links take you to services with their own privacy policies.
9. Questions or complaints
Please contact Four Pillars first if you have a privacy question or concern. You may also contact the New Zealand Office of the Privacy Commissioner. Read the official Health Information Privacy Code guidance or the Privacy Act 2020.
10. Changes to this policy
This policy may be updated when the practice, service providers or legal requirements change. The date above will show the latest revision.