Privacy Policy

1. Introduction

[Practice Name] (“we”, “us”, or “our”) is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy outlines how we collect, use, store, and disclose your personal and health information in accordance with the Australian Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Health Records Act (where applicable in your state or territory).

By using our website or engaging our services, you consent to the collection and use of your information as described in this policy.

2. What Information We Collect

We may collect the following types of personal information:

Personal details: Your name, date of birth, address, phone number, email address, and emergency contact details.

Health information: Medical history, mental health assessments, treatment notes, diagnoses, referrals, Medicare details, private health insurance information, NDIS plan details, and other health-related information necessary to provide our services.

Financial information: Billing details, Medicare number, health fund details, and payment information required to process fees and rebates.

Website data: When you visit our website, we may automatically collect technical data such as your IP address, browser type, pages visited, and time spent on the site through the use of cookies and analytics tools (such as Google Analytics).

3. How We Collect Information

We collect personal information:

• Directly from you when you complete intake forms, contact us by phone, email, or through our website contact form.
• From referring practitioners (e.g., your GP, psychiatrist, or other health professional) with your consent.
• From Medicare, NDIS, or your private health fund in relation to billing and rebates.
• Automatically through our website via cookies and analytics tools.

4. How We Use Your Information

We use your personal information to:

• Provide, manage, and improve our clinical services and treatment.
• Communicate with you regarding appointments, treatment plans, and follow-up care.
• Process payments, Medicare rebates, private health fund claims, and NDIS invoicing.
• Comply with our legal and professional obligations, including mandatory reporting requirements.
• Communicate with other health professionals involved in your care (with your consent).
• Respond to enquiries submitted through our website contact form.
• Improve our website and online services.

5. How We Store and Protect Your Information

We take reasonable steps to protect your personal and health information from misuse, interference, loss, unauthorised access, modification, and disclosure.

• Clinical records are stored securely in compliance with relevant health records legislation.
• Electronic records are protected by password-protected systems, encryption, and access controls.
• Paper records (if any) are stored in locked filing systems with restricted access.
• We retain health records for a minimum period as required by law (generally 7 years from the date of last service for adults, or until a child turns 25, whichever is later).

6. Disclosure of Your Information

We will not disclose your personal or health information to third parties except:

• With your informed consent (e.g., to your GP, psychiatrist, or other treating professionals).
• When required or authorised by law (e.g., mandatory reporting of risk of harm, court orders, or subpoenas).
• To process Medicare or private health insurance claims on your behalf.
• To the NDIS or NDIS-related service providers where relevant to your plan.
• To our professional supervisors in de-identified form for clinical supervision purposes.

We will never sell, rent, or trade your personal information to third parties for marketing purposes.

7. Cookies and Website Analytics

Our website may use cookies and third-party analytics services (such as Google Analytics) to collect de-identified information about how visitors use our site. This data helps us improve our website and user experience.

You can control or disable cookies through your browser settings. However, disabling cookies may affect the functionality of certain features on our website.

We do not use cookies to collect personally identifiable health information.

8. Third-Party Links

Our website may contain links to third-party websites (e.g., booking platforms, professional associations, or resource sites). We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party website you visit.

9. Your Rights

Under the Australian Privacy Principles, you have the right to:

• Access your personal and health information held by us.
• Request correction of any inaccurate, incomplete, or outdated information.
• Request deletion of your personal information, subject to legal and professional record-keeping requirements.
• Withdraw consent for specific uses of your information (noting this may impact our ability to provide services).
• Make a complaint if you believe your privacy has been breached.

To exercise any of these rights, please contact us using the details below.

10. Complaints

If you believe your privacy has been breached or you wish to make a complaint, please contact us directly. We will investigate and respond to your complaint within 30 days.

If you are not satisfied with our response, you may lodge a complaint with:

• Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au | Phone: 1300 363 992
• Australian Health Practitioner Regulation Agency (AHPRA): www.ahpra.gov.au | Phone: 1300 419 495
• Your relevant state or territory health complaints commissioner.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, professional standards, or our practices. The most current version will always be available on our website with the “Last Updated” date noted above.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

[Practice Name]
Address: [Your Address]
Phone: [Your Phone Number]
Email: [Your Email Address]
Website: [Your Website URL]