Privacy Policy

At Well Beings Clinical Psychology, your privacy matters. This policy explains what personal information we collect — whether you are visiting this website, making an enquiry, or receiving psychological services — how we use it, and how we keep it safe.

We are bound by the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) and operate in accordance with the Psychology Board of Australia Code of Conduct (in effect 1 December 2025) and the National Registration and Accreditation Scheme administered by the Australian Health Practitioner Regulation Agency (AHPRA).

1. Information we collect

Depending on how you interact with us, we may collect:

• Contact details — your name, address, phone number, and email address.
• Clinical information — details you share in session, session notes, psychological test results, and correspondence from other health practitioners (e.g. your GP) or third parties (e.g. lawyers, employers, insurance companies).
• Administrative information — appointment records, billing details, and Medicare or insurance claim information.
• Website data — information submitted through contact or enquiry forms, and anonymised usage data collected automatically when you browse our site.

2. How we collect it

Your personal information may be collected through:

• Direct conversations with your psychologist during sessions.
• Written forms, emails, letters, and text messages you send to us.
• Enquiry or booking forms submitted through this website.
• Referrals, medical reports, or correspondence from other health practitioners such as your GP.
• Reports or correspondence from lawyers, employers, or insurance companies.

All client records are stored securely in Halaxy, a cloud-based practice management platform. See Halaxy's privacy policy for details. Paper documents are digitised promptly and either returned to you or securely destroyed.

3. Website data & cookies

When you visit https://wellbeingsclinicalpsychology.com.au, certain data is collected automatically by third-party tools to help us understand how the site is used and improve your experience.

• Analytics (Google Analytics): We use Google Analytics to collect anonymised data about site visits, pages viewed, and time spent on the site. This data does not identify you personally. You can opt out via the Google Analytics opt-out browser add-on.
• Cookies: Our website may use cookies — small text files stored on your device — to support site functionality and analytics. You can control cookies through your browser settings, though disabling them may affect some site features.
• Contact forms: Information you submit through our website contact or enquiry form is used solely to respond to your enquiry and is handled in accordance with this policy.

We do not sell or share your data with advertisers for targeting purposes.

4. Why we hold your information

Your personal information is used to:

• Assess, diagnose, and provide psychological treatment tailored to your needs.
• Maintain accurate clinical records as required by professional and legal obligations.
• Manage appointments, billing, and eligible Medicare or insurance rebates.
• Communicate with other treating health professionals involved in your care (with your consent).

Your information will not be used, sold, rented, or disclosed for any purpose beyond those described in this policy.

5. How long we keep it

In accordance with the Privacy Act 1988 (Cth) and the Psychology Board of Australia Code of Conduct, client records are retained for:

• A minimum of 7 years after the last entry in the records of adult clients.
• Until a client's 25th birthday where the client was under 18 at the time of the last entry.

Records are stored securely for the full retention period and then destroyed in accordance with legislative requirements.

6. Confidentiality

Everything you share with your psychologist is treated as confidential. In most circumstances, your information will only be shared with your explicit written consent. We will seek your consent before:

• Sharing information with a family member, guardian, or carer.
• Discussing your care with your GP, employer, or a funding agency.
• Providing a written report to another professional (e.g. lawyer, insurance company).
• Disclosing information in any way not described in this policy.

Where information is shared for clinical supervision or peer consultation, all reasonable steps are taken to de-identify your records. Your information is not disclosed to recipients outside Australia unless you consent, or disclosure is required by law.

In the event of an unauthorised access, disclosure, or loss of your personal information, we will activate our data breach response plan and take all reasonable steps to minimise harm.

7. When we may share without consent

There are limited circumstances where information may be shared without your prior consent:

• When required by a court subpoena or otherwise required by law.
• When there is a serious or imminent risk to your life, health, or safety, or that of another person.
• When a mandatory report is required by law.
• When you are receiving a Medicare-funded service — Medicare requires your psychologist to correspond with your referring practitioner at regular intervals.
• When disclosure is directly related to the purpose for which information was collected and you would reasonably expect it (e.g. informing your GP of treatment progress or processing a Medicare rebate).
• When emergency services must be provided and consent cannot be obtained.

8. Telehealth & online communication

Online communication carries inherent privacy risks. To protect your information, telehealth sessions are conducted via Google Meet, which meets Australian Standards for online security and encryption.

We recommend contacting the practice by phone or email rather than through social media, as social media platforms cannot guarantee confidentiality. Any communications relevant to your care will be documented in your records.

Well Beings Clinical Psychology does not accept friend or contact requests from current or former clients on any social networking platform. This protects confidentiality and preserves the integrity of the therapeutic relationship.

9. Your rights

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

• Access the personal information we hold about you.
• Request corrections if your information is inaccurate, incomplete, or out of date.
• Know how your information is used — a copy of the Australian Privacy Principles is available on request.

Requests for access or correction should be submitted in writing. We will respond within 30 days. A fee may apply for the release of clinical records, and a review will be conducted to ensure access is safe for your ongoing health.

If you did not provide consent for AI note-taking software to be used, you may withdraw that consent at any time by advising your psychologist.

10. Concerns & complaints

If you have a concern about how your personal information has been handled, please contact us in the first instance:

• Post: PO Box 83, Revesby North NSW 2212
• Email: Admin@wellbeingsclinicalpsychology.com.au

If your concern is not resolved to your satisfaction, you may lodge a formal complaint with the Office of the Australian Information Commissioner (OAIC):

• Phone: 1300 363 992
• Online: oaic.gov.au/privacy/privacy-complaints
• Post: GPO Box 5218, Sydney NSW 2001

Amendments

Well Beings Clinical Psychology reserves the right to update this Privacy Policy at any time without prior notice. All amendments take effect immediately upon being posted to this website. By continuing to use our services, you agree to the current version of this policy.