Privacy Policy

Privacy Policy

Jacinta Anderson Psychology
ABN: 70971732570
Last updated: 5th February 2025

1. Introduction

Jacinta Anderson Psychology ("we," "our," or "the practice") is committed to protecting the privacy and confidentiality of all individuals who engage with our services. This Privacy Policy outlines how we collect, store, use, and disclose personal and sensitive health information in compliance with:

• Privacy Act 1988 (Cth)
• Australian Privacy Principles (APPs)
• Health Records Act 2001 (Vic) 
• Psychology Board of Australia (AHPRA) and APS Code of Ethics
• Medicare and relevant third-party payer regulations

By engaging in psychological services with Jacinta Anderson Psychology or visiting our website, you consent to the collection, use, and handling of your information in accordance with this Privacy Policy.

2. Collection of Personal Information

We collect personal information necessary to provide psychological services and operate the practice effectively.

2.1 Personal Information Collected 

• Full name, date of birth, gender identity, and contact details (phone, email, address).
• Emergency contact details.
• Medicare, private health insurance, NDIS, or other third-party funding details.
• Billing and payment information.
• Website and online interaction data (e.g., cookies, analytics).

2.2 Sensitive Health Information

As part of providing psychological services, we may collect sensitive health information, including:

• Referral details and relevant medical or psychological history.
• Mental health assessments, treatment plans, and progress notes.
• Communications between your psychologist and referring professionals (e.g., GPs, psychiatrists, allied health providers).
• Information regarding risk factors, safety planning, and crisis support.

All information is collected with your informed consent, except where legally required.

3. How We Collect Information

We collect personal information through:

• Direct interactions – intake forms, consultations, email, and phone communication.
• Third-party referrals – from GPs, psychiatrists, allied health professionals, or case managers.
• Website and telehealth – online forms, cookies, and analytics data.

If you choose not to provide certain personal details, this may impact our ability to provide effective psychological care.

4. Purpose of Collecting and Using Information

Personal and sensitive information is collected for the following purposes:

• Providing psychological assessment, diagnosis, and treatment.
• Managing bookings, payments, and administrative records.
• Facilitating referrals to other healthcare providers with your consent.
• Meeting legal, ethical, and regulatory obligations.
• Conducting quality assurance and professional supervision (in de-identified form).

Personal information will not be used for marketing unless you have provided explicit consent.

5. Confidentiality and Disclosure of Information

All client information is managed in accordance with the APS Code of Ethics, AHPRA guidelines, and Australian privacy laws.

5.1 When We May Disclose Information

We will only disclose personal information in the following circumstances:

A. Mandatory Disclosure (Without Client Consent)

• If there is an immediate risk of harm to yourself or others.
• If disclosure is legally required, such as by court subpoena.
• If there is suspicion of child abuse, neglect, or family violence (mandatory reporting obligations).

B. Permitted Disclosure (With Client Consent)

With your informed consent, we may disclose information to:

• Your GP, psychiatrist, or allied health providers involved in your care.
• Medicare, private health insurers, or third-party payers as required for processing claims.
• Family members or support persons (only when requested by the client).

You may withdraw consent for information sharing at any time, except where legal obligations apply.

6. Data Security, Storage, and Retention

We take reasonable steps to protect your personal and sensitive information from loss, misuse, or unauthorised access.

6.1 How We Store Information

• Electronic Records – securely stored on encrypted practice management software.
• Paper Records (if applicable) – kept in locked filing cabinets in a secure office.
• Access Control – only authorised personnel have access to client records.

6.2 Retention of Client Records

In compliance with AHPRA and APS guidelines:

• Client records are retained for a minimum of 7 years from the last consultation.
• If the client was under 18 years old, records are retained until they turn 25 years old.

When records are no longer required, they are securely destroyed or de-identified.

7. Website, Telehealth, and Online Communications

7.1 Website Analytics and Cookies

Our website may use:

• Cookies – to enhance user experience and website functionality.
• Google Analytics – to track website traffic and improve service delivery.

Clients can disable cookies in browser settings if they prefer.

7.2 Telehealth Services

• Telehealth sessions are conducted through secure, encrypted platforms compliant with Australian privacy laws.
• Clients will be informed of telehealth limitations and required to provide emergency contact details before participating.

7.3 Email and Online Communications

• Email should be used for administrative purposes only due to security risks.
• Clients are advised to avoid sharing sensitive health information via email.

8. AI-Assisted Note Taking

Jacinta Anderson Psychology may use AI-assisted note-taking technology to improve clinical documentation.

• The tool does not store session audio—only a summary is securely saved in your client record.
• AI-assisted notetaking complies with Australian Privacy Principles, AHPRA, and HIPAA standards.
• Data is stored on a secure Australian server and does not contribute to AI training models.

Clients can opt out at any time by notifying their psychologist.

9. Fees, Cancellations, and Payment Policies

9.1 Fees and Payment

• Fees for psychological services will be discussed before treatment begins.
• Payment is required at the conclusion of each session.
• WorkCover, TAC, and other third-party-funded clients remain responsible for fees if claims are rejected.

9.2 Cancellation and Missed Appointment Policy

• Less than 24 hours’ notice: Full session fee may apply.
• 24–48 hours’ notice: A partial fee may apply.
• Missed sessions: Full session fee may apply.

Telehealth clients must join within 15 minutes of the scheduled start time; otherwise, the session may be marked as missed.

10. Client Rights and Access to Information

10.1 Right to Access Records

Clients may request access to their records in writing. Access will be provided within a reasonable timeframe, subject to legal and ethical considerations.

10.2 Request for Corrections

Clients can request amendments to their records if they believe information is inaccurate.

10.3 Withdrawal of Consent

Clients may withdraw consent for information sharing at any time, unless legal obligations prevent this.

11. Complaints and Contact Information

If you have concerns regarding your privacy, you can:

11.1 Contact Us

Jacinta Anderson Psychology
ABN: 70971732570
790 Burke Rd, Camberwell VIC 3124, Australia

We aim to respond to privacy concerns within 30 days.

11.2 Lodge a Complaint

If unresolved, clients may contact:

• Office of the Australian Information Commissioner (OAIC)
  Website: www.oaic.gov.au
  Phone: 1300 363 992

12. Updates to This Policy

This policy may be updated to reflect legal or regulatory changes. The latest version will always be available on our website.

Last Updated: 5th February 2025