Privacy Policy
Wholesome Minds Psychology (ABN: 83 413 933 461) is committed to upholding state and federal privacy regulations as outlined in the Privacy Act 1988. We take your privacy seriously, and this policy details how we collect, use, and safeguard your personal information in line with our privacy practices. By engaging with our services, you agree to the collection and use of your personal information as outlined in this policy.
Definition of "You"
For the purposes of this Privacy Policy, the term "you" refers to both the parent or legal guardian and the child (if applicable) receiving services from Wholesome Minds Psychology.
Collection of Personal Information
At Wholesome Minds Psychology we collect personal information to provide psychological services. The types of personal information we collect may include:
Full name, contact details (email, phone number)
Date of birth and demographic information
Billing details
Medical and health information (relevant to the services provided)
Educational and occupational history
Clinical notes, assessment records, and treatment plans
Referrals, consent forms, and other communication with third parties (e.g., family members, healthcare providers)
We collect this information directly from you, through intake forms, during consultations, or via communication with other health professionals, where appropriate and with your consent.
Purpose of Collecting and Holding Information
Wholesome Minds Psychology utilises your personal information for the following purposes:
Your personal information is gathered as part of the assessment, diagnosis, and treatment of your condition
To maintain accurate client records
To communicate with you regarding appointments, reminders, and other administrative matters
To comply with legal obligations, including mandatory reporting obligations
To ensure the quality and safety of our services through supervision
Your general information (such as your name, address and date of birth, third-party funding, invoices) may be accessed by administrative staff for the purpose of completing administrative tasks such as updating your address, confirming your appointment or sending and managing invoices.
Disclosure of Personal Information
All personal information gathered during the provision of the psychological service will remain confidential except when:
With third-party service providers (e.g., billing, IT support) who assist in delivering services, under strict confidentiality agreements
It is subpoenaed by a court, or disclosure is otherwise required or authorised by law
Failure to disclose the information would in the reasonable belief of the Wholesome Minds Psychology place you or another person at serious risk to life, health, or safety; or
Your prior approval has been obtained to
Provide a written report to another professional or agency. e.g., a GP or school; or
Discuss the material with another person, e.g., a parent, employer, health provider or third-party funder; or
Disclose the information in another way; or
Disclose to another professional or agency (e.g., your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected.
Your personal information is not disclosed to overseas recipients, unless you consent, or such disclosure is otherwise required by law. Your personal information will not be used, sold, rented, or disclosed for any other purpose.
Security of Personal Information
Wholesome Minds Psychology takes reasonable steps to ensure that your personal information is protected from misuse, interference, loss, and unauthorised access, modification, or disclosure. This includes:
Secure storage of physical and electronic records
Use of encrypted systems with password protections
If unauthorised access, disclosure, or loss of a client’s personal information occurs, Wholesome Minds Psychology will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm. Despite these stringent safeguards, Wholesome Minds Psychology cannot guarantee that data breaches, or other security incidents will never occur.
If you believe your personal information has been compromised, please contact us immediately at admin@wholesomeminds.com.au so we can investigate the issue and mitigate any potential harm.
Access to client information
At any stage you are entitled to access your personal information kept on file, subject to exceptions in the relevant legislation. If the information we hold is inaccurate, incomplete, or out-of-date, you may request that it be corrected. We will respond to these requests within a reasonable timeframe. We may discuss with you the different possible forms of access. If you require access to your personal information, please email admin@wholesomeminds.com.au
Retention of Personal Information
We retain your personal information for as long as necessary to provide services and as required by law. Typically, we retain records for a minimum of 7 years, or for minors until they are 25 years of age, in accordance with professional and legal requirements.
Consequence of not providing personal information
If you do not wish for your personal information to be collected in a way anticipated by this letter or the Privacy Policy, Wholesome Minds Psychology may not be able to provide the psychological service to you. You may request to be anonymous or to use a pseudonym, unless it is impracticable for Wholesome Minds Psychology to deal with you or if Wholesome Minds Psychology is required or authorised by law to deal with identified individuals. In most cases it will not be possible for you to be anonymous or to use a pseudonym.
Use of Cookies
Wholesome Minds Psychology website may use cookies to enhance your experience and improve our services. Cookies are small data files stored on your device that help us track and analyse website traffic, remember your preferences, and provide a more personalised experience. You can manage or disable cookies through your browser settings. However, please note that disabling certain cookies may affect the functionality of the website and your user experience.
Complaints and Inquiries
If you have any concerns about how we handle your personal information or believe we have violated your privacy rights, please contact us at admin@wholesomeminds.con.au. We will investigate your complaint and respond in a timely manner. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
Changes to this Privacy Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The most current version of the Privacy Policy will be available on our website. We will notify you via email if there are any updates to the Privacy Policy.