Privacy Policy

Effective Date: [01/08/2025]

Privacy Policy for the Management of Personal Information

Woodwalk Psychology is committed to protecting the privacy and confidentiality of personal and health information in accordance with applicable legislation, including the Privacy Act 1988 (Cth), the Health Records Act 2001 (Vic), the Australian Privacy Principles (APPs), and the professional codes and guidelines of the Australian Health Practitioner Regulation Agency (AHPRA) and the Psychology Board of Australia.

While services are offered under the Woodwalk Psychology name, all practitioners work independently and are individually responsible for the collection, storage, and handling of client information in accordance with their legal and relevant professional obligations.

Collection of Personal Information

Personal and health information collected by independent practitioners at Woodwalk Psychology may include, but is not limited to:

• full name, date of birth, address, gender, contact details
• Medicare and/or other health insurance details (e.g. NDIS, TAC, Medibank)
• current and past medical and psychological history
• referrer and general practitioner details
• clinical notes, treatment plans, assessments, and reports
• emergency contact information
• information submitted via electronic forms or the practice website

Information is typically collected directly from the client, but may also be obtained from third parties (such as general practitioners or other health providers) where consent has been provided.

If the client does not which for their personal information to be collected in a way anticipated by this Privacy Policy, the independent practitioner may not be in a position to provide the service to the client.

Purpose of Collection

Personal and health information is collected for the primary purpose of providing allied health care treatment. Secondary purposes for which information may be used or disclosed include:

• liaising with referring or treating health professionals (with client consent
• administrative and billing purposes (including Medicare claiming)
• compliance with legal and regulatory obligations
• engagement in professional supervision
• to document what happens during sessions as to enable the provision of a relevant and informed health care service.

Use of Information in Supervision

In accordance with ethical and professional obligations, psychologists and allied health therapists engage in ongoing clinical supervision to enhance service delivery and ensure accountability.

As part of this process, de-identified and non-identifiable elements of client presentations may be discussed during supervision. No personally identifying information will be disclosed. Supervision is undertaken with qualified professionals and serves to maintain high clinical standards, professional development, and risk management.

Storage and Security of Information

Each psychologist and allied health professional is independently responsible for the secure storage and retention of personal information. Records may be maintained in either paper-based or electronic format, or both.

Independent practitioners at Woodwalk Psychology may use secure, cloud-based practice management systems, which are accessible only to authorized persons, such as:

• Zanda Practice Software (www.zanda.com.au/privacy-policy/)
• Halaxy (www.halaxy.com/article/privacy)
• Cliniko (www.cliniko.com/policies/privacy/)

Each independent practitioner will inform you of which platform they use, as each platform will collect, use, and/or disclose information for their purposes, as described in their Privacy Policy.

All platforms outlined above are compliant with Australian data protection standards and implement measures such as:

• encrypted data transmission and storage
• role-based access controls
• secure login authentication
• regular software and security updates
• physical records, where maintained, are stored in locked facilities.

Records are retained in accordance with the Health Records Act 2001 (Vic) and securely destroyed once no longer legally required.

Disclosure of Personal Information

Clients’ personal information will remain confidential except when:

1. it is subpoenaed by a court, or disclosure is otherwise required or authorised by law;
2. failure to disclose the information would in the reasonable belief of the independent practitioner at Woodwalk Psychology to place a client or another person at serious risk to life, health or safety; or
3. the client’s prior approval has been obtained to:
   1. provide a written report to another agency or professional, e.g., a GP or a lawyer; or
   2. discuss the material with another person, e.g. a parent, employer, health provider, or third party funder; or
   3. disclose the information in another way; or
   4. 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.

Access and Correction

Clients have the right to request access to their personal information and to request corrections where information is inaccurate, incomplete, or not up to date. Requests should be lodged with the independent treating practitioner. These requests will be responded to in writing within 30 days and an appointment made if necessary for clarification purposes. Access may be refused in certain circumstances permitted by law.

Complaints Procedure

Woodwalk Psychology hosts independent psychologists and allied health practitioners who are each responsible for their own clinical practice and the management of client records in accordance with the Privacy Act 1988 (Cth), the Health Records Act 2001 (Vic), and the Australian Privacy Principles.

If you have a concern or complaint about the management of your personal information or the conduct of your practitioner, you should raise it directly with your treating practitioner in the first instance. Your independent practitioner will make every reasonable effort to resolve the matter promptly and fairly.

If the issue remains unresolved, complaints can be escalated to the appropriate regulatory body:

Australian Health Practitioner Regulation Agency (AHPRA)
Website: www.ahpra.gov.au
Phone: 1300 419 495

Psychology Board of Australia
Website: www.psychologyboard.gov.au

Health Complaints Commissioner (Victoria)
Website: www.hcc.vic.gov.au
Phone: 1300 582 113

Policy Review and Updates

This Privacy Policy is subject to periodic review and may be amended to reflect changes in legal obligations, practice standards, or administrative processes, without notice.