Privacy Policy

Effective Date: 08/10/2025
ABN: 67 493 504 571

Southern Psychologists Pty Ltd (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, store, use, and disclose information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Who We Are

Southern Psychologists Pty Ltd is a registered psychology practice located in Hackham, South Australia.
We provide psychological assessment, therapy, and capacity-building services under private, Medicare, and NDIS funding.

Our privacy practices align with:

• Australian Privacy Principles (APPs)

• AHPRA Code of Ethics

• NDIS Code of Conduct

• Health Practitioner Regulation National Law (South Australia)

2. Information We Collect

We collect personal information necessary to deliver psychological and administrative services.
This may include:

Personal and Contact Information

• Full name, date of birth, address, phone number, and email

• Emergency contact details

• Next of kin and GP information

Health and Clinical Information

• Mental health history, assessment results, referral information, and session notes

• Reports from other professionals (e.g. GP, paediatrician, psychiatrist, OT, school reports)

• Risk, safety, or support needs for clinical purposes

Financial and Administrative Information

• Medicare, NDIS, or insurance details

• Payment and invoicing information

Website and Online Data

• Basic analytics such as page visits, device type, and browser data

• Information submitted via online forms or contact pages
  

We only collect information that is reasonably necessary for providing psychological services or managing our business operations.

3. How We Collect Information

We may collect personal information in the following ways:

• Directly from you (e.g. during intake, therapy sessions, or via forms)

• From your referring GP, NDIS planner, support coordinator, or other healthcare professionals (with consent)

• From authorised third parties such as schools or allied health providers (with consent)

• Automatically via cookies and analytics when you use our website

4. Why We Collect Your Information

We collect and use your information to:

• Provide psychological assessment and therapy

• Communicate with you about appointments and reports

• Manage administrative and billing processes

• Meet ethical, clinical, and legal documentation standards

• Comply with regulatory and funding body requirements (e.g. Medicare, NDIS, AHPRA)

• Improve the quality and safety of our services

5. Storage and Security of Information

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

Your information may be stored in:

• Secure electronic practice management systems (e.g. PowerDiary, encrypted cloud platforms)

• Password-protected documents and devices

• Locked filing cabinets for physical records

Access to personal data is restricted to authorised clinical and administrative staff who require it for legitimate work purposes.

6. Disclosure of Information

Your information will only be shared when:

• You have provided written consent

• It is required by law (e.g. subpoena, mandatory reporting)

• There is a serious risk to your life, health, or safety, or that of another person

• It is necessary to coordinate care with other healthcare or support professionals

We do not sell, rent, or trade personal information to any third party.

7. Access and Correction

You have the right to:

• Request access to your personal or clinical information

• Request correction of inaccurate, outdated, or incomplete information

To request access, please contact us in writing.
We may need to verify your identity and may charge a reasonable fee for administrative processing.

8. Use of Cookies and Analytics

Our website uses cookies and analytics tools to:

• Monitor website performance and usage patterns

• Enhance navigation and user experience

Cookies do not collect personal information unless you voluntarily provide it (e.g. via forms).
You can manage or disable cookies in your browser settings.

9. Email and Digital Communication

Emails and online communications are stored securely but may not be fully encrypted.
Please do not send sensitive information by email unless necessary.

We use secure encrypted systems for sharing clinical documents whenever possible.

10. Third-Party Services

Our website may link to external sites (e.g. Medicare, NDIS, allied health providers).
We are not responsible for the privacy practices or content of those websites.
We encourage you to read their privacy policies before providing any information.

11. Data Retention

Clinical and administrative records are retained for the minimum periods required by law:

• Adults: 7 years from the date of last service

• Children: until the client turns 25 years of age

After this time, records are securely destroyed.

12. Complaints and Enquiries

If you have a concern about how your personal information has been handled, please contact us in writing.

We take privacy complaints seriously and will respond promptly.

If you are not satisfied with our response, you may contact:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect legislative or operational changes.
The latest version will always be available on our website.

14. Contact Us

Southern Psychologists Pty Ltd
📍 15 Penneys Hill Road, Hackham, South Australia
📧 admin@southernpsychologists.net.au
🌐 https://southernpsychologists.net.au
📞 0409 447 912