Privacy Policy

WorkLife Psychology (here referred to as "we", "us" or "our") takes your privacy seriously and is committed to protecting your privacy under the Privacy Act and other relevant laws. This Privacy Policy relates to the collection, use and management of your personal information.

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By using our website and/or services, you agree to this Privacy Policy, as set out below. We reserve the right to amend this Privacy Policy at any time. We will make clear any important changes for a period of time by highlighting them on this page and notifying clients if appropriate and necessary. You consent to to these changes through continued use of this website and our services. You are welcome to get in contact with us if you have any questions, comments or feedback.

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Personal information

This Privacy Policy relates to all information supplied by you to us including:

• Contact information, including your name, company, position, phone number, email address, postal address, emergency contact details, and any other personal contact information you supply.

• Other personal details, such as your date of birth and information about you that will assist us in providing services to you, sich as your religious and philosophical beliefs, political beliefs, racial or ethnic background etc.

• Messages sent via the website and/or emails regarding our services and your appointments. 

• Information about the company you work for, including any details provided to assist us with quoting, designing, and delivering services.

• Bank account details and other financial information obtained for the purpose of taking payment for services and fees. 

• Health and medical information collected for the purpose of assisting your treating psychologist and to process payment and rebates, such as Medicare and private health details.

• Communications and interactions with us via our social media channels.

We may receive personal information directly from you, the company or organisation you represent, or from other healthcare professionals such as GPs and other specialist medical practitioners. This includes information obtained over the phone, by email, SMS, in person, in any other form of written communication or through our online enquiry form on our website. 

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We will only collect personal information from you when done so knowingly and voluntarily - if you do not wish to provide us with information, you do not have to do so, though it may affect your use of our website, online booking forms, and the services we offer.

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Use of personal information

We collect, use and manage your personal information for the following purposes:

• To provide access to our services, including booking of appointments and registering you as a client of the practice.

• To determine which psychologist might be the most appropriate for you.

• To contact and communicate with you about our services, including appointments (such as confirmations, reminders etc.)

• For the general delivery of our counselling and consulting services to you as our client.

• For receipt of and response to feedback, enquiries or concerns you may have.

• For administrative purposes, such as invoicing and billing.

• To comply with our legal obligations, including auditing and reporting requirements.

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Disclosure of personal information

There are some instances where we may disclose your personal information in accordance with privacy laws, such as:

• Our cloud-based practice management software, Cliniko, which we use for client management, online payments, appointment management, telehealth, billing and invoicing, and communications regarding appointments.

• Other employees and related entities, such as third-party reception services. This is only done on a 'need to know' basis.

• Law enforcement bodies and regulatory authorities, in accordance with law and good practice, such as in connection with any legal proceedings. 

• Credit reporting agencies, courts, tribunals or regulators in the event that you fail to pay for services rendered and invoiced.

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It is our expectation that any time your personal information is disclosed to third parties, it is handled in accordance with Australian privacy laws.

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How we store your personal information

We may keep your personal information in hard copy and/or electronic form. We will store and manage your information securely using appropriate record keeping and storage measures. Although we will take reasonable measures to protect your personal information, we be liable for the security of information you transmit (e.g. via the website, email, SMS). The security of data transmitted via the internet cannot be guaranteed, so any transmission is at your own risk. However, once we do receive information you share with us, we will take all reasonable measures to protect personal information shared and stored on our systems.

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Regarding storage and security measures, where possible and appropriate, we have taken steps to safeguard information through use of password protected platforms and multi-factor authentication. Our core platforms, including Cliniko and Microsoft, have been chosen due to strong security measures such as data encryption. Physical files will remain stored in locked cabinets, kept in locked offices. 

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Retention of information 

We retain the data we collect for different periods of time depending on what it is and how we use it. Health records are required to be kept for a minimum of 7 years since the last time you were provided with a service. Once we no longer need to retain your personal information, we will destroy it (such as through shredding it) or ensure it is de-identified.

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You may request access to any personal information we have stored about you, and if legally permitted to do so, we will consider release of your information. If we are unable to provide access, we will provide notification in writing.

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Amendments and corrections

If you believe that any information that we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please get in contact with us. Where possible and appropriate, we will take steps to make corrections, noting that in some circumstances we may not be legally permitted to do so. We will respond to requests for changes in writing within an appropriate timeframe. Please note that it is your responsibility to update us on any changes to your personal information. 

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Links to third party websites

We may include links to other websites as part of the information contained on our site. Please note that we do not have control over third party websites and the personal information you provide to these websites is not covered by this policy.  If you follow a link to any other websites, we recommend you review their own privacy policies, which will set out how your information is collected and managed when visiting those sites.

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More information

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For any feedback, comments or questions regarding this policy or use of your personal information, please contact us via hello@worklifepsychology.com.au

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Last updated 30 March 2022

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