Waxflower Psychology’s Privacy Policy

Last updated: June 2025

Waxflower Psychology is the trading name of Phoebe Beveridge, a registered sole trader (ABN: 78300118081) operating in Melbourne, Australia. We are committed to protecting your privacy and personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant health privacy legislation.

This policy outlines how we collect, use, store, and disclose your personal information and how you can access or correct it.

1. What Information We Collect

We collect personal information necessary to provide psychological services and operate our practice. This may include:

a. Personal Information

  • Name, date of birth, and contact details

  • Medicare or private health insurance information

  • Emergency contact details

  • Payment details

b. Sensitive Information (Health Information)

If you become a client, we may also collect:

  • Mental health and medical history

  • Information about current difficulties

  • Session notes and treatment plans

  • Referrals or reports from other professionals

c. Website and Digital Information

When you visit our website or interact digitally, we may collect:

  • IP address and device/browser type

  • Pages visited and time spent on site

  • Cookies and analytics data (e.g., Google Analytics, Meta Pixel)

You can manage or disable cookies via your browser settings.

2. How We Collect Information

We may collect your information:

  • When you contact us via email, phone, or our website

  • When you complete forms, book appointments, or attend sessions

  • From third parties with your consent (e.g., GP, psychiatrist, referrer)

3. Why We Collect and Use Your Information

We collect your personal and health information to:

  • Provide psychological assessment and therapy

  • Communicate with you and manage appointments

  • Coordinate care with other professionals (with consent)

  • Comply with Medicare, AHPRA, and legal requirements

  • Maintain clinical records as required by law

  • Improve our services and website functionality

  • Send practice updates (if you opt in)

4. Storage and Security of Information

We take reasonable steps to protect your information through:

  • Password-protected digital systems

  • Encrypted clinical and practice management software

  • Secure cloud-based storage (e.g., Halaxy, Google Workspace)

  • Limited access to authorised personnel only

  • Regular backups and malware protection

Some of your information may be stored on servers located outside Australia, including in countries such as the United States. These providers are subject to strict confidentiality and security obligations. We take reasonable steps to ensure your information is handled in accordance with Australian privacy laws.

5. Disclosure of Personal Information

We only disclose personal information:

  • With your consent (e.g., referrals, GP reports)

  • When required by law (e.g., court subpoena)

  • Where there is a serious risk to your safety or the safety of others

  • To IT providers or contractors for operational support — these parties are bound by confidentiality agreements

We will never sell or rent your information to third parties.

6. Telehealth Services

If you attend therapy via telehealth:

  • We use secure, encrypted platforms (e.g., Google Meet)

  • Sessions are never recorded without your written consent

  • You are responsible for attending from a private and confidential location

7. Marketing and Communications

If you opt in to receive updates or newsletters, we may contact you occasionally about services or mental health resources.

You can opt out at any time by clicking "unsubscribe" in the email or contacting us directly. We comply with the Spam Act 2003 (Cth) and will not send unsolicited messages.

8. Accessing and Correcting Your Information

You have the right to:

  • Request access to your personal or health information

  • Request correction of inaccurate or outdated information

Requests must be made in writing. We will respond within a reasonable timeframe (usually 30 days). In some cases, access may be restricted (e.g., if it poses a risk to you or others), and we will explain why.

If we become aware that your personal information is inaccurate or incomplete, we will take reasonable steps to correct it — whether or not you have requested the correction.

9. Data Retention and Disposal

We are required to retain your records for:

  • 7 years after your last session, or

  • Until you turn 25, if you were under 18 at your last session

After this period, your information is securely destroyed or de-identified in accordance with legal and ethical obligations.

10. Third-Party Websites and Services

Our website may link to external websites or services (e.g., booking platforms or social media). We are not responsible for their privacy practices. Please review their privacy policies before providing your information.

11. Making a Complaint

If you believe your privacy has been breached, please contact us in writing. We will respond within 30 days and take reasonable steps to investigate and resolve the issue.

If you are not satisfied with our response, you can contact:

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

12. Policy Updates

We may update this Privacy Policy from time to time. The most current version will always be available on our website with the date of last update clearly stated.

13. Contact Us

Waxflower Psychology
PO Box 1029, Thornbury VIC 3071 Australia
Email: contact@waxflowerpsychology.com.au
Website: www.waxflowerpsychology.com.au