Effective December 2025
- Our Commitment to Your Privacy and Safety
At Breathe Psychology, we are committed to upholding your privacy and confidentiality with the highest standard of care. As a trauma-informed practice, we safeguard your personal and sensitive information in a way that prioritises safety, trust, autonomy, and respect.
This policy explains how we collect, use, store, and share your personal and sensitive information, in line with:
- Privacy Act 1988 (Cth)
- Australian Privacy Principles (APPs)
- Health Records Act 2001 (Vic)
- OAIC guidelines
- Psychology Board of Australia / AHRPA Code of Conduct (2025)
We aim to communicate openly and clearly so you can make informed choices about your care.
- The Information We Collect
We collect information that helps us understand your needs and provide safe, appropriate, and effective care. You always have the option to ask questions about what we collect and why.
a) Personal Information
- Your name, date of birth, and contact details
- Address and demographic information
- Medicare, insurance, or funding details
- Emergency contact information
b) Health and Sensitive Information
- Presenting issues, medical and psychological history
- Session notes and clinical observations
- Assessment outcomes
- Referrals or correspondence from other professionals (with your consent)
c) Additional Information
- Emails, website form submissions, SMS or phone communication
- Appointment history, billing, and payment details
You can choose what you feel comfortable sharing. If certain information is needed for safe care, your psychologist will discuss this with you in a supportive way.
- How We Collect Your Information
We collect information in ways that minimise intrusion and maximise your sense of safety.
- Directly from you during sessions, intake forms, or communication
- Through our secure practice systems (Zanda)
- Via our website forms
- From other professionals (e.g. GP or Psychiatrist), only with your explicit consent
- From third parties when required or authorised by law
You are encouraged to ask about any part of this process.
- Why We Collect Your Information
We use your information to:
- Provide assessment, therapy, and related services
- Plan treatment collaboratively with you
- Communicate about appointments, reports, and care coordination
- Prepare documents needed for rebates or funding
- Coordinate your care with other professionals (with your consent)
- Meet professional, legal, and ethical requirements (e.g. supervision, record keeping, reporting)
We aim to be transparent, so you understand how and why information is used.
- Use of Third-Party Platforms
We use secure, privacy-compliant platforms to support your care. These include:
- Zanda for scheduling, records, and billing
- Secure video platforms (e.g., Zoom) for telehealth
These services are selected based on their security, reliability, and alignment with privacy obligations so you can feel confident your information is protected.
About Zanda
- Breathe Psychology retains full ownership of all client data in Zanda.
- Zanda complies with Australian privacy laws, relevant legislative, regulatory requirements and international standards including GDPR, HIPAA, and PIPEDA.
- Zanda closely monitors changes to regulatory environments and makes system and policy adjustments as needed.
- Zanda complies with the laws and legislation concerning Data Privacy and Breach Notification Requirements including the circumstances, details, and timing of notifying affected users.
- Only necessary non-clinical information is shared with service providers (e.g., your phone number for sending SMS reminders).
- Neither Zanda nor Breathe Psychology uses your information for marketing.
- Who Has Access to Your Information
We limit access to your information to those who genuinely need it to support your care.
Your Psychologist
- Has full access to your clinical information and session notes.
Administration Team
Admin staff can access:
- Your contact and demographic details
- Billing and Medicare information
- Appointment history
- Referrals and consent forms
Admin staff cannot access:
- Your psychologist’s clinical notes or sensitive health history
Access is carefully controlled to protect your privacy and safety.
- How We Store and Protect Your Information
Your information is stored in secure digital systems that use:
- Encrypted digital practice systems
- Password protection
- Limited, role-based access
- Locked physical storage (where relevant)
- Regular security reviews
We regularly review our privacy and cybersecurity practices. In case of a data breach, we follow legal reporting procedures and will notify you and relevant authorities if required.
- When We May Share Your Information
We prefer to share information only with your clear consent and involve you in decisions wherever possible.
With Your Consent
We may share relevant information with:
- Your GP, psychiatrist, school or support team
- Other health or care providers
- Legal or insurance organisations (when you request it)
We will talk through what will be shared and why, ensuring you feel informed and supported.
Without Your Consent
We may need to share information when required by law or when necessary to keep someone safe. This includes:
- If your psychologist is concerned about a risk of serious harm
- Mandatory reporting obligations for children under 18
- A court subpoena or legal requirement
Whenever possible, your psychologist will discuss this with you in a sensitive and respectful manner.
Supervision
Psychologists receive supervision to support high-quality care. If your situation is discussed, all information is de-identified to protect your privacy.
You can withdraw consent at any time, and we will discuss the implications with you respectfully.
- Sharing Information at Your Request
If you ask us to release information to a third party (such as a lawyer, insurer, or support service):
- You will complete a short consent form specifying what information you would like shared and with whom.
- Your psychologist will review your request to ensure that the information being released is clinically appropriate and consistent with relevant laws, professional standards, and your wellbeing. They will discuss any concerns with you before any information is shared.
- Only information that is relevant and necessary will be shared.
- Breathe Administration team members will be involved in facilitating the correspondence with the third-party and you.
- Admin staff assisting with the process will have temporary access to the minimum required information.
Your choices will be respected, and the process will be explained clearly.
- Changing Psychologists or Transferring Care
If you move to another Breathe psychologist:
- You will complete a new informed consent form
- You may be asked to sign a handover consent form
- Once handover occurs, your previous psychologist will no longer access your record
If your psychologist becomes unexpectedly unavailable, we will support you to continue care with your consent.
- Website and Online Interactions
We only collect the minimum information needed when you contact us online. No identifying information is stored unless you choose to provide it.
We do not use tracking cookies, and we do not link website activity to your clinical record.
- Working with Children and Young People
We aim to create a safe and empowering experience for young people by:
- Respecting their growing autonomy
- We aim to balance confidentiality and parental involvement
- We seek age-appropriate engagement and consent
- Decisions about disclosure are made with respect for autonomy and safety
- Discussing confidentiality clearly and gently
- Prioritising safety in all decisions
- Accessing and Correcting Your Information
You have the right to:
- Access your personal and health information
- Ask for corrections if something feels inaccurate or outdated
- Withdrawal of consent
Your psychologist may discuss with you the different forms of access available and the most supportive way to provide this information. In limited circumstances, access to certain parts of the record may be restricted if required by law or if releasing specific information may pose a serious risk to your safety or the safety of others. If access to part of your record is restricted for safety or legal reasons, your psychologist will explain this and discuss your options.
We will respond within 28 days and explain any limits.
A small administrative fee may apply.
These rights are protected under:
- APP 12 & 13
- AHPRA Code of Conduct (2025)
If you have concerns that the information recorded is not correct, please discuss your concerns with our administration staff or your psychologist.
- Record Keeping and How Long We Hold Information
We keep records for the time required by law:
- Adults: at least 7 years after your last contact
- Young people: until you turn 25 if you start therapy before the age of 18 years old.
If records ever need to be transferred or stored elsewhere, this will be done securely and respectfully.
If Breathe Psychology closes or your clinician becomes unavailable, appropriate steps will be taken to ensure continuity and compliant storage or transfer of records.
- Rebatable and Funded Services
If you claim rebates through Medicare or a third party paying for your treatment (e.g., TAC, DVA, WorkSafe), your psychologist must provide periodic updates such as:
- Assessment information
- Diagnosis (if applicable)
- Treatment progress
Under the Medicare Better Access Scheme these reports will be sent to your referring doctor GP/Psychiatrist.
We aim to share only what is required and will always discuss this with you.
- Your Choices and Anonymity
You may choose not to share certain information, and we will always explore your preferences with sensitivity.
There may be moments where certain information is needed for safe practice; if so, your psychologist will talk this through openly.
- Feedback and Complaints
Your feedback is welcome and helps us improve.
If you are concerned about how your information has been handled, you are encouraged to raise it with us. We will listen carefully and respond with transparency and in a timely manner.
Contact:
Practice Manager – Breathe Psychology
Email: [email protected]
Address: 10 Aberdeen Street, Geelong West VIC 3226
If you remain concerned, you can contact:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992
- Contact Us
Breathe Psychology
Email: [email protected]
Phone: (03) 9989 0107
Website: breathepsychology.com.au
Address: 10 Aberdeen Street, Geelong West VIC 3226
- Review of This Policy
We review this policy yearly and whenever laws or practice standards change.
You can access the most recent version on our website or by asking our administration team.