Privacy Policy

At Bella Vida Psychology, we are committed to protecting the privacy and confidentiality of our clients' personal information. The way we manage personal information is governed by the Privacy Act 1988 (Cth) (Act) and the Australian Privacy Principles (APPs) which are contained in the Act and the Australian Psychological Society Code of Ethics (2007). This Privacy Policy outlines how we collect, disclose, and manaage your personal information. By accessing our website or using our services, you agree to the terms outlined in this Privacy Policy.

“Personal information” is any information which identifies you or could reasonably be used to identify you. “Health information” is any personal information about a person’s health or disability.  It includes information or opinion about that person’s illness, injury or disability. Health information is considered sensitive personal information. The Act prescribes additional protections for the collection of health information.  We adhere to the Act.

What personal and health information do we collect and why?

At Bella Vida Psychology, we gather and retain information provided by clients and referrers. The Personal Information we gather serves primarily to facilitate our professional services, identification, authentication, invoicing, and communication when necessary. This data encompasses various details such as your name, gender, date of birth, country of origin, contact information, credit and banking details, educational and professional background, as well as responses and data derived from psychological assessments and surveys. The Health Information we gather is essential for delivering our professional services, encompassing your current and past medical history, session notes, treatment plans, treatment outcomes, specialist reports, and test results. These details are crucial for accurate assessment, diagnosis, and treatment. In situations where obtaining information directly from the individual is impractical, we may collect personal or health information from third parties, including General Practitioners, Specialists, parents, or caregivers.

How personal and health information is collected and held?

Your personal information is collected as an integral part of your assessment, diagnosis, and treatment process, and is maintained securely. In accordance with privacy regulations, your information is accessed only by your psychologist and authorised personnel of our practice, as required. As mandated by the Privacy Act 1988, we are committed to adhering to strict guidelines governing the collection, use, and disclosure of personal data, including during telehealth sessions. Your personal data is retained to document session details and enable the provision of relevant, ethical, and informed psychological services. To ensure compliance with Australian privacy laws, all data is stored within Australia, with strict adherence to the Australian Privacy Principles.

Throughout your involvement with Bella Vida Psychology, you may be requested to complete online assessments hosted by third-party platforms such as Novopsych. These platforms are selected based on their alignment with Privacy Principles, and their data security policies can be accessed on their respective websites. Clients reserve the right to decline or retract consent for providing personal data through these platforms. Raw data, interpretive scores, and reports are securely stored within your electronic file on our practice management software.

Bella Vida Psychology manages personal records electronically within your client file on the practice management software, Halaxy, to which you, as a client (or parent/carer/guardian), provide consent. Halaxy implements rigorous data security measures. When clients' card details are entered into Halaxy, they are tokenised by Halaxy's payments gateway, ensuring that they are inaccessible to both practice personnel and Halaxy. Payments for services can be made via direct deposit or credit/debit card through Braintree Paypal. The privacy and data protection policies of Halaxy can be reviewed at https://www.halaxy.com/article/security.

Bella Vida Psychology uses Health Direct Video Call to facilitate telehealth sessions. Health Direct has a a military grade level of security. More information can be found at https://about.healthdirect.gov.au/video-call. 

What is the purpose of collecting, holding, using, and disclosing personal information?

We gather personal information for several purposes:

  1. Providing information, updates, and services;

  2. Efficiently communicating regarding appointments and informing clients about available services and opportunities;

  3. Processing communications such as enquiries, feedback, and complaints;

  4. Sending requested information to patients;

  5. Identifying clients and safeguarding them from unauthorised access to personal or account information;

  6. Fulfilling legal obligations that necessitate client identification;

  7. Contacting clients as needed;

  8. Taking legally required or authorised actions.

We may reach out to clients through various channels, including telephone, email, SMS, or mail. Health information is collected to provide a health service. 

Personal information may be gathered when:

  • Completing an application form or registering for a service or event;

  • Acquiring goods or services through our website;

  • Engaging with us over the phone;

  • Email correspondence;

  • Requesting contact after visiting our website; or

  • Interacting with us in person.

The personal information you provide is used only for purposes consistent with your initial reason for providing it or for a directly related purpose. Generally, we refrain from using personal information for marketing purposes unless we have your implied or express consent. However, in cases where obtaining prior consent is impractical, you will have the opportunity to opt out of future communications.

We do not disclose your personal information to other organizations unless you explicitly consent or where sharing is mandated or permitted by law, or necessary for our psychologists to fulfill specific functions. Where lawful and feasible, you may choose to transact with us anonymously or use a pseudonym. Personal information is collected through fair and lawful means and not in an unreasonably intrusive manner.

Your personal information is used solely for the intended purpose or a directly related purpose. Additionally, we may use your personal information when:

  • Required or permitted by law; or

  • With your express or implied consent.

How can you access personal information or seek the correction of such information?

In the course of delivering psychological services, pertinent personal details relevant to your current circumstances will be gathered and documented in Halaxy. By law, your psychologist is obligated to retain your file for a minimum of 7 years following your last interaction with Bella Vida Psychology. For individuals under 18 years old during treatment, the information must be retained until they reach 25 years of age. 

Upon request, you have the right to access the information contained in your file, subject to exceptions outlined in the National Privacy Principles. Should you wish to do so, you will be encouraged to schedule a session with your psychologist to discuss the content of your file and any potential risks associated with releasing this personal information. Please note that fees may apply for file preparation and review.

How can you complain about a breach of the Australian Privacy Principles and how do you deal with complaints?

At Bella Vida Psychology, we are dedicated to resolving any complaints or concerns about privacy in a fair and efficient manner. If you wish to reach out to us with a compliment, complaint, or privacy inquiry, you can do so by sending mail to PO Box 229, Unley SA 5061, emailing us at bellavidapsychology@gmail.com, or calling us at 0494118141.

Should you find our response unsatisfactory, you have the option to escalate the matter to the Office of the Australian Information Commissioner (OAIC). You can contact the OAIC by writing to GPO Box 5218, Sydney, NSW, 2001, or by calling 1300 363 992.

When may personal information be disclosed?

All personal information collected by the psychologist during the provision of psychological services will be treated with utmost confidentiality, except in the following circumstances:

  1. When subpoenaed by a court or when disclosure is mandated by law.

  2. When failure to disclose would reasonably endanger your or another person's life, health, or safety.

  3. With your prior approval, which may include:

    a) Providing a written report to another professional or agency, such as a GP or lawyer.

    b) Discussing the material with another person, such as a parent, employer, health provider, or third-party funder.

    c) Disclosing the information in another manner.

    When disclosure is necessary for the primary purpose for which it was collected, such as informing your GP of treatment and progress, and you would reasonably expect such disclosure.

  4. When clinical consultation with another professional is required to enhance clinical services, with identifying details kept confidential.

In the event that the psychologist becomes aware of a risk to someone's life, health, or well-being during the course of your work together, they are obligated by state and federal policies to report the matter to the appropriate agencies.

Mandatory Reporting:

This practice follows a mandatory reporting policy, requiring psychologists to report disclosures of harm, including child sexual assault, physical abuse, or neglect, to relevant authorities as mandated by law. If your psychologist receives information indicating that a child under your care is at a significant level of risk, they will inform you of their obligation to report such information to the state child protection agency or Police.

Supervision:

Psychologists engage in ongoing professional development, peer consultation, and supervision as required by Australian regulations. At times, your psychologist may need to discuss your case with their supervisor or peers to ensure quality assurance. Confidentiality is strictly upheld, with all identifying details removed before supervision discussions. Supervisors and peers are bound by the same confidentiality rules as your psychologist.

If Bella Vida Psychology transfers personal information outside Australia, it will comply with all applicable Australian data protection and privacy laws. We will take reasonable steps to protect personal information, regardless of its location, and implement appropriate procedures and data transfer contracts to ensure compliance.

This policy is current from April 2024. Bella Psychology may amend this Privacy Policy from time to time. We suggest that you visit our website regularly to keep up to date with any changes.

Last updated: April 2024.