Effective Date: 1st December 2025

 

Welcome to Cognitive Wellness Psychology

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I am committed to protecting the privacy of all clients children, adolescents, and adults and handling personal information in accordance with Australian laws and professional standards, including the Australian Privacy Principles (APPs), AHPRA, and the Code of Conduct for Psychologists (in effect from 1 December 2025, replacing the APS Code of Ethics).

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Information I Collect

I may collect and hold personal information, including:

• Identity and contact details: Name, date of birth, address, phone number, email, emergency contact, Medicare number, billing details.

• Health information: Medical and mental health history, treatment notes, assessment results, referrals, correspondence from other health professionals.

• Sensitive information: Cultural background, sexual orientation, religious beliefs, or other information relevant to your care.

• Telehealth information: Audio/video data (if applicable), chat messages, and electronic documents shared during telehealth sessions.

• Website usage data: Information collected via cookies and analytics tools, such as IP address, browser type, pages visited, and time spent on my website.

 

For children and adolescents, I may also collect information from parents or guardians, schools, and other relevant third parties, with appropriate consent.

 

How I Collect Information

I collect information:

• Directly from you (in person, phone, email, online forms, telehealth)

• From parents or guardians for clients under 18, or from other third parties with appropriate consent

• From third parties with your consent (e.g., GPs, specialists, schools, family members)

• Automatically via my website (cookies, analytics)

• During telehealth consultations

 

Informed Consent (Including Children and Adolescents)

Before collecting, using, or disclosing personal information, I will provide information about how your data will be managed and seek informed consent.

For children and adolescents:

• Consent will be sought from a parent or legal guardian, except where the child is deemed mature enough to provide informed consent themselves, in accordance with professional guidelines and relevant legislation.

• I will explain privacy practices in an age-appropriate manner to children and adolescents.

• Where appropriate, children and adolescents will be involved in the consent process.

 

For telehealth services, I will explain the process, potential risks, and benefits, and obtain explicit consent prior to commencing sessions.

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Use of Cookies and Website Analytics

My website uses cookies and analytics tools to enhance your experience and help me understand website usage. Cookies are small files stored on your device that collect information such as browser type and pages visited. You can disable cookies via your browser settings, but this may affect website functionality.

Some website analytics data may be processed by third-party providers located overseas. I take reasonable steps to ensure your information is protected in accordance with Australian privacy laws.

 

Why I Collect Your Information

I use your information to:

• Provide psychological assessment and therapy (in-person and telehealth) for clients of all ages

• Manage appointments, billing, and administration

• Communicate with you, your parents or guardians (if under 18), and other health or educational professionals (with appropriate consent)

• Improve my services and website

• Comply with legal, regulatory, and professional obligations

 

Telehealth Services

I offer telehealth consultations using secure, encrypted platforms.
Your privacy is protected during telehealth sessions by:

• Using password-protected and encrypted video conferencing tools

• Not recording sessions unless you (or your parent/guardian, if under 18) provide explicit consent

• Securely storing any electronic documents or messages shared during sessions

 

Disclosure of Information

I will not share your personal information without consent except where required or permitted by law, including:

• If there is a risk of harm to you or others

• When required by court order or law enforcement

• For professional supervision, only with de-identified information or with your explicit consent

 

For children and adolescents, information will only be disclosed to parents, guardians, or third parties in accordance with legal and ethical guidelines, and with consideration of the child’s best interests and right to privacy.

 

Storage and Security

Your information is stored securely in both paper and electronic formats, in accordance with the Code of Conduct for Psychologists and relevant privacy legislation.
Paper records are shredded after they are scanned and uploaded to Halaxy, a secure practice management system. Client details and clinical records are maintained within your Halaxy client profile, which is protected by strong passwords and encryption. In addition, some information may be stored on an encrypted hard drive on my computer, accessible only to authorised personnel.

 

Records are retained for at least seven years after your last contact, or until a minor turns 25, as required by law. After this period, records are securely deleted or destroyed.

For clients under the age of 18, parents or guardians generally have rights to access information, unless otherwise limited by law or professional standards (for example, where disclosure may not be in the child's best interests or where the child is deemed mature enough to make decisions about their own privacy).

 

Access and Corrections

You may request access to your personal information or ask for corrections by contacting me in writing. I will respond within a reasonable timeframe and may charge a reasonable fee to cover administrative costs, as permitted by law.

 

For children and adolescents, access requests may be made by a parent or guardian, subject to legal and ethical considerations, and the child’s right to privacy.

 

Confidentiality and Ethics

I adhere to the Code of Conduct for Psychologists (in effect from 1 December 2025), ensuring:

• Respect for privacy and confidentiality across the lifespan

• Informed consent for information collection and sharing

• Clear communication about limits of confidentiality, including in the care of children and adolescents

• Secure handling and disposal of records

 

Your Rights

You have the right to:

• Access and correct your information

• Withdraw consent for the collection, use, or disclosure of your information (subject to legal and ethical limitations)

• Make a complaint about privacy practices

 

Children and adolescents also have a right to privacy and to participate in decisions about their information, in accordance with their age and capacity.

 

Complaints

If you have concerns about your privacy, please contact me:

Cognitive Wellness Psychology
367 Mount Low Parkway
Bushland Beach, QLD, 4818
Email: admin@cognitivewellnesspsychology.com.au

 

You may also contact the Office of the Australian Information Commissioner (OAIC) or AHPRA.

 

Changes to this Policy

This policy may be updated to reflect changes in legislation or professional standards, including updates to the Code of Conduct for Psychologists, which replaced the APS Code of Ethics from 1 December 2025. The latest version will always be available on my website.