Privacy, Information Collection, Confidentiality and Client Rights Policy
Sunyata Psychology PTY LTD
2024
Sunyata Psychology Pty Ltd; ACN: 647 407 403 (“Sunyata Psychology”, “us”, “we”, or “our” henceforth), respect your privacy and rights. This policy covers privacy, confidentiality, information collection, uses, disclosures and security, our use of Heidi Health, methods of making complaints and your rights as a client of a psychology practice.
At Sunyata Psychology, we are committed to protecting the privacy, confidentiality, and security of personal and sensitive information. To provide you with a psychological service, Sunyata Psychology needs to collect, record and store personal information about you. This policy outlines how we collect, use, and manage personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988, the Australian Privacy Principles 2014, and The Australian Psychological Society’s Code of Ethics (2007). Registering as a client and engaging our services means you agree to our policy and the way we handle the collection and storage of your information.
1. Information Collection
We collect personal information that is necessary for providing psychological services to our clients. Personal information is any information that could be reasonably used to identify you. The types of information we may collect include:
– Personal details (e.g., name, address, date of birth, phone number, Medicare number)
– Medical history and health information
– Psychological assessment results
– Information relevant to the provision of psychological services (e.g., educational, occupational and social information)
– Details of other healthcare professionals and the treatment they have provided to you
We collect this information directly from clients, or with consent, from third parties such as healthcare providers or family members. Wherever possible, we ensure that information is collected in a manner that is unobtrusive and respectful of your privacy.
2. Consequences of not providing information or declining to agree with this policy
In the event that you decline to share personal information required, or you decline to agree with this policy, Sunyata Psychology will not be able to provide you with psychological services.
3. Use and Disclosure of Information
Personal information collected by Sunyata Psychology is used for the following purposes:
– To provide psychological services, including assessments, treatment, and consultations
– For administrative purposes, such as appointment scheduling, appointment reminders and invoicing
– To liaise with other healthcare providers with the client’s consent. Note that as a part of obtaining a Mental Health Treatment Plan it is an obligation of the psychologist to provide treatment reports to your referring GP that contain information about you, your treatment and your progress.
– To comply with legal obligations, including safety and mandatory reporting requirements
– To provide you with service information, practice updates and marketing emails. You can opt out of provision of this information at any time by following the unsubscribe/opt-out process in the email or by making a request in writing to
4. Confidentiality
Sunyata Psychology upholds strict confidentiality standards. All information disclosed during therapy sessions is kept confidential, except in some very particular circumstances. Further, if such circumstances arise, we will take reasonable steps to notify the client where possible.
5. Limits to Confidentiality
Personal information will only be disclosed in the following circumstances:
1. If it is subpoenaed by a court.
2. If failure to disclose the information would, in the reasonable belief of the psychologist or the Director, place you or another person at serious risk to life, health, or safety.
3. By law, Psychologists are considered to be mandatory reporters. This means that if at any time we believe that a child may be at risk of harm, we are required to report this. If it is deemed appropriate and safe to do so, you will be informed of any mandatory reports made.
4. If your prior approval has been obtained to:
a) provide a letter or report to another professional or agency (e.g., GP, other medical specialist, school, or lawyer etc)
b) discuss or share the information with another person (e.g., parent, carer, employer, or health provider)
5. If you would reasonably expect your personal information to be disclosed to another professional or agency (e.g., your GP) and such disclosure is directly related to the primary purpose for which your personal information was collected.
6. If disclosure is otherwise required or authorised by law.
7. When consulting with colleagues or in the course of supervision. Note that in this circumstance your psychologist will take all necessary steps to conceal your identity and that of any associated parties, ensuring privacy is maintained in accordance with professional ethical standards.
6. Use of Heidi Health
Sunyata Psychology uses Heidi Health to assist in writing clinical notes. All data processed by Heidi Health is de-identified, ensuring no personal information can be traced back to an individual. The information is not permanently stored within the system and is used solely for clinical note-taking purposes to enhance efficiency and accuracy in documenting client sessions. Heidi Health complies with all necessary privacy guidelines in Australia. Further, healthcare data is stored in compliance with GDPR, HIPAA, PIPEDA and most other countries’ standards. Heidi’s Information Management Security System is ISO27K certified, and it has regularly scheduled external audits and penetration tests to ensure all data remains secure.
If you would like to know more about Heid Health, click here: https://www.heidihealth.com/au/legal/data-privacy-security-faqs
7. Data Storage and Security
Sunyata Psychology ensures that all personal and sensitive information is stored securely. We use password-protected electronic systems and maintain physical security for hard copies of records. Access to information is restricted to authorised personnel only.
Clinical notes and other sensitive data are stored in secure, encrypted systems. In addition, all data processed through Heidi Health is de-identified and not retained after the clinical notes are generated.
8. Access to Client Information
Clients have the right to request access to their personal information held by Sunyata Psychology. If any information is inaccurate, out-of-date, or incomplete, clients can request correction. Requests to change basic contact, Medicare or financial details can be made directly to and will be actioned as soon as practical. Requests for access or correction of clinical information should be made in writing and addressed to our Director of Sunyata Psychology, Dr Jane Woodbridge at
Sunyata Psychology reserves the right to decline requests for information, requests for corrections or restrict the details provided when legally permitted to do so. We will make every effort to explain the reasons for any refusal. For instance, access to information may be denied or limited if sharing it would unreasonably affect the privacy of others, or if the request is deemed to be vexatious or frivolous, which is in accordance with the exceptions within the Privacy Act 1988.
If the access to information is granted, Sunyata Psychology will require a fee to be paid, and for a session to be booked with your psychologist and/or the director to have the information presented. Standard session fees are applied to any information presenting sessions.
We will respond to all requests within 28 days and provide access unless there is a legitimate reason under the Privacy Act to refuse the request (e.g., where access may cause harm to the client or another person).
9. Complaints and Concerns
If you have any concerns about your privacy or believe there has been a breach of your privacy rights, you can contact our practice. We take complaints seriously and will address your concerns in accordance with the APPs.
Complaints should be submitted in writing. We will investigate the matter and respond within a reasonable time frame.
If we become aware of any breach of this policy or the security of your personal information, we will notify you immediately. Should you have any concerns regarding how your personal information is being handled, you can communicate these to your psychologist or the director of the practice in writing to . You can also refer to the Australian Privacy Principles, which outline your rights and the proper handling of your personal data, by visiting www.privacy.gov.au. If you wish to file a formal complaint regarding the use, disclosure, or access to your personal information, you can contact the Office of the Australian Information Commissioner (OAIC) by phone (1300 363 992), by mail (GPO Box 5218, Sydney NSW 2001), or online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint
10. Your Rights
Please note that all psychologists at Sunyata Psychology are registered with the Australian Health Practitioners Regulation Agency (AHPRA) and must adhere to strict guidelines for professional conduct that are in line with AHPRA and the Australian Psychological Society (APS) Code of Ethics. The Charter for Clients of APS Psychologists explains your rights as a client of a psychologist in Australia and can be found here: https://psychology.org.au/getmedia/d873e0db-7490-46de-bb57-c31bb1553025/18aps-code-of-ethics.pdf
11. Policy Updates
This privacy policy may be updated from time to time to reflect changes in practice, technologies or legal requirements. Any updates will be posted on our website, and clients will be notified of significant changes where appropriate.
12. Agreement
By using the services of Sunyata Psychology, you consent to the management of your personal information in line with this privacy policy. Should you have any questions regarding the policy, feel free to discuss them with your psychologist during your first session or as soon as possible afterward. We also encourage feedback and suggestions for improving our policies, which can be addressed to our Director at
For further information or to make an inquiry, please contact:
Sunyata Psychology
Phone: 0493 105 844