PRIVACY POLICY

Courtney Ah Shay Psychology is committed to protecting your privacy and handling your personal information in a safe, confidential, and ethical manner. This Privacy Policy outlines how your information is collected, used, stored, and disclosed in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and professional obligations under AHPRA.

What Information We Collect

We collect personal information that is necessary for providing psychological services, including:

Personal details

  • Name, date of birth, address, contact details

  • Medicare number and concession card details

  • Emergency contact information

Health information

  • Referral letters, mental health treatment plans

  • Relevant medical or psychological history

  • Session notes, assessments, test results

  • Information provided verbally during sessions

Administrative information

  • Billing details

  • Appointment records

  • Emails and messages sent through the client portal

This information is considered sensitive and is treated with a high level of confidentiality.

How Information Is Collected

Your information may be collected through:

  • Intake forms

  • Directly during sessions

  • Email, phone, or the Zanda client portal

  • Referrals from third parties (e.g., GP, psychiatrist) with your consent

Purpose of Collection

Your information is collected in order to:

  • Provide psychological assessment and treatment

  • Coordinate care with other health professionals (with consent)

  • Administer bookings, billing, and Medicare claims

  • Maintain accurate clinical records

  • Meet legal, ethical, and regulatory obligations

Use and Disclosure of Information

Your psychologist will not disclose your information to third parties without your consent, except where required by law.

Information may be shared with:

  • Your GP or referring practitioner

  • Other treatment providers at your request

  • Medicare or private health insurers (for billing purposes)

  • Supervisors for professional development (de-identified where possible)

Mandatory disclosure occurs when:

  • There is a serious risk of harm to you or someone else

  • Information is subpoenaed by a court

  • Reporting is legally required (e.g., child safety concerns)

You will be informed of any required disclosure unless legally restricted.

Record Storage and Security

Your records are stored securely in:

  • Zanda Health, a secure, encrypted practice management system

  • Password-protected devices and cloud storage

  • Locked physical storage for paper documents (if applicable)

We take all reasonable steps to:

  • Protect information from loss, misuse, and unauthorised access

  • Ensure only authorised personnel can access your file

  • Comply with professional and legal record-keeping standards

Retention

  • Records are kept for a minimum of 7 years from the last date of service, or until a minor turns 25 years old, whichever is longer.

Access to Your Information

You may request access to your personal information at any time. Requests should be made in writing. Access may be restricted only when:

  • Providing the information may pose a serious threat to safety

  • The information contains details about another person

  • Release is prohibited by law

A summary can be provided free of charge; full file access may involve a reasonable administration fee.

Corrections

You may request corrections to your personal information if it is inaccurate, out of date, incomplete, or misleading. Corrections will be made as soon as practicable.

Online & Digital Communication

  • Email and portal communication is used only for administrative purposes.

  • Session notes and clinical content are not shared via unsecured platforms.

  • Social media communication is not used (see Social Media Policy).

Website & Online Bookings

If you interact with the website or use Zanda bookings:

  • Usage data may be collected (e.g., cookies, analytics)

  • You may opt out of non-essential tracking

  • Online forms are encrypted and stored securely

No marketing data is sold or shared.

Complaints About Privacy

If you have concerns about the handling of your personal information, you may contact:

Courtney Ah Shay Psychology
Email: hello@courtneyahshaypsychology.com
Phone: 0478 076 098

If unresolved, you may lodge a complaint with:

Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au

Acknowledgement

By engaging with Courtney Ah Shay Psychology, you acknowledge that you have read and understand this Privacy Policy.