PRIVACY POLICY

This Privacy Policy applies to Bethany Alice Phelan trading as Calm Sanctuary (ABN 59 133 824 693) ("Calm Sanctuary", "we", "us" or "our"). It explains how we collect, hold, use and disclose your personal information when you use our website, contact us or access our psychology services.

We are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and our professional obligations as a registered psychology practice.

By using our website or engaging with our services, you agree to the collection and handling of your personal information as described in this Privacy Policy.

The Information We Collect

Depending on how you interact with Calm Sanctuary, we may collect personal information that is reasonably necessary to provide our services or respond to your enquiries.

This may include:

  • Your name and date of birth.

  • Contact details, including your email address, phone number and residential address.

  • Emergency contact details.

  • Medicare details and other funding information, where applicable.

  • GP, referrer or other healthcare provider details.

  • Health information relevant to the psychological services we provide, including information you share during appointments or through client forms.

  • Appointment history and records relating to the services you receive.

  • Payment information required to process appointment fees.

  • Information you provide when completing forms on our website, including enquiries, referrals, bookings and bulk-billing applications.

  • Information you provide when downloading resources or subscribing to receive updates from Calm Sanctuary.

  • Website usage information, including your IP address, browser type, device information and website activity collected through cookies and analytics tools.

We only collect personal information that is reasonably necessary to provide our services, communicate with you, meet our legal and professional obligations, and improve your experience with Calm Sanctuary.

How We Collect Your Information

We may collect personal information when you:

  • Book an appointment

  • Complete client forms

  • Contact us by phone, email or through our website

  • Apply for bulk billing

  • Download one of our wellbeing resources

  • Subscribe to our newsletter

  • Receive a referral from a healthcare professional

  • Visit our website.

Where appropriate, we collect information directly from you. In some circumstances, we may also receive information from your GP, psychologist or another healthcare provider with your consent or where otherwise authorised by law.

Why We Collect Your Information

We collect and use your personal information to:

  • Provide psychological services

  • Manage appointments

  • Process payments and Medicare claims (where applicable)

  • Communicate with you about your appointments

  • Respond to enquiries

  • Improve our website and services

  • Send wellbeing resources or practice updates if you have chosen to receive them

  • Meet our legal, ethical and professional obligations.

We will only use your personal information for the purposes for which it was collected or where otherwise permitted by law.

Health Information

As a psychology practice, we collect sensitive health information that is necessary to provide appropriate care.

Health information is handled with additional care and is only collected, used and disclosed where reasonably necessary for the delivery of psychological services or where required or authorised by law.

Confidentiality and Disclosure

Your privacy is important to us.

We will not disclose your personal information to another person or organisation without your consent unless:

  • you have authorised us to do so;

  • disclosure is required or authorised by law;

  • it is necessary to prevent a serious threat to your life, health or safety, or that of another person;

  • disclosure is required by a court or tribunal; or

  • it is otherwise permitted under Australian privacy legislation.

Where appropriate, we may share relevant information with other healthcare providers involved in your care, but only with your consent unless an exception applies.

Email Communications

If you choose to download one of our resources or subscribe to receive updates, we may occasionally send you:

  • wellbeing resources;

  • practical mental health information;

  • new blog articles;

  • practice news; and

  • updates about Calm Sanctuary.

You can unsubscribe at any time by selecting the unsubscribe link included in our emails.

Use of Artificial Intelligence (AI)

Calm Sanctuary Psychology may use artificial intelligence (AI) and other digital tools to support aspects of clinical and administrative practice. These technologies are used as supportive tools and do not replace the professional judgement, clinical decision-making or responsibility of your psychologist.

AI-assisted tools may be used for purposes such as:

  • assisting in the development of general psychoeducational materials, worksheets, therapeutic resources and exercises;

  • assisting with drafting, editing, formatting or improving general written and administrative materials;

  • supporting practice administration and service development; and

  • assisting with clinical documentation through approved healthcare-specific tools, such as NovoNote.

Where general-purpose generative AI tools are used to develop resources or assist with administrative tasks, identifiable client information and sensitive health information will not be intentionally entered into publicly available AI systems. Any AI-generated material used clinically is reviewed by the psychologist for accuracy, appropriateness and relevance before use.

AI-Assisted Clinical Documentation

Calm Sanctuary Psychology may use NovoNote, an AI-assisted clinical documentation tool designed for healthcare professionals, to assist with the preparation of clinical notes and related documentation.

The purpose of using NovoNote is to support accurate and comprehensive clinical documentation, allow the psychologist to focus more fully on the therapeutic interaction, and support continuity of care, including communication with GPs and other treating professionals where appropriate.

Because the use of NovoNote involves the processing of information discussed during psychology sessions, clients will be provided with information about how the technology works, including relevant privacy and data-handling considerations, and will be asked to provide informed consent before it is used.

Use of NovoNote is optional. Clients may decline or withdraw their consent to its use without this affecting their access to psychological services.

Professional Responsibility

AI-generated content is not relied upon without professional review. Your psychologist remains responsible for clinical records, correspondence, resources and clinical decisions. AI is not used as a substitute for psychological assessment, diagnosis, formulation, treatment planning or professional judgement.

How We Protect Your Information

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

This includes the use of secure systems, password protection and appropriate administrative, technical and physical safeguards.

While we take reasonable steps to protect your information, no method of electronic transmission or storage can be guaranteed to be completely secure.

Privacy Complaints

If you have any questions or concerns about how we handle your personal information, we encourage you to contact us first so we can work with you to resolve the matter.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal obligations or privacy practices.

The most current version will always be available on our website.