Privacy Policy

1. Introduction

Potentialz Unlimited is committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy outlines how we collect, use, store, and protect your information in accordance with the Australian Privacy Principles (APPs), the Privacy Act 1988 (Cth), and the Health Records Act 2001 (NSW).

As AHPRA-registered psychologists, we are also bound by professional codes of ethics including the Australian Psychological Society (APS) Code of Ethics and AHPRA regulations regarding client confidentiality.

2. Information We Collect

We collect information necessary to provide professional psychological services:

• Personal Information: Name, date of birth, gender, contact details, emergency contact information, Medicare/healthcare card numbers
• Health Information: Medical history, mental health history, current symptoms, medications, GP details, referral information
• Clinical Records: Session notes, assessment results, treatment plans, psychological test results, correspondence with other healthcare providers
• Financial Information: Payment details, Medicare claims, NDIS plan information, insurance details
• Website Information: IP address, browser type, pages visited (via standard web analytics)

3. How We Use Your Information

Your information is used for:

• Providing Services: Delivering psychological assessment and treatment
• Clinical Documentation: Maintaining accurate clinical records as required by AHPRA
• Billing & Claims: Processing Medicare rebates, NDIS claims, or insurance payments
• Communication: Appointment reminders, treatment updates, responding to inquiries
• Legal Obligations: Complying with mandatory reporting requirements, court orders, or subpoenas
• Quality Improvement: Clinical supervision, professional development, service improvement (with identifying information removed)

4. Confidentiality

All information disclosed during psychological services is confidential and will not be shared without your consent, except in specific legal circumstances:

• With Your Consent: When you provide written consent for information sharing with GPs, psychiatrists, schools, or other providers
• Risk of Harm: When there is serious risk of harm to you or another person
• Mandatory Reporting: Child protection concerns, elder abuse, or domestic violence as required by NSW law
• Court Orders: When legally compelled by court order or subpoena
• Professional Supervision: De-identified case discussion with clinical supervisors (professional requirement)

5. Information Storage & Security

We implement appropriate security measures to protect your information:

• Electronic Records: Stored on secure, password-protected practice management system with encryption
• Physical Records: Stored in locked filing cabinets in secure premises
• Access Control: Limited access to authorized clinical staff only
• Retention: Clinical records retained for minimum 7 years (adults) or until age 25 (children), as required by AHPRA
• Disposal: Secure destruction of records after retention period (shredding, secure digital deletion)

6. Your Rights

Under Australian privacy law, you have the right to:

• Access: Request access to your clinical records (reasonable fees may apply for copying)
• Correction: Request correction of inaccurate or incomplete information
• Withdraw Consent: Withdraw consent for information sharing (where consent-based)
• Complain: Lodge a complaint about privacy breaches
• Anonymity: Remain anonymous when making general inquiries (not applicable for clinical services)

7. Third-Party Disclosure

We may share information with third parties only with your consent or as legally required:

• Medicare/Centrelink: Processing Medicare rebate claims
• NDIS: Invoicing and reporting for NDIS participants
• Referring GP/Psychiatrist: Progress updates with your consent
• Schools/Employers: Reports or letters with your written consent
• Insurers: Reports for insurance claims with your consent
• IT Service Providers: Practice management software (subject to strict confidentiality agreements)

8. Website & Cookies

Our website uses standard analytics cookies to improve user experience. We do not sell or share website visitor data with third parties for marketing purposes. You can disable cookies in your browser settings.

9. Telehealth Services

Telehealth sessions are conducted via secure, encrypted video platform. Session recordings are not made unless you provide explicit consent. Standard confidentiality and privacy protections apply to telehealth services.

10. Children & Adolescents

For clients under 18, parents/guardians are provided with general information about treatment progress. Specific session content remains confidential unless the young person consents to disclosure, or there are safety concerns requiring parental notification.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in legal requirements or practice procedures. Updated policies will be posted on our website with the revision date.

12. Privacy Complaints

If you have concerns about privacy or wish to lodge a complaint:

1. Contact us directly: info@potentialz.com.au or 0410 261 838
2. We will investigate and respond within 30 days
3. If unsatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au
4. Professional conduct concerns may be directed to AHPRA or the Australian Psychological Society

13. Contact Information