1. Information We Collect 

As part of delivering quality psychological care, we may collect the following types of information: 

• Personal details (e.g. name, address, date of birth, gender, contact details) 

• Emergency contact information 

• Medicare details, Health Fund details, and/or NDIS information 

• GP or referring practitioner information 

• Medical and psychological history 

• Current presenting concerns and goals for therapy 

• Session notes, assessments, and reports 

• Payment and billing information 

• Any correspondence (e.g. emails, messages through our website or booking system) 

• Non-identifiable website data (e.g. IP address, browser type, session duration via analytics tools) 

2. How We Collect Information 

We collect personal information in several ways, including: 

• Directly from you (via consent forms, intake forms, phone calls, emails, or in-session discussions) 

• Through our secure practice management system, Halaxy, when you make appointments or complete forms 

• From third parties, such as your GP, psychiatrist, school, or NDIS support coordinator—with your consent 

• Via our website and social media platforms, when you choose to interact with us 

3. Why We Collect Information 

Your information is collected and held to: 

• Provide psychological assessment, treatment, and support 

• Communicate with you and manage bookings 

• Coordinate care with other professionals, where relevant and consented to 

• Process payments and claims (e.g. Medicare, NDIS, Private Health) 

• Meet professional, ethical, and legal obligations 

• Improve our services and website experience 

4. Use and Disclosure of Personal Information 

Your information is treated with strict confidentiality and will only be shared when: 

• You provide written consent to share information with another party (e.g. GP, school, psychiatrist) 

• It is required or authorised by law (e.g. court subpoena) 

• There is a serious risk of harm to yourself or another person 

• Disclosure is otherwise required by the Privacy Act 1988 (Cth) 

If debts remain unpaid, personal information necessary for debt collection may be shared with a third-party debt collection agency. 

5. Storage and Security 

All client information is stored securely in accordance with professional and ethical standards: 

• Electronic records are stored in Halaxy, an Australian-based practice management system that meets industry privacy and security standards. 

• Paper files, where applicable, are stored in locked cabinets within the practice premises. 

• Access to all records is restricted to authorised staff only. 

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

6. AI-Assisted Note Taking 

Soulful Psychology and Wellness may use NovoNote, a secure, AI-assisted clinical documentation tool designed for psychologists. NovoNote assists with note organisation and is compliant with Australian privacy and data protection laws. 

• No identifying client information is shared for marketing or AI training purposes. 

• Notes are stored securely and accessible only to your treating psychologist. 

7. Access and Correction 

You may request access to or correction of your information at any time by contacting the practice in writing. Requests will be responded to within a reasonable timeframe (usually 30 days) unless restricted by law or ethical guidelines. 

8. Website and Online Privacy 

When you visit www.soulfulpsychologyandwellness.com.au, certain non-identifiable information (such as IP address, browser type, and time spent on pages) may be collected through cookies or similar technologies to improve our website. 

You can choose to disable cookies in your browser, although this may affect your user experience. 

Email communications are used primarily for administrative purposes (e.g. appointment reminders, invoices). Please avoid including sensitive personal information in emails. 

9. Social Media Policy 

You may come across Soulful Psychology and Wellness on social media. To protect your confidentiality and professional boundaries, our psychologists will not engage in any 

communication or respond to comments, messages, or friend requests from clients on social media platforms. 

Clients are encouraged not to contact or comment on our posts or accounts in ways that may identify themselves as clients of the practice. 

10. Third-Party Services 

We use Halaxy for appointment scheduling, secure storage, and payments. Halaxy is compliant with Australian Privacy Principles. Our website may also contain links to other websites or services. We are not responsible for the privacy practices of these external sites. 

11. NDIS and MHCP Funding Responsibility 

While Soulful Psychology and Wellness will assist where possible in tracking NDIS or MHCP sessions, clients are ultimately responsible for managing their own funding. 

• NDIS clients: It is your responsibility to ensure sufficient funds remain in your plan. If funding is exhausted or invoices are rejected by your plan manager, you will be responsible for paying the session fee privately at the standard rate of $240 per session. 

• Medicare clients: While we will do our best to remind you when your Mental Health Care Plan sessions are nearly used, it remains your responsibility to track your allocated sessions and obtain GP reviews when required. If rebates are unavailable, the full session fee of $240 will apply. 

12. Discharge and Follow-Up Policy 

If you do not have a future session booked, you may receive a follow-up text monthly to prompt rebooking. If no session is booked within three months of your last appointment, your file will be closed, and you will be considered discharged from active care. You are always welcome to re-engage with services in the future. 

13. Communication and Phone Policy 

Soulful Psychology and Wellness is a small private practice, and our psychologists are in session throughout most of the day. As such, we are not a phone-call-based service. Please direct all communication and administrative enquiries to 

info@soulfulpsychologyandwellness.com.au. Emails will be responded to as soon as possible during administrative hours. 

14. Access to Client Information 

At any stage, you may access information kept about you unless otherwise limited by legislation. You may also withdraw consent for information collection, understanding that this may impact treatment outcomes. 

15. Updates to This Policy 

This Privacy Policy may be updated periodically to reflect changes in law or practice procedures. The latest version will always be available on our website. 

16. Contact Information 

For any privacy concerns, access requests, or complaints, please contact:

Soulful Psychology and Wellness

📍 172a Hancock Rd, Ridgehaven SA 5097

📧 info@soulfulpsychologyandwellness.com.au

🌐 www.soulfulpsychologyandwellness.com.au 

If concerns are not resolved satisfactorily, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.