Last updated: October 2026
Sarah K Psychology is committed to protecting the privacy of the people who use our services and visit our website. This policy explains how we collect, use, store and disclose personal information, and how you can access or correct it. It reflects our obligations under the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Psychology Board of Australia’s Code of Conduct.
What information we collect
We collect the personal and health information reasonably necessary to provide and administer psychological services. This may include:
- your name, date of birth, address, phone number and email address
- your Medicare, NDIS, WorkCover, DVA or other funding details
- referral letters and information from your GP or other referrer
- information about your health, history and circumstances that you share during assessment and treatment
- questionnaire and assessment results
- clinical notes, reports and correspondence
- emergency contact details
- billing and payment information.
You can choose not to identify yourself when making a general enquiry. However, we cannot provide psychological services or process Medicare and other funded claims without identifying information.
How we collect it
We collect most information directly from you, through intake forms, questionnaires, sessions, email and phone contact. We also receive information from your referrer and, with your consent, from other people involved in your care, such as other treating practitioners, a parent or guardian (for assessments of young people aged 16 and 17) or your funder. Referrals are preferably received through secure messaging (Medical Objects or HealthLink).
Why we collect it and how we use it
We use your information to:
- provide psychological assessment and treatment
- communicate with you about appointments and your care
- correspond with your referring practitioner, as required under the referral and Medicare’s Better Access initiative
- process Medicare, NDIS, WorkCover and other funded claims, and issue invoices
- meet our legal, professional and record-keeping obligations
- support quality care through confidential professional supervision, with identifying information kept to a minimum.
When we disclose information
Your information is confidential. We disclose it to other parties only with your consent, or where disclosure is required or authorised by law. This includes:
- a serious threat to the life, health or safety of you or another person
- child protection or mandatory reporting obligations
- a subpoena, court order, warrant or other legal requirement.
Where practicable, we will discuss any such disclosure with you beforehand. For services funded by a third party, such as WorkCover or an insurer, the funder’s reporting requirements will be discussed with you before services begin.
Technology and service providers
We use trusted software providers to deliver and manage our services:
- Halaxy for clinical records, appointments, invoicing and claiming
- Coviu for telehealth video sessions. Sessions are not video recorded.
- NovoPsych for psychological questionnaires
- Patient Notes, an AI-assisted documentation tool, used only with your separate consent to help prepare draft clinical notes
- accounting and email software for billing and practice communication.
These providers handle information on our behalf, and only for the purpose of providing their service.
Automated decision-making
Sarah K Psychology does not use computer programs to make decisions about you. Patient Notes helps prepare draft notes, and NovoPsych scores questionnaires, but all clinical notes are reviewed by your psychologist, and every decision about your assessment, treatment, fees and services is made by your psychologist using their professional judgement.
Storage, security and overseas disclosure
Your clinical record is held electronically in secure, password-protected systems with access restricted to authorised persons. Our main clinical systems store data in Australia. Patient Notes stores information on Australian servers, keeps it for no more than 30 days and does not use it to train AI models.
Some of our providers use their own service providers located overseas, mainly in the United States and New Zealand, for services such as hosting, SMS and email delivery, payment processing and accounting. As a result, limited information, such as your name, contact details and billing information, may be stored or processed outside Australia. We take reasonable steps to use providers that protect personal information to a standard consistent with Australian privacy law.
How long we keep records
Clinical records are kept for at least seven years after the last contact or, where you were under 18 at the time of service, until you turn 25. Records are then securely destroyed.
Sarah K Psychology has nominated a registered psychologist to act as professional executor. If your psychologist dies or is unexpectedly unable to practise, the professional executor may access records only to contact you, help with continuity of care and ensure records are managed securely.
Our website
If you use the contact form on our website, we collect the details you provide in order to respond to your enquiry. Please do not include sensitive health information in a website message. Our website may use cookies and collect basic technical information, such as browser type and pages visited, to keep the site working. This information is not used to identify you.
Access and correction
You can ask for access to, or correction of, the personal information we hold about you by contacting us. We will respond within a reasonable time, usually 30 days. In limited circumstances permitted by law, access may be refused or given in another form, and we will explain why.
Concerns and complaints
If you have a concern about how your information has been handled, please contact us first so we can try to resolve it. If you are not satisfied with our response, you can contact:
- Office of the Australian Information Commissioner: 1300 363 992, oaic.gov.au
- Office of the Health Ombudsman (Queensland): 133 646, oho.qld.gov.au
Contact us
Sarah K Psychology
Email: sarahkpsychology@outlook.com
Phone: 0493 663 757
We may update this policy from time to time. The current version is always available on this page.