1. Introduction
Empower Me Psychology is a sole-trader psychology practice providing telehealth psychological services, including assessment and counselling.
This Privacy Policy explains how personal information is collected, used, stored, and disclosed in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), and relevant professional and ethical obligations.
A more detailed explanation of service provision, consent, fees, and client rights is provided in the Informed Consent Form, which should be read together with this policy.
2. Nature and Purpose of Collection
In order to provide psychological services, Empower Me Psychology collects and records personal and sensitive information that is directly relevant to your psychological assessment and treatment.
Only information that is reasonably necessary for the provision of psychological services is collected and retained.
This information is necessary to:
- Assess your needs
- Develop and review treatment plans
- Provide appropriate psychological care
- Meet legal, ethical, and professional obligations
3. Personal Information Collected
The types of information collected may include:
- Name, date of birth, address, email, and phone number
- Emergency contact details
- Referral information (e.g. GP, NDIS, employer, insurer)
- Medicare, NDIS, or other funding information
- Clinical history and information shared during sessions
- Psychological assessments, session notes, and reports
- Correspondence related to your care
Information collected is limited to what is relevant to your current presentation and psychological care.
4. How Information Is Collected
Personal information is collected in the following ways:
- Directly from you during telehealth sessions (video or phone)
- Through intake forms, questionnaires, and written correspondence
- Via Halaxy, the practice management system used for bookings, billing, and clinical records
- Through Heidi, an AI-assisted transcription tool used to support clinical note-taking (with consent)
All communications relevant to your care (including email and phone contact) may be recorded in your client file.
5. Telehealth Services
Empower Me Psychology is a strictly telehealth practice.
Sessions are conducted via:
- Zoom (video sessions)
- Telephone sessions
Clients are responsible for ensuring:
- A stable phone or internet connection
- A private and confidential environment
Zoom sessions use encrypted connections. Sessions are not recorded unless explicit consent is obtained in advance.
6. Use of AI-Assisted Transcription (Heidi)
With your consent, Heidi may be used to assist with transcribing information during sessions.
Key points:
- AI transcription is used solely to support clinical documentation
- Transcribed information is reviewed and edited for accuracy by the psychologist, Transcripts are then deleted after the notes have been saved in the client file then all information in the HEIDI platform is deleted (within 48 hours of the session).
- Information is uploaded securely into the client file
- You may raise concerns or opt out at any time, including before or during your initial session
If you choose not to consent, session notes will be completed manually.
7. Storage and Security of Information
Your personal information is stored securely using the following methods:
- Halaxy for electronic clinical records, bookings, and billing
- Password-protected and secure electronic devices
- Encrypted USB backup storage, stored securely
Reasonable steps are taken to protect information from loss, misuse, unauthorised access, modification, or disclosure.
Access to client records is restricted to the treating psychologist only.
8. Access to Your Information
You may request access to your personal information, subject to the exceptions outlined in the Australian Privacy Principles.
Please note:
- Records must be retained for a minimum of 7 years from the last date of service
- If you were under 18 at the time of treatment, records must be retained until you are 25 years of age
- Requests for reports, summaries, or transfer of large volumes of information require written consent and may incur a fee based on time and complexity
9. Confidentiality and Disclosure
All personal information remains confidential except when:
- Disclosure is required or authorised by law (e.g. subpoena or court order);
- Failure to disclose would place you or another person at serious risk of harm;
- You provide prior written consent (or consent from a parent/guardian where applicable);
- You would reasonably expect information to be shared for your care (e.g. with your GP);
- Professional consultation is required to improve service delivery (identifying details remain confidential).
If there is concern about risk to life, health, or wellbeing, Empower Me Psychology is required to notify appropriate authorities in line with state and federal legislation.
10. Overseas Disclosure
Your personal information is not disclosed to overseas recipients unless you provide consent or disclosure is required by law.
11. Data Breaches
In the event of unauthorised access, disclosure, or loss of personal information, Empower Me Psychology will activate its data breach response plan and take all reasonable steps to minimise the risk of serious harm.
Where required by law, affected clients will be notified of an eligible data breach in accordance with the Notifiable Data Breaches scheme.
12. Complaints and Corrections
You have the right to:
- Request correction of inaccurate or incomplete information
- Lodge a complaint about the handling of your personal information
Complaints will be managed respectfully and in accordance with legal and ethical obligations.
If a privacy concern cannot be resolved directly, you may also contact the Office of the Australian Information Commissioner (OAIC).
13. Changes to This Policy
This Privacy Policy may be updated from time to time.
The most current version is available upon request.
14. Contact Details
For privacy enquiries, access requests, or complaints, please contact:
Empower Me Psychology
Email: info@empowermepsychology.com.au
Last updated: December 2025
