Your privacy is of the utmost importance to Sagacity Services. We understand the sensitive nature of personal information and the trust that is placed in us when it is shared.
This policy provides information about the confidentiality of your treatment with our practice and how we collect, use, disclose, store and protect personal information.
Sagacity Services collects, uses and retains personal information as required for the provision of psychological services.
This Privacy Policy explains how Sagacity Services collects, uses, discloses, stores and protects personal information in accordance with:
• The Privacy Act 1988 (Cth);
• The Australian Privacy Principles (APPs) contained within the Privacy Act;
• The Notifiable Data Breaches (NDB) Scheme;
• Any applicable State or Territory health records legislation;
• The Health Practitioner Regulation National Law;
• The Psychology Board of Australia Code of Conduct and associated professional obligations.
This policy applies to all individuals who contact or interact with Sagacity Services, including patients, prospective patients, carers, guardians, referrers and other service providers.
If you do not wish for your personal information to be collected in the manner described in this policy, Sagacity Services may be unable to provide services to you.
Sagacity Services is committed to managing personal information in an open and transparent manner consistent with the Australian Privacy Principles.
Privacy Policy
What Personal Information Do We Collect?
We collect personal information that is reasonably necessary to provide psychological services and meet legal, professional and administrative obligations.
This may include:
• Name, address, date of birth and contact details;
• Emergency contact information;
• Medicare, DVA, NDIS, private health insurance or compensation scheme information;
• Referral information and correspondence;
• Health and mental health history;
• Assessment results;
• Clinical notes and treatment records;
• Appointment, payment and billing records;
• Communications by telephone, email, SMS or other electronic means;
• Information relating to risks to safety or wellbeing.
Where appropriate, and with your consent (unless otherwise authorised or required by law), we may obtain relevant information from third parties.
We only collect information that is reasonably necessary to provide safe and effective psychological services and to fulfil our professional obligations.
Health information is considered sensitive information under the Privacy Act 1988 (Cth). Sagacity Services only collects sensitive information where it is reasonably necessary for the provision of psychological services and where consent has been obtained, unless collection is otherwise authorised or required by law.
How Do We Collect Personal Information?
Personal information is generally collected directly from you through intake forms, clinical interviews, assessments, therapy sessions, telephone conversations, emails, SMS communications, telehealth sessions and website contact forms.
Consent for the collection, use and disclosure of personal information may be obtained in writing, electronically or verbally, depending on the circumstances.
Communications relevant to your care may be retained as part of your clinical record.
When you visit our website, anonymous information such as browser type, pages viewed, session duration, IP address and device information may be collected for website administration, security and analytics purposes.
Cookies and Website Analytics
Our website may use cookies and similar technologies to improve functionality, security and user experience. We may use analytics services to help us understand website traffic and usage patterns. Information collected through these technologies is generally not used to personally identify individuals.
Most web browsers allow users to manage or disable cookies through browser settings; however, doing so may affect website functionality.
Why Do We Collect Personal Information?
We collect personal information for the primary purpose of providing psychological assessment, treatment and related health services, communicating with you about appointments and care, coordinating healthcare, preparing reports, maintaining records and complying with legal and professional obligations.
Who Has Access to Your Information?
Personal information is only accessed by individuals who require it to perform their role. This includes your treating psychologist and approved administration staff.
Psychologists may discuss aspects of your care in professional supervision, peer consultation, or professional development activities. Wherever practicable, identifying information will be minimised or removed.
Third-Party Service Providers
Sagacity Services may engage trusted third-party providers to support the delivery of services and operation of the practice. These may include providers of practice management software, secure cloud-based storage, email and communication systems, telehealth platforms, and information technology support services.
These providers are only given access to information reasonably necessary to perform their functions and are expected to maintain appropriate privacy, confidentiality and security protections.
Disclosure of Personal Information
All personal information collected by Sagacity Services is treated as confidential.
Your information will not be disclosed without your consent unless authorised or required by law.
Personal information will not be sold, rented or otherwise disclosed for marketing purposes.
Sagacity Services does not use personal information for direct marketing purposes.
Overseas Disclosure
Sagacity Services uses systems that incorporate privacy and security measures designed to support the secure handling of health information. We do use Google Workspace and information may be processed outside Australia.
Where overseas disclosure occurs, reasonable steps will be taken to ensure information is protected in accordance with Australian privacy laws.
Protection of Personal Information
Sagacity Services takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
Record Retention
Clinical records are retained in accordance with applicable legal, professional and regulatory requirements.
In general, adult patient records are retained for a minimum period of seven (7) years from the date of the last professional contact, although records may be retained for longer where required by law, professional obligations, insurance requirements or legitimate business purposes.
When records are no longer required, reasonable steps will be taken to securely destroy or de-identify the information.
Digital Communication
While reasonable precautions are taken, email, SMS and electronic communication cannot be guaranteed to be completely secure.
Telehealth
Telehealth services are delivered through reputable third-party platforms selected for privacy and security considerations. Sagacity Services uses Healthdirect Video Call services for telehealth consultations. The platforms selected provide appropriate privacy and security protections for healthcare services.
Audio and Video Recordings
Sessions will not be audio or video recorded by Sagacity Services without your prior informed consent. Any authorised recordings will be for supervision purposes only and will be stored securely and destroyed when no longer required.
Access to and Correction of Personal Information
You may request access to your personal information or request correction of inaccurate information. Requests should be made in writing to welcome@sagacityservices.com.au.
Data Breach Response
Sagacity Services maintains procedures for identifying, assessing and responding to privacy incidents and data breaches.
Business Continuity
If unexpected incapacity, illness or death occurs, access to records may be provided to a suitably qualified practitioner, for continuity of care and management of professional obligations.
Our Privacy
We respectfully request that patients do not audio record, video record, photograph or otherwise capture sessions without the knowledge and consent of all participants.
Changes to This Privacy Policy
Sagacity Services will update this Privacy Policy from time to time.
Concerns, Questions and Complaints
If you have concerns or questions about the management of your personal information, please contact:
Clinical Associate Professor Kylie Bailey
Sagacity Services Email: welcome@sagacityservices.com.au