Privacy Policy

Effective Date: 15 January 2026
Jurisdiction: Australia (All States and Territories)

GS Psychology Services Pty Ltd (ACN 693 728 291) (we, us, our) is committed to protecting your privacy and the confidentiality of your personal information.

Practice contact email: hello@gspsychology.com.au

This Privacy Policy explains how we collect, hold, use, disclose, and protect personal information in accordance with:

The Privacy Act 1988 (Cth) and relevant State and Territory legislation
The Australian Privacy Principles (APPs)
The AHPRA Code of Conduct (December 2025)
The APS Code of Ethics and APS Private Practice Management Standards

This policy applies to all clients and individuals whose personal information we collect in the course of providing psychological services, including through our website, client portal, and direct interactions.

1. What Is Personal Information?

Personal information has the meaning given under the Privacy Act 1988 (Cth) and includes information or opinions that identify you or could reasonably identify you. Health information is a type of sensitive personal information and is afforded a higher level of protection.

2. Personal Information We Collect

We may collect the following types of personal and sensitive information where reasonably necessary to provide psychological services:

Identifying information: name, date of birth, gender, address, phone number, email address
Administrative information: appointment details, billing and payment records, Medicare or private insurance details where applicable
Emergency and support contacts: next of kin or nominated emergency contact
Clinical and health information: referral details, presenting concerns, session notes, treatment plans, assessments, outcome measures, correspondence, and reports
Third‑party information: information provided by other professionals such as GPs, psychiatrists, lawyers, insurers, employers, or funding bodies where relevant and authorised

We only collect information that is reasonably necessary for our functions as a psychology practice.

Storage method: Personal information is stored electronically using Zanda, a secure clinical and practice management system compliant with Australian privacy and data security requirements.

3. How We Collect Personal Information

We may collect personal information:

Directly from you during sessions (in-person or via telehealth)
Through intake forms, questionnaires, emails, text messages, or the client portal
Through interactions with GS Psychology Services administration staff
From other health practitioners through referrals or professional reports
From third parties such as lawyers, employers, insurers, or funding bodies where relevant and authorised

If you believe any information we hold about you is inaccurate, incomplete, or out of date, please notify your practitioner or practice administration staff.

4. Purpose of Collecting Personal Information

We collect, hold, use, and disclose personal information for the primary purpose of providing psychological services and operating our practice, including to:

Verify your identity
Provide psychological assessment, therapy, and related mental health services
Maintain accurate clinical records as required by professional and legal standards
Inform treatment planning and clinical decision‑making
Monitor progress and outcomes
Manage appointments, billing, and practice administration
Enable continuity of care where required
Comply with legal, ethical, and professional obligations

If you do not provide personal information requested, we may be unable to provide services, or may be limited in the standard or scope of services we can offer.

5. Access to Your Personal Information

You have the right to request access to your personal information, except where access is restricted by law.

Requests may be made verbally or in writing
Written requests will be responded to within 30 days
Where appropriate, an appointment may be arranged to discuss or clarify information

We may refuse access in limited circumstances permitted by law (for example, where access may pose a serious threat to health or safety or impact the privacy of others). If access is refused, reasons will be provided.

6. Confidentiality and Disclosure of Information

Your personal information is treated as strictly confidential. Information will only be disclosed in the following circumstances:

6.1 With Your Consent

Including, but not limited to:

Communication with your GP, psychiatrist, or other treating professionals
Providing reports or information to third parties such as insurers, lawyers, employers, or funding bodies
Sharing information with family members, guardians, or carers where appropriate

6.2 Clinical Supervision

Your practitioner may discuss aspects of your care with a qualified clinical supervisor for professional supervision or quality assurance purposes. Information is de-identified wherever possible. Supervisors are bound by confidentiality obligations.

6.3 Continuity of Care / Clinical Executor

In the event your practitioner is unable to continue practice due to death, serious illness, or incapacity, a designated clinical executor may access limited parts of your record solely to ensure continuity of care. All access remains subject to confidentiality obligations.

7. Exceptions to Confidentiality

We may disclose personal information without your consent when:

Required or authorised by law (e.g. court subpoena)
Mandatory reporting obligations apply (e.g. child protection, risk of harm)
Disclosure is necessary to prevent a serious and imminent threat to your life, health, or safety, or to another person

8. Telehealth Services

Telehealth services are primarily conducted via Zoom, which provides encrypted audio and video communication.

At the commencement of each telehealth session, you must provide your current physical location and a local emergency contact
If Zoom is unavailable or fails, alternative platforms (telephone, FaceTime, or Google Meet) may be used with your consent
You are responsible for ensuring a private environment and for your own internet connection, devices, and software

Telehealth sessions are not recorded unless explicitly agreed to in writing.

9. Website, Online Forms, and Electronic Communications

When you visit our website or submit information via online contact forms or booking systems, we may collect limited personal information that you voluntarily provide (such as your name, email address, and enquiry details).

We do not use website cookies or analytics tools to collect identifying health information. Any basic website usage data collected is used only to ensure the functionality and security of the website.

Electronic communications such as email are not always secure. While we take reasonable precautions, we cannot guarantee the security of information transmitted electronically.

10. Data Security and Data Breaches

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure.

In the event of unauthorised access, loss, or disclosure of personal information, GS Psychology Services Pty Ltd will:

Activate its data breach response plan immediately
Take reasonable steps to reduce the risk of serious harm
Notify affected individuals and the Office of the Australian Information Commissioner (OAIC) where required under the Notifiable Data Breaches scheme

11. Correction of Personal Information

You may request correction of your personal information if it is inaccurate, incomplete, or out of date.

Requests may be made verbally or in writing
We will respond within 30 days
If we do not agree that information should be corrected, you may request that a statement noting your disagreement be added to the record

12. Consequences of Not Providing Personal Information

Psychologists are legally and ethically required to maintain accurate clinical records. If you choose not to provide required personal or health information, this may limit or prevent our ability to provide psychological services.

13. Retention of Records

We retain client records in accordance with Australian legal, ethical, and professional obligations. In most circumstances, health records are retained for a minimum period required by law and professional standards.

Personal information is securely destroyed or permanently de‑identified when it is no longer required to be retained.

Client records are retained in accordance with Australian legal, ethical, and professional requirements. Records are securely destroyed or de-identified when no longer required to be retained by law.

14. Concerns and Complaints

If you have concerns about privacy or confidentiality, you are encouraged to discuss them with your practitioner or practice administration staff in the first instance.

You may request a copy of the Australian Privacy Principles at any time.

If your concerns cannot be resolved internally, you may make a formal complaint to the Office of the Australian Information Commissioner (OAIC):

Phone: 1300 363 992
Website: www.oaic.gov.au
Mail: GPO Box 5288, Sydney NSW 2001

You may also contact GS Psychology Services Pty Ltd directly at hello@gspsychology.com.au regarding privacy concerns.

15. Changes to This Privacy Policy

All personal information held by GS Psychology Services Pty Ltd is governed by the most current version of this Privacy Policy. Any updates will be made available on our website, and we encourage you to review it periodically.

This Privacy Policy may be updated from time to time to reflect changes in legal, regulatory, or practice requirements. The most current version will be available upon request or on our website.

If you have any questions about this Privacy Policy or the handling of your personal information, please contact GS Psychology Services Pty Ltd at hello@gspsychology.com.au.