FeelGrounded Privacy Policy

Introduction FeelGrounded Pty Ltd trading as FeelGrounded Psychology and Coaching (FeelGrounded, we, us, or our) respects your privacy and is committed to protecting the personal and health information we collect. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Policy explains how we collect, use, store, disclose and allow you to access your personal information.

Definitions

personal information: has the meaning given in the Privacy Act — information or an opinion about an identified or reasonably identifiable individual, whether recorded or not.
health information: as defined in the Privacy Act, including information about an individual’s health, medical history, health services provided, or other personal information collected in the provision of a health service.
primary purpose: the purpose for which personal information is collected.
secondary purpose: any use or disclosure of personal information for purposes other than the primary purpose.

What information we collect

We collect the personal and health information needed to provide psychological services. This may include:

identity and contact details (name, DOB, address, phone, email);
clinical information (medical history, current medications, assessments, session notes, treatment plans, referral details, diagnostic reports);
administrative and billing information (Medicare or other health identifiers, health fund details, payment details); and
technical/usage data when you use our website (for example, IP address, browser type, device identifiers, pages visited).

How we collect information

We collect information directly from you when you provide it in person, by phone, email or via our website, or when you complete intake forms. We may also obtain relevant information from third parties (for example, referrers, other health professionals or guardians) where you have consented or where it is necessary and lawful (for example in an emergency).

How we use your information

We use personal information for the primary purposes of delivering psychological assessment, treatment and related administrative services. This may include:

providing and managing appointments and clinical care;
preparing reports and correspondence;
billing, invoicing, and claim processing; and
communicating practice information or changes to services.

We may also use information for secondary purposes where related to the primary purpose or with your consent, or where permitted or required by law (for example to prevent serious harm or to comply with a court order).

Disclosure of information

We may disclose personal information to:

our practitioners, authorised practice staff, and contracted service providers (for example, IT support, billing services);
external supervisors, consultants, or peer reviewers, generally using deidentified information unless you have consented to identified disclosure or disclosure is required by law;
other healthcare providers involved in your care (with your consent, where
required); and
legal or regulatory bodies where disclosure is required by law.

Where practicable, we store and process information in Australia. However, some service providers we use (including cloud hosting or software vendors) may store or process data overseas. Where that occurs, we will take reasonable steps to ensure adequate protections are in place and that transfers comply with APP 8.

Storage and security

We maintain physical, technical, and organisational safeguards to protect your information from unauthorised access, loss, misuse, or disclosure. Electronic records are stored in our practice management system (Halaxy) and are protected by password controls and encryption in transit and at rest, where available. Paper records are held in locked storage. Access is limited to authorised personnel.

Retention

Records are retained in line with legal and professional requirements. Generally, clinical records are kept for a minimum of seven years after the last date of service for adults, or until the client turns 25 where treatment began as a minor, unless a longer retention period is required.

Access, correction, and complaints

You may request access to the personal information we hold about you, or request corrections where you believe information is inaccurate. We will respond in a timely way and may charge a reasonable administrative fee for providing copies. In some cases, we may refuse access where permitted by law (for example, where disclosure would create a serious threat to health or safety).

If you have concerns about how we handle your information, please contact us at info@feelgrounded.life, and we will try to resolve your query. If you remain dissatisfied, you may contact the Office of the Australian Information Commissioner (OAIC).

Third-party websites, cookies, and analytics

Our website may use cookies and collect standard website usage information to help improve the site and monitor traffic. We may link to third-party websites; those sites are not governed by this Policy, and we encourage you to review their privacy policies.

Changes to this Policy

We may update this Policy from time to time. Any significant changes will be posted on our website and take effect upon posting. Please check back periodically to review the current Policy.