Privacy Policy
Polaris Psychology Group is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/
Consent
Upon registering with Polaris Psychology Group, you consent to allowing our psychologists and staff to access and use your personal information for delivering optimal psychological care. Access to your information is limited to personnel who require it. Should there be a need to use your information for other purposes, we will seek additional consent from you.
What is Personal Information and why do we collect it?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect includes:
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Names
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Home and email addresses
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Phone and facsimile numbers
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Bank account information
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Medicare number for identification and processing rebates
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Health fund details
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Medical and psychological information: medical and psychological histories, diagnoses, social and family histories, risk factors
This Personal Information is obtained in many ways including interviews, correspondence, by telephone and facsimile, by email, via our website www.polarispsychology.com.au, and from cookies, and from third parties related to your healthcare (e.g., general practitioners and psychiatrists). We don’t guarantee website links or policy of authorised third parties.
We collect your Personal Information to provide psychological services to you. The primary reason for collecting, using, holding, and sharing your personal information is to manage your mental health effectively. This information is also vital for business-related activities, such as billing and payments, audits, accreditation, and internal processes like staff training. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing. When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Collection Methods
We gather your personal information through various methods, including:
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The initial registration process, which includes web inquiries and forms submitted or received before services begin.
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During the provision of psychological services.
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Through phone calls, online appointments, and other forms of communication.
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Occasionally from third-party sources like guardians, other healthcare providers, or government agencies, when direct collection from you is not feasible.
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Information gathered from claims, such as those under TAC, WorkSafe, and NDIS, as part of our work with you.
Sensitive Information
Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive information will be used by us only:
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For the primary purpose for which it was obtained
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For a secondary purpose that is directly related to the primary purpose
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With your consent; or where required or authorised by law.
Third Parties
Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances, such as from but not limited to general practitioners and psychiatrists, we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
Disclosure of Personal Information
Your Personal Information may be disclosed:
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To third parties within the same facility for operational purposes, in full compliance with privacy regulations.
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To other healthcare providers for the primary purpose or directly related secondary purpose of psychological care.
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When required by law or for public safety.
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In situations involving missing persons, legal claims, or dispute resolutions.
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For mandatory notifications of specific health conditions.
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When necessary to reduce or prevent a serious threat to a patient’s life, health, safety, or public health, or if it is not feasible to obtain the patient's consent.
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To establish, exercise, or defend a legal or equitable claim.
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For confidential dispute resolution processes.
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As a part of the supervision process with a senior psychologist for professional development and clinical supervision, in accordance with the Australian Health Practitioner Regulation Agency (AHPRA) requirements.
Access to your information is strictly controlled, and we do not use your personal information for direct marketing unless we have your explicit consent.
Security of Personal Information
Any information collected by Polaris Psychology Group is held in the strictest confidence. Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure. Access is restricted to authorised Polaris Psychology Group personnel only.
Your Personal Information will be kept for and disposed of after a minimum of seven years since your last contact unless legal requirements specify otherwise. In the case of Personal Information collected while the client was less than 18 years old, psychologists retain the records at least until the client attains the age of 25 years.
Data breach plan
We follow the national requirements. See here: https://www.oaic.gov.au/privacy/notifiable-data-breaches/
Access to your Personal Information
You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing. Polaris Psychology Group will aim to process this request within 14 days. We will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.
Polaris Psychology Group recognises that patients have the right to request access to their medical records. You must submit this request in writing directly to a Polaris Psychology Group staff member, and a response will be provided within a reasonable time. All requests are generally processed within 14 business days, and a fee will apply in accordance with the Health Records Act. The typical fee is 20 cents per page, along with an administration fee of $42.02.
We may require identification from you before releasing the requested information to protect your Personal Information.
Maintaining the Quality of your Personal Information
It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
Policy Updates
This Policy may change from time to time and is available on our website.
Privacy Policy Complaints and Enquiries
If you have any queries or complaints about our Privacy Policy, please contact us at:
Polaris Psychology Group