Privacy Policy

Last updated: May 2026

At The Mind & Movement Co., we are committed to protecting your privacy and handling your personal and health information with care, professionalism, and confidentiality.

This Privacy Policy outlines how we collect, use, store, and disclose your personal information in accordance with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth), and applicable professional obligations relating to psychological and wellbeing services in Australia.

By engaging with our services, visiting our website, or providing your information to us, you consent to the practices outlined in this policy.

1. What Information We Collect

We may collect personal and sensitive information relevant to the services we provide, including:

Name, date of birth, address, phone number, and email address
Emergency contact details
Medicare, private health insurance, referral, or billing information
Health and psychological information relevant to your care
Appointment and attendance records
Information submitted through website forms, online bookings, or enquiries
Communications via phone, email, SMS, telehealth, or other electronic methods
Information provided by referrers, healthcare providers, schools, workplaces, sporting organisations, or support persons where consent has been provided or otherwise permitted by law

As a psychology and wellbeing practice, some information we collect may be considered sensitive health information under Australian privacy legislation.

We only collect information reasonably necessary for the provision of our services and to meet our legal, ethical, and professional obligations.

2. How We Collect Information

Information may be collected through:

Intake and consent forms
Online booking systems and contact forms
Face-to-face appointments
Telehealth consultations
Telephone, email, and SMS communication
Website enquiries and newsletter sign-ups
Referrals from GPs, schools, workplaces, allied health professionals, or other providers

Where practical, information is collected directly from you. In some circumstances, information may also be collected from third parties with your consent or where otherwise authorised by law.

3. Why We Collect Information

We collect, use, and store personal information to:

Provide psychological, counselling, coaching, wellbeing, and related services
Communicate regarding appointments, services, and enquiries
Coordinate care with relevant professionals where appropriate and consented to
Process payments, Medicare claims, and administrative requirements
Maintain clinical records in accordance with professional and legal obligations
Improve our services and website experience
Meet our obligations under Australian law and professional standards

4. Confidentiality and Disclosure

We are committed to maintaining the confidentiality of your personal information.

Personal information will generally not be disclosed to third parties without your consent unless:

Required or authorised by law
There is a serious and imminent risk to the safety, health, or wellbeing of you or another person
Records are subpoenaed by a court or otherwise legally requested
Disclosure is otherwise permitted under applicable privacy legislation or professional obligations

With consent, information may be shared with:

General Practitioners (GPs)
Referrers
Schools or workplaces
Other healthcare or allied health professionals involved in your care

5. Storage and Security of Information

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

Information may be stored:

Electronically using secure practice management systems and cloud-based platforms
Through telehealth and communication systems used to support our services
In secure digital files and records systems
In limited circumstances, as physical records stored securely

We work with third-party providers that support the operation of our services, including website providers, telehealth platforms, online booking systems, payment systems, and practice management software. We take reasonable steps to ensure these providers maintain appropriate privacy and security standards.

While reasonable safeguards are used, no method of electronic transmission or storage can be guaranteed as completely secure.

6. Telehealth and Electronic Communication

Where telehealth services are provided, sessions may occur via secure video conferencing platforms.

Electronic communication, including email, SMS, online forms, and internet-based communication, may carry inherent privacy and security risks. While we take reasonable precautions, we cannot guarantee the complete security of electronic communications.

Clients are encouraged to:

Attend telehealth sessions in a private and appropriate environment
Use secure internet connections where possible
Notify us if contact details change

7. Website Use, Cookies, and Analytics

Our website may use cookies, analytics tools, and similar technologies to improve website performance and user experience.

These tools may collect non-identifiable information such as:

Browser type
Device information
Website pages visited
General usage data

This information is used for website functionality, analytics, and service improvement purposes.

8. Access to and Correction of Information

You may request access to personal information we hold about you, subject to applicable legal and professional obligations.

You may also request corrections if you believe information is inaccurate, incomplete, or out of date.

Requests can be made by contacting us directly using the details below.

9. Links to External Websites

Our website may contain links to external websites operated by third parties.

These external websites are not under our control, and we are not responsible for the privacy practices, content, or operation of those websites.

Links are provided for convenience and informational purposes only and should not be taken as endorsements of external websites or their content.

We encourage users to review the privacy policies and terms of any third-party websites they visit.

10. Complaints and Concerns

If you have concerns about how your information has been handled, we encourage you to contact us directly so we can attempt to resolve the issue promptly.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

Office of the Australian Information Commissioner (OAIC)

11. Contact Us

For privacy-related enquiries, requests, or concerns, please contact:

The Mind & Movement Co.
Email: info@themindmovement.com
Website: The Mind & Movement Co.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, professional obligations, or business practices.

The most current version will always be available on our website.