INFORMATION

ANN BOONZAIER ABN 71593642551 founder of Kaizen Psychology complies with the Privacy Act 1988 (Cth) (“Privacy Act”) and the applicable Privacy Principles in the Privacy Act when handling personal information, together with the Health Records Act 2001 (Vic) (“Health Records Act”) and the applicable Health Privacy Principles in the Health Records Act when handling personal information which is health information (“Health Information”).

We take the protection of your personal information seriously. Personal information includes any information or opinion, whether true or not, about a person who is identified or whose identity can reasonably be established.

Collection:

We and our psychologists collect personal information for the purposes of arranging appointments and delivering counselling services as well as communicating with you. We may collect information through our client consent forms via our online secure database Zanda (“Website”), or in the course of our psychologists undertaking counselling services in consultation and treatment of clients.

We collect personal information:

from clients– when they register an enquiry, book an appointment, attend our practice, and/or at any other time from time-to-time in the course of our psychologists providing counselling services;

from third party service providers – when they are engaged to supply services to us (such as but not limited to psychologists), provide information to us or invoice us for the provision of services;

when we receive enquiries through the Website and when the Website is otherwise accessed or used; when we receive enquiries via email or telephone.

The kind of personal information we may collect will depend on who you are (e.g. a client or third party service provider) and the nature of your interaction with us, and may include your full name, address, email address, date of birth, Medicare details, billing information, general appointment information and other personal information. If you do not provide us with all the information we request, our psychologists may not be able to deliver the counselling services.

Our psychologists may also collect your personal information in the manner and for the purposes contemplated above.

Some personal information we or our psychologists collect may include Health Information. We collect Health Information from clients when they attend our clinics for the purposes of arranging appointments and obtaining counselling services. Our psychologists collect Health Information in order to provide the counselling services. How your Health Information is dealt with is outlined in greater detail below.

The Health Information we collect enables us to arrange for the provision of counselling services and for the safe, appropriate and accurate provision of counselling services by our psychologists, to assess the needs of clients in the provision of counselling services and for us to generally assist in optimising the quality of our service.

Consent:

By engaging us or registering your details on our Website or by email or telephone, and/or using the Website or completing a client consent form or otherwise engaging our counselling services, you consent to us and our psychologists collecting, using and disclosing your personal information (including Health Information) for the purposes specified in this Privacy Policy.

Use:

We may use any personal information collected (excluding Health Information) to provide our counselling services, operate the Website, sign you up to our newsletter, respond to feedback and complaints, communicate with third party service providers or if needed to enforce our Client agreement (Client Consent Form) with you. If you are a third party service provider, we will use your personal information to communicate with you including to accept your offer to provide services, correspond with you in relation to the provision of services and to pay your invoices.

Health Information:

We and our psychologists comply with the Health Privacy Principles and the Ethical Guidelines of the Australian Psychological Society http://www.psychology.org.au/about/ethics in the collection, use and disclosure of all Health Information and to ensure that all Health Information is kept strictly confidential.

We and/or our psychologists may collect your Health Information when you attend our practice and/or at any other time from time-to-time in the course of arranging the provision of counselling services.

Our psychologists also collect your Health Information:

as necessary for the provision of counselling services, including recording personal information and Health Information which is relevant to your current situation for the purposes of assessment and diagnosis in your client notes,

only as necessary for the provision of counselling services, or as otherwise in accordance with your consent, or as may be required by law including Court order;

only from our clients (or from someone authorised by them) (including a caregiver if you have one);

with care, taking all steps as may be reasonably necessary to ensure your information remains confidential and that any persons it is disclosed it to in accordance with this Privacy Policy are also required to keep it confidential in accordance with the duty of care to you and in accordance with the Ethical Guidelines of the Australian Psychological Society http://www.psychology.org.au/about/ethics/

with accuracy, on the basis that you may at any time request a copy of the Health Information that we or our psychologists hold by emailing us at ann.psychology@westnet.com.au (subject always to applicable law) and where our records are found to be inaccurate, we will rectify any inaccuracies on the basis of the further information you provide.

Disclosure and sharing:

We will only disclose personal information to additional third parties with your consent in accordance with this Privacy Policy or if permitted or authorised to do so by law.

Ann Boonzaier (Clinical Psychologist) may disclose your Personal Information (but not Sensitive Information) to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.

Personal Information is only supplied to a third party when it is required for the delivery of our services, including in accordance with our AI Policy where written consent has been provided.

We may from time to time need to disclose Your Data to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request.

We may use Your Data to protect the copyright, trademarks, legal rights, property or safety of Ann Boonzaier (Clinical Psychologist), www.kaizenpsyc.com.au, its clients or third parties.

We may also use and share aggregate or non-personally identifying information about clients for market analysis, research, marketing or other purposes.

We will not disclose, sell, share or trade your Personal Information to any third parties unless we first receive your consent, except as set out in this Policy.

We may provide health information (Sensitive Information) to [third parties when consent has been provided in writing]. This will only be shared through secure means.

Information that we collect may from time to time be stored, processed in or transferred between parties located in countries outside of Australia.

If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer, to the extent permissible at law, our user databases together with any Personal Information, Sensitive Information and non-personal information contained in those databases. This information may be disclosed to a potential purchaser under an agreement to maintain confidentiality. We would seek to only disclose information in good faith and where required by any of the above circumstances.

By providing us with your Data, you consent to the terms of this privacy policy and the types of disclosure covered by this policy. Where we disclose your Personal Information to third parties, we will request that the third party follow this policy regarding handling your personal information.

Data security and quality:

We will take reasonable steps to protect the personal information we collect and hold from misuse, loss and interference and from unauthorised access and modification, and to make sure it is accurate, complete and up-to-date when we collect, use or disclose it.

To assist us, please ensure you provide us with your correct details, and let us know if you believe the information we have about you is inaccurate, incomplete, out of date or misleading (and we will take reasonable steps to correct the information). We may take steps to destroy or permanently de-identify information when it is no longer needed for any purpose for which it may be used or disclosed. We may retain and use de-identified information.

Our Website: www.kaizenpsyc.com.au

Ann Boonzaier (Clinical Psychologist) will take reasonable steps to protect your Data from misuse, loss, unauthorized access and modification or disclosure.

o This includes using locked filing cabinets or safes for storing paper records, practice premises secured with locks and alarms, restricted physical access to client files (only the practitioner can access them).

o Secure shredding of paper documents when no longer required. Use of secure, password-protected practice management software.

o Use of secure messaging for sensitive communications. Two-factor authentication for accessing systems where client data is stored.

o Regular secure backups of client data.

o Use of encrypted video conferencing platforms for telehealth. Devices used for practice purposes (computers, tablets, phones) are password-protected and only used by the practitioner.

o A documented privacy policy outlining data collection, storage, access, and disclosure practices.

o The practice has a Privacy Policy consistent with the Australian Privacy Principles (APPs), provided to clients at intake

o Informed consent regarding collection, storage, use, and disclosure of personal information is obtained from clients

o Client records are retained in accordance with professional and legal requirements (typically 7 years after last contact, or until age 25 for minors treated as children)

o A process is in place for managing and responding to data breaches, including notification if required under the Notifiable Data Breaches Scheme

o The practitioner is the sole authorised person with access to full client records

o Where any third-party IT services (e.g. software support) may access systems, confidentiality agreements are in place

o The Privacy Policy and security procedures are reviewed regularly to maintain compliance with current legal requirements and best practices.

Despite taking appropriate measures to protect your Data used and collected by us, please be aware that no data security measures can guarantee 100% security all of the time. The transmission and exchange of information is carried out at your own risk.

We cannot guarantee the security of your Data that you transmit to us or receive from us. Although we take measures to safeguard against unauthorised disclosures of your Data, we cannot assure you that your Data we collect will not be disclosed in a manner that is inconsistent with this privacy policy.

You are solely responsible for maintaining the secrecy of any passwords and other account information pertaining to our Platform, apps or services.

Cookies:

Our Website may use “cookies”; technology to store data on your computer using the functionality of your browser. Many websites do this because cookies allow the website publisher to do useful things like find out whether the computer has visited the site before.

You can modify your browser to prevent cookie use – but if you do this our service (and our Website) may not work properly. The information stored in the cookie is used to identify you. This enables us to operate an efficient service and to track the patterns of behaviour of visitors to the Website.

In the course of serving advertisements to the Website (if any), third-party advertisers or ad servers may place or recognise a unique cookie on your browser. The use of cookies by such third party advertisers or ad servers is not subject to this Privacy Policy, but is subject to their own respective privacy policies.

Access, correction and complaints:

You can request, and we will provide you with access to, any personal information we hold about you (including any Health Information) (subject to any applicable legal exceptions). Please also let us know if you have any concerns or complaints about the way we are handling your personal information so we can address them. Requests should be submitted by email to ann.psychology@westnet.com.au. Where our records are found to be inaccurate, we will promptly rectify any inaccuracies on the basis of the further information you provide.

Transfer in certain circumstances:

If there is a sale, merger, consolidation, change in control, transfer of substantial assets, reorganisation or liquidation of us then, subject always to the Ethical Guidelines of the Australian Psychological Society http://www.psychology.org.au/about/ethics/, we may transfer, sell or assign personal information (other than Health Information) collected to one or more relevant third parties. Subject always to your consent, we may also transfer any Health Information we hold about you to your psychologist in the event your psychologist leaves our practice.

Changes to this Privacy Policy:

This Privacy Policy forms part of the agreement between you and us (either in your capacity as a client or a third party service provider). We may, from time to time, amend this Privacy Policy, in whole or part, in our sole discretion. Any changes to this Privacy Policy will be effective immediately upon the posting of the revised Privacy Policy on www.kaizenpsyc.com.au. Depending on the nature of the change, we may announce the change on the www.kaizenpsyc.com.au home page or by email (if we have your email address). However, in any event, by continuing to use the Website and/or our service following any changes, you will be deemed to have agreed to such changes. If you do not agree with the terms of this Privacy Policy, as amended from time to time, in whole or part, you must terminate your use of the Website and inform us immediately prior to any further receipt of our counselling services.

If you have any questions about this Privacy Policy, or if you wish to request access to your personal information, correct or update you details or raise any privacy concerns you may have, please contact us at ann.psychology@westnet.com.au

For further information on your privacy rights go to: www.privacy.gov.au

For further information on the Health Records Act, go to:

https://www2.health.vic.gov.au/about/legislation/health-records-act; http://www.health.vic.gov.au/hsc/downloads/hppextract.pdf