Privacy Policy

Last updated: [Date]

This Privacy Policy describes how MindWise Workplace Solutions collects, uses, and protects personal information in accordance with the Privacy Act 1988 (Cth) and Australian Privacy Principles.

Information We Collect

We may collect personal information when you:

  • Use our website or contact forms

  • Book appointments through our online booking system

  • Subscribe to our newsletter or resources

  • Attend our services or consultations

  • Communicate with us via email or phone

  • Fill in hard copy forms, such as intake forms

Or when other health practitioners provide personal information to MindWise Psychological Solutions, via referrals, correspondence and medical reports.

This information may include your name, address, contact phone numbers, medical history, and other personal information collected as part of providing the psychological service.

How We Use Your Information

Personal information is collected and used to:

  • Provide psychological and organisational consultation services, which includes assessing, diagnosing and treating a client’s presenting issue or providing psychological intervention

  • Respond to enquiries and manage appointments

  • Send requested information, newsletters, or updates

  • Comply with legal and professional obligations

  • Improve our services and website functionality

Information Security and Storage

We use secure electronic document management systems to store and protect your information. These are only accessible by relevant employees or any authorised service provider in accordance with the practice's policies and procedures.

  • Squarespace: Our website uses SSL encryption to protect information transmitted through contact forms and during browsing.

  • Calendly: Our online booking system uses enterprise-grade security including data encryption and secure data centres to protect appointment information.

  • Microsoft 365: Email communications and document storage are protected by Microsoft's security infrastructure, including encryption and multi-factor authentication.

  • Zoom: Video consultations are protected by TLS encryption and 256-bit AES encryption for meeting content.

  • Xero: Financial information is encrypted and stored securely with multi-factor authentication and industry-standard data protection.

  • iinsight: Clinical records are encrypted both in transit and at rest (TLS1.2), with single-tenanted databases and 24/7 monitoring.

Disclosure of Information

Your personal information will remain confidential except when:

  • Required by law (including court orders or mandatory reporting obligations);

  • Failure to disclose the information would, in the reasonable belief of the MindWise Psychological Solution's psychologist or employee, place a client or another person at serious risk to life, health or safety; or

  • Your prior approval has been obtained to:

    • provide a written report to another agency or professional, e.g., a GP or a lawyer;

    • discuss the material with another person, e.g. a parent, employer, health provider, or third party funder;

    • disclose the information in another way; or

    • disclose to another professional or agency (e.g. your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected.

We do not sell, rent, or trade personal information. Information is not disclosed to overseas recipients, unless the client consents or such disclosure is otherwise required by law.

Your Rights

You have the right to request to access and correct the personal information we hold about you. The psychologist may discuss the contents with you and/or give you a copy; subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that your personal information is inaccurate, out of date, or incomplete, reasonable steps will be taken to ensure that this information is corrected. 

All requests for access to, or correction of, personal information held by MindWise Psychological Solutions should be lodged with Dr. Katharine Smith via the contact details below. These requests will be responded to in writing within 14 days and would not exceed 30 days. An appointment will be made if necessary for clarification purposes.

Data Breach Response

In the event a data breach, unauthorised access, disclosure or loss of a client’s personal information occurs, MindWise Psychological Solutions will activate our Data Breach Policy and use all reasonable endeavours to minimise any risk of consequential serious harm.

Cookies and Website Analytics

Our website may use cookies and analytics tools to improve user experience. You can manage cookie preferences through your browser settings.

Contact Us

For privacy-related enquiries, access requests, or complaints, email Dr Katharine Smith at contact@mindwiseworkplace.com.au. 

Upon request you can obtain a copy of the Australian Privacy Principles, which describe your rights and how your personal information should be handled.

External Complaints

If you're not satisfied with our response to a privacy complaint, you may lodge a formal complaint about the use of, disclosure of, or access to, their personal information with the Office of the Australian Information Commissioner:

  • Phone: 1300 363 992 

  • Online: oaic.gov.au 

  • Post: Office of the Australian Information Commissioner, GPO Box 5288, Sydney, NSW 2001

Updates to This Policy

This policy may be updated periodically. The current version will always be available on our website.

Professional Obligations

As a registered psychologist, Dr Kate Smith is bound by the Australian Psychological Society Code of Ethics and Psychology Board of Australia standards regarding confidentiality and information management.