Privacy Policy

---

                                         White Poppy Psychology Privacy Policy

White Poppy Psychology is committed to protecting your privacy and handling your personal

information responsibly and in line with Australian law, including the Australian Privacy

Principles.

Collection and Use of Personal Information

We collect personal information such as your name, contact details, and relevant medical

and psychological history to provide effective, ethical, and safe psychological services.

Information is collected through:

• Online intake forms

• Email correspondence

• Phone or video consultations

• Session notes

Your information is used to:

• Deliver psychological services

• Assess eligibility for services (e.g., Medicare rebates)

• Maintain accurate clinical records

• Comply with legal obligations

Confidentiality

All sessions are conducted privately. Psychologists are not observed by others during

sessions. Notes, emails, and chat transcripts may be retained securely in line with

professional standards.

Limits to Confidentiality

Confidentiality may need to be breached if:

• There is risk of harm to you or others

• There is a risk involving a person under 18

• There is information about a serious criminal act

• Required by law (e.g., subpoena)

Where possible, your psychologist will discuss disclosures with you beforehand. In certain

cases (e.g., high risk), disclosure may occur without prior notice.

Access to Your Information

You are entitled to request access to the personal information we hold about you, subject to

legal exceptions. Your psychologist can discuss available forms of access.

Record Keeping and Storage

We maintain secure records of client sessions for at least seven years after your last contact,

in line with the Australian Psychological Society (APS) Code of Ethics.

Records are securely stored:

• Digitally in practice software compliant with Australian Privacy legislation

• Physically in locked cabinets (if paper records are used)

After the retention period, records are securely destroyed.

Security of Information

• Payments are processed via Halaxy, using Secure Socket Layer (SSL) technology.

• Credit card information is encrypted during transmission. White Poppy Psychology

does not access your full card details.

• Telehealth sessions are conducted via DoxyMe, a secure platform. While we take all

reasonable steps to protect data, we cannot accept responsibility for any breaches

outside our control.

Use of Information

Your personal information is used only for your care and cannot be shared or used on behalf

of any third party without your explicit permission, except where required by law.

Your Responsibilities

You are responsible for maintaining the confidentiality of documents downloaded to your

own devices, including emails or transcripts.

Contact and Complaints

If you have questions about our privacy practices or wish to make a complaint:

• Contact your psychologist directly

• Or email: support@whitepoppypsychology.com.au

• You can also contact the Psychology Board of Australia at 1300 419 495 or the

Australian Psychological Society at (03) 8662 3300