Privacy Policy
At Oak and Sage Psychology, protecting the privacy and confidentiality of our clients' personal information is of upmost importance. The way we manage personal information is governed by the Privacy Act 1988 (Cth) (Act) and the Australian Privacy Principles (APPs). This Privacy Policy outlines how we collect, disclose, and manage your personal information. By accessing our website or using our services, you agree to the terms outlined in this Privacy Policy.
Client information
To provide thoughtful, personalised psychological care, we gather and retain personal information provided by clients and referrers. This information is used to support the delivery of our professional services, including identification, communication, invoicing, and treatment planning. The personal information we collect may include details such as your name, gender, date of birth, country of origin, contact information, health history, educational and professional background, credit and banking details, and information relevant to your wellbeing, treatment goals, and psychological assessments. Collecting this information helps us understand your needs and provide the most effective and appropriate support.
How client information is collected and held
Your personal information is collected as an integral part of your assessment, diagnosis, and treatment process, and is maintained securely. Personal information may be collected during direct conversations, completed forms (either paper or electronically), email or phone/SMS correspondence, and information shared by other healthcare professionals involved in your care (with your consent). We may reach out to clients through various channels, including telephone, email, SMS, or mail.
As mandated by the Privacy Act 1988, we are committed to adhering to strict guidelines governing the collection, use, and disclosure of personal data, including during telehealth sessions. Your personal data is retained to document session details and enable the provision of relevant, ethical, and informed psychological services. To ensure compliance with Australian privacy laws, all data is stored within Australia, with strict adherence to the Australian Privacy Principles.
Oak and Sage Psychology manages personal records electronically within your client file on the practice management software, Halaxy. Halaxy’s privacy policy can be viewed here. Any hand copy documentation is converted into electronic format and uploaded into your electronic file. Any hand copies are then securely shredded and disposed of confidentially. Despite taking appropriate measure to protect personal information used and collected by us, please be aware that no data security measures can guarantee 100% security all the time. We cannot guarantee the security of any information transmitted to us via the internet and such transmission is at your risk.
At Oak and Sage Psychology you may be requested to complete online assessments hosted by third-party platforms such as Novopsych. Novopsych’s privacy policy can be found here. Clients reserve the right to decline or retract consent for providing personal data through Novopsych. Raw data, interpretive scores, and reports are securely stored within your electronic file on our practice management software.
Disclosure of personal information
Only your treating psychologist will have access to your personal information. Clients’ personal information will remain confidential except when:
It is subpoenaed by a court or otherwise required or authorised by law; or
If failure to disclose would reasonably endanger your or another person's life, health, or safety; or
The client’s prior approval has been obtained to:
provide a written report to another professional or agency, e.g., a GP or a lawyer; or
discuss the material with another person, e.g. a parent, employer or health provider; or
disclose the information in another manner; or
Disclosure is necessary for the primary purpose for which it was collected, such as informing your referring GP of treatment and progress, and you would reasonably expect such disclosure.
Clients’ personal information will not be used, sold, rented or disclosed for any other purpose.
Mandatory reporting
Oak and Sage Psychology follows a mandatory reporting policy, requiring psychologists to report disclosures of harm, including child sexual assault, physical abuse, or neglect, to relevant authorities as mandated by law. If your psychologist receives information indicating that a child under your care is at a significant level of risk, they will be required to report such information to the state child protection agency or Police.
Supervision
Psychologists engage in ongoing professional development, peer consultation, and supervision as required by Australian regulations. At times, your psychologist may need to discuss your case with their supervisor or peers to ensure quality assurance. Prior to this, your psychologist will seek your consent to discuss your information with their supervisor. Confidentiality is strictly upheld, with all identifying details removed before supervision discussions. Supervisors and peers are bound by the same confidentiality rules as your treating psychologist.
Requests to access and update your personal information
Clients are able to request to view the personal information about them kept on file. By law, your psychologist is obligated to retain your file for a minimum of 7 years following your last interaction with Oak and Sage Psychology.
Upon request, you have the right to access the information contained in your file, subject to exceptions outlined in the National Privacy Principles. Should you wish to do so, you will be encouraged to schedule a session with your psychologist to discuss the content of your file and any potential risks associated with releasing this personal information. Please note that fees may apply for file preparation and review. If you believe any details we hold are inaccurate or incomplete, please advise your psychologist, who will respond within 30 days.
How can you complain about a breach of the Australian Privacy Principles and how do you deal with complaints?
If you have any questions, complaints, or concerns about how your information is managed, please contact us directly; we are committed to addressing privacy matters respectfully, fairly, and promptly. Please contact us by sending mail to PO Box 100, St Agnes SA 5097, emailing us at admin@oakandsagepsychology.com.au.
Should you wish to escalate the matter, you may contact the Office of the Australian Information Commissioner (OAIC) by writing to GPO Box 5218, Sydney, NSW, 2001, or by calling 1300 363 992.
Changes to this privacy policy
This policy is current from December 2025. Oak and Sage Psychology may amend this Privacy Policy from time to time to reflect changes in our practice and legal/ethical requirements. We suggest that you visit our website regularly to keep up to date with any changes.
Last updated: December 2025.