Privacy Policy

Thank you for taking the time to view this privacy policy.

Yas Miller Clinical Psychology (ABN 84 407 567 178) is committed to protecting client privacy and maintaining the confidentiality of all personal and health information provided during engagement with the service. Clients have the right to understand how their information is collected, used, and safeguarded. All personal information is managed in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, ensuring confidentiality and security at every stage of involvement with Yas Miller Clinical Psychology.

All information discussed during sessions is treated as strictly confidential and is disclosed only with written consent, except where disclosure is required or authorised by law—for example, to prevent serious harm, protect a child, or comply with a court order.

By signing the consent form, clients acknowledge and agree to the collection, storage, and use of personal information solely for the purpose of providing psychological services.

Collection of Information

To deliver effective psychological care and maintain accurate records, Yas Miller Clinical Psychology collects personal information necessary for clinical and administrative purposes. This may include:

  • Personal information: name, date of birth, contact details, address, Medicare number, billing information.

  • Sensitive/health information: medical and psychological history, referring doctor details, medications, presenting concerns, cultural background, gender, sexual orientation, philosophical beliefs or affiliations voluntarily provided, clinical notes, and diagnostic impressions.

  • Website and technical data: device/browser type, IP address, session statistics, referring pages, general location, and information collected through cookies or similar technologies.

How information is collected

Information may be collected:

  • Directly from clients (online forms, email, SMS, phone, in-person, or telehealth).

  • From third parties with client consent or where required/authorised by law (e.g., GP/referrer, other treating providers, insurers, support persons).

  • Automatically through the website or associated online services.

Use of Personal and Sensitive Information

Personal information is collected and used solely for purposes directly related to the delivery of psychological services and the effective operation of the practice. This includes:

  • Providing assessment, intervention, and treatment planning.

  • Scheduling and managing appointments.

  • Maintaining accurate clinical and administrative records.

  • Preparing reports or correspondence with client consent.

  • Managing billing, payments, and Medicare/private health claims.

  • Meeting legal, ethical, and professional record-keeping obligations.

Reasons for collecting and using information

Personal and sensitive information is handled to:

  • register clients and schedule appointments;

  • provide assessment, therapy, and telehealth services;

  • communicate regarding appointments and treatment;

  • enable access to the website and associated systems;

  • comply with legal and professional obligations;

  • communicate with referrers or involved providers (where authorised);

  • manage administration, billing, and record keeping;

  • operate and secure practice systems and online platforms; and

  • meet regulatory and ethical requirements.

Disclosure of Personal Information

All personal and health information is treated with strict confidentiality and is shared only under the following circumstances:

  • With client consent: Information may be shared with other professionals or organisations involved in care.

  • With healthcare professionals: This includes communication with referring GPs as part of Medicare requirements, or collaboration with entities such as WorkCover, DVA, or third-party insurers where necessary for treatment or claims administration.

  • For reports and documentation: With client consent, relevant information may be included in reports such as assessments, progress updates, or NDIS documentation.

  • When required by law: Disclosure may occur in response to a court order or under specific legislative obligations.

  • To prevent harm: Information may be disclosed when there is a serious and imminent risk to the safety of the client or others, or where required to protect a child or vulnerable person.

  • For professional supervision: Clinicians participating in professional supervision may discuss client matters in a de-identified form to support clinical quality and ethical practice.

Storage of Information

Personal information is stored securely through platforms such as Zanda (practice management software), NovaPsych, and Stripe (payment processing).

Information is retained only as long as necessary to fulfil its purpose or comply with legal and professional obligations. Health records are retained for a minimum of seven (7) years from the date of the last appointment. For clients under 18 years, records are retained until at least age 25. When records are destroyed, the client’s name, date of destruction, and record time period are documented to ensure accountability.

Security of Information

Yas Miller Clinical Psychology implements a range of measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Safeguards include:

  • secure passwords and multi-factor authentication;

  • data encryption, firewalls, and updated antivirus systems;

  • administrative procedures to limit access to authorised personnel only.

While strong security measures are maintained, no method of electronic storage or transmission can be guaranteed entirely secure. Information transmitted via the internet is undertaken at the user’s own risk.

Accessing and Correcting Your Information

Clients have the right to access personal information held about them and to request corrections if they believe the information is inaccurate, incomplete, or out of date. Requests can be made by contacting Yas Miller Clinical Psychology directly. Responses will be provided within a reasonable timeframe.

In certain circumstances, legal requirements may permit refusal of a correction request. If a correction cannot be made, the client will be informed of the reasons and any available avenues for complaint.

Third Parties and Overseas Disclosure

Trusted third-party service providers—such as practice management systems, telehealth platforms, secure email hosting, IT support, data storage, analytics, and payment processors—may hold or process information on behalf of Yas Miller Clinical Psychology. Only information necessary for service delivery is shared, and providers are required to maintain appropriate privacy safeguards.

Some third-party services may store or process information overseas. Where overseas disclosure occurs, Yas Miller Clinical Psychology will:

  • seek client consent or ensure comparable privacy protections consistent with the Australian Privacy Principles; and

  • take reasonable steps (e.g., contractual safeguards) to ensure information remains protected.

Cookies and Analytics

Cookies and similar technologies may be used to support website functionality, security, and user experience, as well as to understand aggregated site usage. Browser settings can be adjusted to manage cookies; however, blocking some cookies may affect website functionality.

Google Analytics

The website may use Google Analytics and associated advertising features (e.g., Remarketing, Demographics and Interest Reporting). These tools use first-party and third-party cookies to understand website engagement and support service improvements.

Clients may opt out of Google Analytics Advertising Features by:

  • installing the Google Analytics Opt-out Browser Add-on;

  • adjusting Google Ads Preferences; or

  • updating advertising settings on mobile devices.

Marketing and Communications

Contact details may be used to share information about services, updates, or newsletters. Clients may unsubscribe at any time by emailing info@yasmillerpsychology.com.au.

Complaints

Privacy concerns or complaints may be directed to Yas Miller Clinical Psychology using the contact details provided. All concerns will be investigated, and a written response will be provided. If the outcome is unsatisfactory, clients may contact the Office of the Australian Information Commissioner (OAIC).

Changes to This Policy

This policy may be updated periodically. The most current version will be available on the practice website.

Contact us

Yas Miller Clinical Psychology

Address: 85 Bowman Road, Caloundra, QLD

Phone: 0493 697 032

Email: info@yasmillerpsychology.com.au