Terms, Conditions and Consent Form
Consent to receive psychological services
Psychological service
As part of providing a psychological service to you, your psychologist needs to collect and record personal information from you that is relevant to your situation, such as your name, contact information, medical history and other relevant information as part of providing psychological services to you. This collection of personal information will be a necessary part of the psychological assessment and treatment that is conducted.
Purpose of collecting and holding information
Your personal information is gathered as part of your assessment and treatment, is kept securely and, in the interests of your privacy, used only by your psychologist and the authorised personnel of the practice (as necessary). Your personal information is retained in order to document what happens during sessions, and enables the psychologist to provide a relevant and informed psychological service to you.
Consequence of not providing personal information
If you do not wish for your personal information to be collected in a way anticipated by this letter or the Privacy Policy, your psychologist may not be in a position to provide the psychological service to you.
Access to client information
At any stage you are entitled to access your personal information kept on file, subject to exceptions in the relevant legislation.
Disclosure of personal information
All personal information gathered by the psychologist during the provision of the psychological service will remain confidential except when:
1. it is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or
2. failure to disclose the information would in the reasonable belief of your psychologist place you or another person at serious risk to life, health or safety; or
3. your 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, eg. a parent, employer, health provider or third-party funder; or
• 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
Your personal information is not disclosed to overseas recipients, unless you consent or such disclosure is otherwise required by law. Your personal information will not be used, sold, rented or disclosed for any other purpose. In the event that unauthorised access, disclosure or loss your personal information occurs, a representative from Vowles Psychology will activate the data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.
Provision of a telehealth service
Where appropriate the service may be provided by telephone or videoconferencing. You are responsible for the costs associated with setting up the technology needed so you can access telehealth services. To access telehealth consultations, you will need access to a quiet, private space; and the appropriate device, i.e. smartphone, laptop, iPad, computer, with a camera, microphone and speakers; and a reliable broadband internet connection. The privacy of any form of communication via the internet is potentially vulnerable and limited by the security of the technology used. To support the security of your personal information this practice uses Health Direct, which is compliant with the Australian standards for online security and encryption.
Limitations of telehealth
A telehealth consultation may be subject to limitations such as an unstable network connection which may affect the quality of the psychology session. In addition, there may be some services for which telehealth is not appropriate or effective. Your psychologist will consider and discuss with you the appropriateness of ongoing telehealth sessions.
Fees
If payment is covered by a third-party payer (e.g., DVA, Bupa), then payment terms will be in accordance with the third party's agreement with Vowles Psychology.
Cancellation Policy
If you need to cancel or reschedule your appointment, you must give the psychologist at least 48 hours’ notice.
Cancellation less than 48 hours in advance or no show will incur 100% cancellation fee. This fee is payable by you before the next appointment is booked. By accepting an appointment with a psychologist at Vowles Psychology Clinic, you are agreeing to this cancellation policy.
Consent to receive psychological services by telehealth
I [you the client] have been provided with information about the service including the limitations to privacy and confidentiality and I have agreed that in circumstances where the psychologist is concerned about my welfare and is unable to contact me permission is provided for the psychologist to contact my appointed emergency contacts.
APS Charter for Clients of Psychologists
The Charter explains your rights as a client of a psychologist and can be obtained by emailing Vowles Psychology Clinic at kevin@vpsych.com.au
Crisis Support
Vowles Psychology Clinic cannot provide unscheduled crisis support. For such assistance you may try one of these services, or present to your nearest emergency department:
Kids Helpline - 1800 55 1800
MensLine Australia - 1300 78 99 78
Open Arms - 1800 011 046
LifeLine - 13 11 14
Suicide Call Back Service - 1300 659 467
Consent for Treatment
Declaration (by submitting the online form with signature)I [you the client] have fully read and understood this consent form. I agree to these terms and conditions for the services provided Vowles Psychology Clinic.
Privacy Policy
Vowles Psychology
Vowles Psychology is committed to protecting your privacy and complying with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), as well as other applicable legislation governing the handling of personal information. This Privacy Policy outlines how we manage the personal information of clients, prospective clients, professional contacts, referrers, and visitors to our website.
By engaging with our services or using our website, you consent to the handling of your personal information in accordance with this policy. A copy of this Privacy Policy is available on request in alternative formats if required.
Who We Are
"Vowles Psychology", "we", "us" and "our" refers to Vowles Psychology Pty Ltd (ABN 81 681 435 763).“You” and “your” refer to any individual whose personal information we collect, including clients, referrers, contractors, and website visitors.
What Is Personal Information?
“Personal information” means any information or opinion that can identify you, whether true or not and whether recorded in material form or not. This includes “sensitive information” such as health information, racial or ethnic origin, religious beliefs, or sexual orientation.
What Personal Information We Collect
We collect personal information necessary to provide clinical, administrative, and professional services. This may include:
· Full name, date of birth, contact details
· Health and medical history, Medicare or DVA details
· Referrer or healthcare provider information
· Notes from therapy sessions, assessments or reports
· Administrative and billing information
If you are a contractor, supplier, or professional contact, we may also collect business contact information, professional credentials, and relevant insurance or registration details. We will not adopt or use government-related identifiers (such as your Medicare or DVA number) as our own identifier unless legally required.
How We Collect Personal Information
We collect personal information directly from you where possible — including through:
· Phone calls, emails, or face-to-face meetings
· Referrals from health professionals
· Communications with government agencies such as Medicare or DVA
We may also collect personal information from third parties where authorised, including carers, GPs, hospitals, or legal representatives. If you provide personal information about someone else (e.g. as a carer), you must have their permission and make them aware of our privacy policy. If we receive personal information we did not request, we will assess whether we are permitted to retain it. If not, we will securely destroy or de-identify it.
Why We Collect Personal Information
We collect and use your information to:
· Assess your needs and provide appropriate psychological services
· Communicate with you or your referring provider
· Administer our practice operations, including appointments and billing
· Comply with legal, ethical, and professional obligations
· Provide alternative care pathways or referrals if necessary
If the personal information you provide is incomplete or inaccurate, we may be unable to offer you appropriate services. Where possible, we offer the option to interact anonymously or under a pseudonym (e.g. when making general enquiries), unless impractical or contrary to clinical or legal obligations.
Storage and Security of Information
We hold personal information in electronic format. We take reasonable steps to protect this information against loss, misuse, unauthorised access, or disclosure. Electronic records are stored on secure platforms with access controls, encryption, and two-factor authentication.
We take steps to ensure that the information we hold is accurate, complete, and up to date. You are encouraged to notify us of any changes to your personal details. We are required to retain clinical records for a minimum of seven years from the last date of contact, or until the client reaches age 25 (for clients under 18).
Disclosure of Personal Information
We will not disclose your personal information unless:
· You have provided consent
· Disclosure is necessary to prevent harm or respond to a medical emergency
· It is required or authorised by law (e.g. subpoena, public health laws)
· Disclosure is necessary to coordinate your care with other health professionals
· Disclosure is to trusted contractors or service providers (e.g. IT support, encrypted communications platforms) under binding confidentiality and data security obligations
We do not sell or rent your personal information. We do not use your personal information for direct marketing.
Overseas Data Handling
Some personal information may be transmitted or stored using secure third-party platforms that may process data outside Australia. Where this occurs, we take reasonable steps to ensure that overseas service providers comply with the Australian Privacy Principles or comparable safeguards. By engaging with our services or submitting your information through our website, you consent to this handling of your information.
Use of Our Website
Our website may collect de-identified data such as IP address, browser type, and pages visited, using cookies or analytics tools to improve performance. This data does not identify individuals. Our website may contain links to third-party websites. Vowles Psychology is not responsible for the privacy practices or content of those sites.
Access and Correction
You may request access to the personal information we hold about you and ask for corrections if it is inaccurate or outdated. Requests can be made in writing to the contact details below. We may ask for identification before granting access. Access may be refused in circumstances permitted by law (e.g. risk of harm). In some cases, we may require an appointment to review records with your treating psychologist. These sessions may be billed at the standard clinical rate.
Data Breaches
In the event of a data breach that is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC), in accordance with the Notifiable Data Breaches scheme.
Complaints or Concerns
If you have a concern or complaint about how we have handled your personal information, please contact us in writing. We will respond within 30 days. If you are not satisfied with our response, you may contact the OAIC: Website: www.oaic.gov.au
Contact Us
Privacy Officer
Vowles Psychology kevin@vpsych.com.au