Privacy Policy | Rose Reilly Psychology

Overview

Rose Reilly Psychology ("we", "Rose", or "the practice") is committed to protecting your privacy and handling your personal and health information with care, discretion and respect.

This Privacy Policy explains how we collect, use, store, disclose and protect your information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Health Records and Information Privacy Act 2002 (NSW) where applicable. As a registered health practitioner, Rose is also bound by the Australian Psychological Society (APS) Code of Ethics and the Psychology Board of Australia's guidelines on confidentiality.

By using this website or engaging our services, you consent to the practices described in this policy.

1. Information We Collect

Personal Information

Personal information is information that identifies you or could reasonably be used to identify you. We may collect:

Full name, date of birth, and contact details (phone, email, address)
Emergency contact details
Referral information (including GP or specialist details)
Medicare or private health fund details
Insurance or claim information (for insurer-funded appointments)
Payment information (processed securely — card details are not retained)

Sensitive Health Information

As a psychology practice, we collect sensitive health information in the course of providing services. This may include:

Details of your presenting concerns, mental health history, and treatment goals
Medical and psychiatric history, including medications and past treatment
Psychological assessment results and clinical formulations
Session notes, progress notes, and treatment plans
Information about your family, relationships, employment, and personal circumstances where relevant to your care
Any information you voluntarily share during the course of therapy

Website & Enquiry Information

When you contact us via the website enquiry form, we collect the information you provide (name, email, phone, and the content of your message). This information is used solely to respond to your enquiry and, where applicable, to facilitate your entry into care. We do not use enquiry data for marketing purposes.

Sensitive information: Health information is treated as sensitive information under the Privacy Act and is subject to a higher level of protection. We will only collect sensitive health information that is reasonably necessary for providing psychological services.

2. How We Collect Your Information

We collect information in the following ways:

Directly from you — through intake forms, consent documents, the website enquiry form, phone or email contact, and information shared during sessions
From referring practitioners — GPs, psychiatrists, and other treating practitioners may provide referral letters, treatment summaries, or background information with your consent
From third parties — for insurer-funded or medico-legal matters, information may be received from insurers, lawyers, employers, or other parties involved in your claim, consistent with the purpose of the referral
From other treating providers — where you consent to us liaising with your treating team

We will always aim to collect information directly from you wherever possible. Where information is collected from a third party, we will inform you unless doing so would be inconsistent with the purposes of collection or required by law.

3. How We Use Your Information

Your personal and health information is used for the following purposes:

Primary Purposes

Providing psychological assessment, treatment, and consultation services
Maintaining clinical records and documenting treatment
Communicating with you about appointments, referrals, and your care
Processing payments and issuing invoices and receipts
Preparing reports for referrers, insurers, or legal parties where authorised
Complying with AHPRA registration requirements and professional obligations

Secondary Purposes

We may use your information for secondary purposes only where you would reasonably expect us to, or where you have provided consent. Secondary uses may include:

Quality assurance, professional supervision, and peer consultation (de-identified where possible)
Fulfilling mandatory reporting obligations
Responding to complaints or legal proceedings

We do not use your information for marketing, research, or commercial purposes without your explicit consent.

4. Disclosure of Your Information

Your information will not be disclosed to third parties without your consent, except in the circumstances below.

With Your Consent

We may share information with your treating GP, specialists, or other members of your care team where you have provided written or verbal consent to do so. For insurer-funded or medico-legal matters, reports and assessments are provided to the requesting party as specified in the referral.

Without Your Consent — Lawful Exceptions

In limited circumstances, we are required or permitted by law to disclose information without your consent:

Mandatory reporting: As a registered psychologist, Rose is a mandatory reporter and is required by law to report certain disclosures, including child abuse and neglect, to the relevant authorities
Risk to life: Where there is a serious and imminent risk to your life or the life of another person, we may disclose information to prevent that risk — including contacting emergency services or a nominated contact person
Legal and regulatory obligations: Information may be disclosed in response to a court order, subpoena, AHPRA investigation, or other lawful demand
Professional supervision: Clinical information may be discussed with a professional supervisor in a de-identified form as required by professional standards

Limits of telehealth confidentiality: While all reasonable steps are taken to ensure the security of telehealth sessions, Rose cannot guarantee the confidentiality of your environment. It is your responsibility to ensure you are in a private location during sessions.

5. Storage & Security of Your Information

How Your Records Are Stored

Clinical records and personal information are stored securely using practice management software with access controls, encryption, and secure cloud storage compliant with Australian privacy standards. Paper records, where used, are stored in a secure, locked environment.

Security Measures

We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification, or disclosure. These steps include:

Password-protected and encrypted systems
Secure, encrypted telehealth platforms
Access limited to authorised personnel only
Secure email practices for clinical correspondence

While we take all reasonable precautions, no system is entirely secure. If you have concerns about how your information is stored, please contact us.

Retention of Records

Health records are retained in accordance with legal requirements. Under Australian law, adult health records must generally be retained for a minimum of 7 years from the date of the last entry. Records relating to clients who were minors at the time of treatment must be retained until the client turns 25, or for 7 years from the date of the last entry, whichever is later.

After the required retention period, records will be securely destroyed.

Data Breaches

In the event of a data breach that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches (NDB) scheme.

6. Your Rights

Access to Your Information

You have the right to request access to the personal information we hold about you. Requests should be made in writing to rose@rosereilly.com.au. We will respond within 30 days. In most circumstances access will be provided; however, access may be declined where providing it would pose a serious threat to your health or safety, or the safety of others, or where required by law.

Correction of Your Information

If you believe that information we hold about you is inaccurate, incomplete, or out of date, you may request a correction. We will take reasonable steps to correct information that is inaccurate. Where a correction is not made, we will provide reasons and note your request on your record.

Complaints

If you believe your privacy has been interfered with, you are encouraged to raise the matter with Rose directly in the first instance by contacting rose@rosereilly.com.au or calling 08 6185 8254.

If you are not satisfied with our response, you may lodge a complaint with:

Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au | 1300 363 992
Australian Health Practitioner Regulation Agency (AHPRA): www.ahpra.gov.au
Psychology Board of Australia

7. Website & Cookies

Website Use

This website does not use tracking cookies, analytics platforms, or advertising technologies that collect personal information. The enquiry form collects only the information you choose to provide, which is used solely to respond to your enquiry.

Third-Party Links

This website may contain links to third-party websites (such as the online booking platform or external resources). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing any personal information.

Online Booking Platform

Online bookings are managed through Coreplus, a third-party practice management platform. Information provided during the booking process is subject to Coreplus's privacy policy in addition to this policy. Rose Reilly Psychology remains responsible for how your clinical information is used once it is received.

8. Telehealth & Digital Privacy

Session Platform

Telehealth sessions are conducted via an encrypted, secure video platform compliant with Australian privacy legislation. Sessions are not recorded by Rose without your explicit written consent. Clients must not record sessions without prior written consent from the practitioner.

Email & Electronic Communications

Email and SMS communications are used for appointment scheduling, reminders, and general correspondence. These communications are not encrypted end-to-end. Please avoid sharing highly sensitive clinical information by email — if in doubt, call or raise matters directly in your session.

Your Digital Environment

Rose takes all reasonable steps to maintain privacy on her end of the connection. However, she cannot be responsible for the confidentiality of your environment. Please ensure you are in a private space during all telehealth sessions, and that others cannot overhear or view your session.

9. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in law, practice, or technology. The current version will always be available on this website. Continued use of our services following an update constitutes acceptance of the revised policy. We will notify clients of material changes where possible.

10. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:

Rose Reilly — Privacy Officer
Phone: 08 6185 8254
Email: rose@rosereilly.com.au
Practice: Rose Reilly Psychology, Telehealth — Australia-wide