PRIVACY POLICY
PRIVACY POLICY
Effective Date: 27 March 2023
Your Privacy and CoolKid Psychology Pty Ltd, ABN: 27 640 936 714, (collectively and individually referred to as “CoolKid Psychology”, “CoolKid”, “CK” “we”, “our”, or “us”).
INTRO
Who we are and how you can contact us
We are CoolKid Psychology and we are based in Melbourne, Australia. We are committed to protecting your privacy and respect and uphold your rights when you use this Site. This Privacy Policy applies to the products and / or services, we provide on our Site https://coolkidpsychology.com.au (“Site”) and our social media channels and explains how we collect, hold, use and disclose data and comply with the requirements of the Privacy Act 1988 (Cth) and constitutes part of our Website Terms & Conditions.
This Privacy Policy does not cover information that you submit on other websites, even if we communicate with you on those sites. For example, if you post something on Instagram, Facebook, Pinterest, Twitter, LinkedIN or YouTube, that information is governed by the privacy policies on those websites and is not governed by this Privacy Policy.
We will only use your personal information in compliance with Australian Privacy Laws (Privacy Act (1988 (Cth)), Australian Privacy Principles and to the extent applicable, with the EU General Data Protection Regulation (GDPR) and any replacement legislation or regulation or guidelines and standards governing the use, storage or transmission of personal data.
This document describes the privacy policy of CoolKid Psychology for the management of clients’ personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).
Client information
CoolKid Psychology is a paperless practice. Some testing tools require us to provide paper forms for assessment purposes. Hard copies of these forms are held in a secure filing cabinet which is accessible only to authorised employees. The information on each form includes personal information such as the child’s name, and date of birth as well as their responses and scores from testing. This information is recorded as part of providing a psychological service.
Digital copies of client files are stored online through third party provider Halaxy (halaxy.com). Halaxy’s privacy policy can be viewed here: https://www.halaxy.com/article/privacy#privacy-policy-inline. The information on each file includes personal information such as name, address, contact phone numbers, medical history, credit card information, and other personal information collected as part of providing the psychological service.
It is the policy of CoolKid Psychology that all hard copies of client files are converted to digital files and stored via third party provider Halaxy (www.halaxy.com). This occurs either during or shortly after completion of the psychological service being provided. After being stored digitally, hard copies of client files are shredded on premises and disposed of using a document destruction service.
How clients’ personal information is collected
A client’s personal information is collected in a number of ways during psychological consultation with CoolKid Psychology, including when the client provides information directly to CoolKid Psychology using hardcopy forms, correspondence via email, through completing online intake forms hosted by third party provider Halaxy (halaxy.com.au), when the client interacts directly with CoolKid Psychology employees such as the receptionist, and when other health practitioners provide personal information to CoolKid Psychology, via referrals, correspondence and medical reports.
Purpose of holding personal information
A client’s personal information is gathered and used for the purpose of providing psychological services, which includes assessing, diagnosing and treating a client’s presenting issue. The personal information is retained in order to document what happens during sessions, and enables the psychologist to provide a relevant and informed psychological service.
Disclosure of personal information
Clients’ personal information will remain confidential except when:
- It is subpoenaed by a court; or
- Failure to disclose the information would in the reasonable belief of CoolKid Psychology place a client or another person at serious risk to 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 way; or
- You would reasonably expect your personal information to be disclosed 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; or
- Disclosure is otherwise required or authorised by law.
A client’s personal information is not disclosed to overseas recipients unless the client consents or such disclosure is otherwise required by law. Clients’ personal information will not be used, sold, rented, or disclosed for any other purpose.
Requests for access and correction to client information
At any stage clients may request to see and correct the personal information about them kept on file. The psychologist may discuss the contents with them and/or give them a copy, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by clients for access to or correction of personal information held about them by CoolKid Psychology should be lodged with info@coolkidclinic.com.au. These requests will be responded to in writing within 30 days, and an appointment will be made if necessary for clarification purposes.
Google Analytics and Facebook
We use Google Analytics functions. You can find out how your data is collected here and there are instructions here on how to opt-out of Google Analytics data tracking.
Our use of Google Analytics may include but is not limited to display advertising and remarketing. You may see our adverts across the internet, this is due to the use of tracking technologies (cookies) to optimise and serve our adverts based on past visits to our Site. When you log onto our Site, we, with the help of Google Analytics, use your browsing behaviour to connect this with other data that you previously provided to us in accordance with this privacy policy.
We use Facebook Insights to track your interaction with our Facebook page https://www.facebook.com/coolkidclinic this will allow us to track usage and improve the performance of our page. We will use Facebook Analytics to better measure, track and understand customer user experience to enable us to improve our products and services that we offer. You can check out Facebook’s privacy policy here and if you want to opt out of seeing ads on Facebook based on information we have received, you can control this in your ad preferences here.
What are your choices?
Don’t provide us with personal data
You can choose not to provide us with any personal data. However, if you do this, we will not be able to provide you with any products or services, however, you can continue to use our Site and browse the pages of our Site.
Don’t want marketing?
We will always let you know before we collect any data from you what the intended use is and if we intend to use it for marketing and if third parties are involved, we will obtain your consent (which you can withdraw at any time). You can change your mind about marketing material by opting out by (a) completing the contact us form on our contact page or by unsubscribing within the email if you have previously subscribed to our newsletter.
What are your rights?
You can exercise your rights at any time by contacting us via email at info@coolkidclinic.com.au
Concerns
If clients have a concern about the management of their personal information, they may inform info@coolkidclinic.com.au. Upon request they can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to:
Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.
Updates to our Privacy Policy
Please make sure to check in on our Privacy Policy periodically, as we may update this Privacy Policy from time to time to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons. We will always ensure that the current date of the Privacy Policy also known as the “Effective Date” is prominently displayed at the very top of this Privacy Policy so you know it’s the latest version.