PURPOSE OF THIS POLICY:

Luminit is committed to protecting your privacy and safeguarding your personal information in accordance with the Privacy Act 1988 (Cth), Australian Psychological Society Code of Ethics (2007) and the Australian Privacy Principles (APPs). This policy explains how we collect, use, store and disclose your personal and health information in providing psychological services, including telehealth consultations, and how you can access or correct your personal information.

 

Maybe extra info if you want it:

• We also comply with relevant state/territory health records legislation where applicable.

• This policy applies to services provided through in-person consultations (if any) and telehealth (video, phone, or secure messaging sessions).

 

RELEVANT LAWS AND PROFESSIONAL STANDARDS:

Luminit is bound by:

• The Privacy Act 1988 (Cth) and Australian Privacy Principles (2014)

• The Health Records and Information Privacy Act 2002 (NSW)

• The Australian Psychological Society (APS) Code of Ethics (2007)

• The Australian Health Practitioner Regulation Agency (AHPRA) professional standards

 

WHAT IS PERSONAL INFORMATION:

Personal information is any information or opinion about an identified individual (or someone reasonably identifiable), whether true or not. It includes sensitive information such as health information (e.g., mental health details, diagnoses, treatment notes), which is given extra protection under the law.

 

WHAT PERSONAL INFORMATION DO WE COLLECT AND WHY OR WHAT INFORMATION DO WE COLLECT:

To provide high-quality psychological services, we collect information necessary for assessment, diagnosis, treatment planning, and care coordination. This may include:

• Personal details: Name, date of birth, address, contact information

• Health and medical details: Medical and mental health history, current treatment details, medications, referrals, test results, and reports from other health professionals

• Payment and claim details: Medicare or private health insurance information (if relevant for billing/claims).

• Information from psychological assessments, tests, questionnaires, session notes, treatment plans, and progress records.

• Details discussed during sessions, including any risks or concerns.

• For telehealth sessions: contact information, relevant communication tools (e.g. Microsoft Teams, Halaxy Telehealth, or other secure platforms).

 

We collect this to ensure accurate, safe, and effective psychological care. Without this information, services may be limited or not possible.

 

HOW DO WE COLLECT PERSONAL INFORMATION:

We collect information:

• Directly from you during intake, sessions (in-person or telehealth), forms, emails, texts, or our website/booking system.

• From referrers (e.g., GPs, other health professionals) via referrals or reports.

• From third parties (e.g., family members, with your consent where practical), or other sources involved in your care.

 

For telehealth services, we use secure platforms to conduct sessions and may record information from those interactions.

 

USE AND DISCLOSURE OF PERSONAL INFORMATION

We use and disclose your information primarily to provide psychological services, including:

• Delivering assessment, therapy, and treatment (in-person or via telehealth).

• Communicating with you (e.g., appointment reminders).

• Billing and claims (e.g., Medicare, private health insurance).

• Coordinating care with other professionals (e.g., your GP), with your consent where required.

 

We may disclose information without consent in limited circumstances required or permitted by law, such as:

• To lessen or prevent a serious threat to your life, health, safety, or the public (e.g., immediate risk of harm).

• Mandatory reporting obligations (e.g., child protection, certain risks under AHPRA guidelines).

• Court orders, subpoenas, or other legal requirements.

 

Disclosure may occur for clinical supervision, peer review, or quality improvement (with de-identification where possible).

 

STORAGE AND SECURITY, INCLUDING HALAXY

Your personal information is stored securely using Halaxy (our practice management software), which provides secure electronic storage, booking, telehealth integration, and record-keeping features. Halaxy complies with the Australian Privacy Principles and uses bank-grade encryption and security measures. Data is stored in Australia (with possible limited overseas access for support functions, as per Halaxy's policy).

​

We take reasonable steps to protect information from misuse, loss, unauthorized access, modification, or disclosure, including password protection, encryption, firewalls, and access restricted to authorized personnel only.

​

For telehealth, we use secure, encrypted communication channels to protect session privacy. We advise clients to ensure their own environment is private and secure.

​

You can review Halaxy's full Privacy Policy here:

• https://www.halaxy.com/privacy/au

 

ACCESS AND CORRECTION OF YOUR PERSONAL INFORMATION:

You have the right to access and correct your personal information, subject to exceptions in the Privacy Act (e.g., if it affects others' privacy or is subject to legal restrictions). Requests should be in writing to admin@luminit.com.au. We will respond within a reasonable time (usually 30 days) and may charge reasonable fees for access/correction if applicable.

If we refuse a request, we will provide reasons in writing.

 

ANONYMITY AND PSEUDONYMITY:

Where lawful and practicable, you may interact with us anonymously or using a pseudonym. However, this may limit our ability to provide full psychological services (e.g., for billing, records, or telehealth identification).

 

DATA BREACHES:

In the event of a data breach likely to cause serious harm, we will follow the Notifiable Data Breaches scheme under the Privacy Act. We will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required. See: https://www.oaic.gov.au/privacy/notifiable-data-breaches

 

RESEARCH:

Your information may be used de-identified for internal quality improvement. For any academic/research use, we will seek your specific consent and obtain ethics approval where required.

 

CHANGES TO THIS POLICY:

Luminit may review and update this policy periodically to reflect new laws, technology, or practice standards. The latest version will always be available on our website.

 

COMPLAINTS:

If you have concerns about how we handle your personal information, contact us first at admin@luminit.com.au or 0424 726 845. We will investigate and respond within 30 days.

If unsatisfied, you can complain to the Office of the Australian Information Commissioner (OAIC):

• Phone: 1300 363 992

• Online: https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us

• Post: OAIC, GPO Box 5218, Sydney NSW 2001

 

You may also contact AHPRA (www.ahpra.gov.au) or the APS (www.psychology.org.au) for professional conduct concerns.