Privacy Policy
Your privacy and confidentiality are fundamental to our therapeutic relationship. Learn how we protect and handle your family's information.
Effective Date: July 1, 2025
Heartwood Play Therapy is committed to protecting your privacy and maintaining the confidentiality of your family's personal and health information. This policy explains how we collect, use, store, and protect your information in accordance with Australian privacy laws and professional ethical standards.
We collect personal information solely to provide quality mental health services to children and families. All information is stored securely, handled confidentially, and used only for therapeutic purposes unless you provide written consent for other uses or we are legally required to disclose information.
Your privacy rights are protected under:
- • Privacy Act 1988 (Commonwealth) and Australian Privacy Principles
- • Health Records and Information Privacy legislation (Victoria)
- • Australian Professional Psychology Societies' Code of Ethics
- • Australian Play Therapists Association Ethical Guidelines
- • National Health (Privacy) Rules 2025
Personal Information:
- • Names, ages, dates of birth, and contact details for all family members
- • Address, phone numbers, and email addresses
- • Emergency contact information and family relationships
- • Healthcare provider details and referral source information
- • Medicare numbers and NDIS participant details where applicable
Health Information:
Under the Privacy Act 1988, health information is considered sensitive information requiring enhanced protection. We collect:
- • Current concerns and reasons for seeking therapy
- • Mental health, behavioral, and developmental history
- • Medical information relevant to therapeutic treatment
- • Previous therapy or mental health service utilization
- • Family history and dynamics relevant to treatment goals
- • School and educational information affecting therapeutic outcomes
- • Assessment results and diagnostic impressions
Session Information:
- • Clinical observations and detailed progress notes
- • Treatment goals and therapeutic interventions implemented
- • Session attendance patterns and participation levels
- • Homework assignments and between-session activities
- • Video or audio recordings (only with explicit written consent)
Primary Purposes:
- • Providing direct therapeutic services to your child
- • Developing and implementing individualized treatment plans
- • Monitoring therapeutic progress and adjusting interventions
- • Communicating with you about appointments, treatment updates, and billing
- • Managing payment processing and insurance claims
- • Ensuring compliance with NDIS requirements where applicable
Secondary Purposes (with your explicit written consent):
- • Consultation with other healthcare providers involved in your child's care
- • Coordination with school personnel to support therapeutic goals
- • Communication with family members specifically designated by you
- • Professional supervision and consultation for therapeutic quality assurance
- • De-identified research and quality improvement activities
- • Court-ordered reports or assessments
Child Privacy Rights:
Children and adolescents have specific privacy rights that we respect. Generally:
- • Children under 14: Parent/guardian consent required for treatment and information access
- • Children 14-16: May consent to simple healthcare treatment; confidentiality balanced with parental involvement
- • Children 16+: Same consent rights as adults, with therapeutic consideration of family involvement
Confidentiality in Play Therapy:
- • Children are informed about confidentiality in age-appropriate language
- • We explain that their play and conversations are private and safe
- • Children understand that information is only shared to keep them safe or with their permission
- • Parents receive general progress updates without detailed session content
Physical Security:
- • Locked filing cabinets in secure office premises with restricted access
- • Climate-controlled storage environment protecting paper records
- • Secure disposal through certified confidential shredding services
- • Limited access to client information on strict need-to-know basis
- • Regular security audits and staff training on privacy protocols
Digital Security:
- • Encrypted computer systems with multi-factor authentication
- • Regular automated backups stored in secure, encrypted cloud locations
- • HIPAA-equivalent secure email systems for confidential communications
- • Compliance with healthcare data security standards and regular updates
- • Secure telehealth platforms for virtual therapy sessions
Access to Information:
- • You have the right to request access to your child's therapeutic records
- • Written requests for information access are responded to within 30 days
- • Copies of records are provided with reasonable fees for administrative costs
- • You may request corrections to inaccurate information
Consent and Participation:
- • You may withdraw consent for treatment at any time without penalty or prejudice
- • You may request limitations on how your information is used or shared
- • You may request that certain information not be recorded in clinical notes
- • You have the right to refuse any recommended treatment or intervention
If you have questions about this privacy policy or concerns about how your information is handled:
Primary Contact:
Heartwood Play Therapy Privacy Officer
External Complaint Options:
- • Office of the Australian Information Commissioner (OAIC): 1300 363 992
- • Health Complaints Commissioner Victoria: 1300 582 113
- • Australian Play Therapists Association Ethics Committee
- • NDIS Quality and Safeguards Commission: 1800 035 544
Policy Updates
This privacy policy is reviewed annually and updated as needed to reflect current legal requirements, professional standards, and best practices. The most current version is always available on our website and in our office.
Last updated: July 1, 2025 | Next review date: July 1, 2026