Ginkgo Healthcare Privacy Policy

Privacy Policy for the Handling of Personal Information

This document describes the privacy policy of Ginkgo Healthcare for the management of your personal information. The psychological and allied-health services provided by Ginkgo Healthcare are bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).

Personal Information

Your information is stored securely and accessed only by your treating psychologist and authorised members of the Ginkgo Healthcare team, in accordance with the practice’s privacy and security procedures.

Information is stored using secure electronic record systems compliant with Australian Privacy Laws, and in some cases, locked physical filing systems.

The information collected includes your personal details such as name, address, date of birth, and contact information. As part of providing a psychological or allied-health service, such as assessment or treatment, we also collect and record other information relevant to your situation. This may include session notes, test results, correspondence, and information from others such as your GP, lawyer, or insurer.

How Your Personal Information Is Collected

Your personal information may be collected in several ways, including when:

• You provide information directly to your psychologist / clinician during sessions or through written correspondence (letters, email, or SMS).

• You interact directly with Ginkgo Healthcare administrative staff.

• Other health practitioners, such as your GP, provide information to us through referrals, reports, or correspondence.

• We receive information from other sources, such as lawyers, employers, or insurance companies.

If you believe that information held about you is inaccurate, please discuss this with your psychologist or administrative staff.

Purpose of Holding Personal Information

Your personal information is gathered and used to provide you with a relevant, informed and effective psychological or allied-health service.

This information is necessary for assessment, treatment planning, and record keeping. Maintaining accurate records enables your clinician to provide appropriate, evidence-based care.

Consequence of Not Providing Personal Information

Psychologists and allied-health professionals are required to keep clear and accurate client records as part of their professional obligations.

If you choose not to provide certain information, it may limit our ability to offer you a safe and effective service. Please discuss any concerns with your psychologist / clinician before commencing or continuing treatment.

Accessing Your Personal Information

At any stage, you may request access to the personal information kept on file about you. Requests can be made verbally or in writing to admin@ginkgohealthcare.com.au.

We will respond to written requests within 30 days and may arrange an appointment to clarify any details. Some legal exceptions may apply to access under the Privacy Act 1988 (Cth) or Health Records Act 2001 (Vic).

Confidentiality of Information

Personal information gathered by your psychologist / clinician remains confidential except in specific circumstances. Information will generally only be shared with your consent, such as when:

• Sharing information with a family member, guardian, or carer.

• Communicating with your GP, employer, or agencies funding your sessions.

• Providing a written report to another professional or agency (e.g. GP, lawyer, insurer).

• Disclosing information for any other purpose discussed and agreed with you.

Psychologists and clinicians at Ginkgo Healthcare may consult or receive professional supervision from colleagues. In these cases, any identifying information is removed to protect your privacy.

Exceptions to Confidentiality

Information may be released without your consent in the following circumstances:

• When information is required by law, such as under subpoena or statutory reporting requirements.

• When mandatory reporting obligations arise (e.g. child protection).

• When the psychologist believes there is a serious and imminent risk of harm to yourself or another person.

In such cases, information is disclosed only to the extent necessary to reduce risk or comply with legal obligations.

Data Breach Policy

In the event of unauthorised access, disclosure, or loss of personal information, Ginkgo Healthcare will activate its Data Breach Response Plan and take all reasonable steps to minimise risk and prevent serious harm.

Requests for Access and Correction to Client Information

You may request to view and/or correct information held about you at any time. If your psychologist / clinician believes the information is inaccurate, outdated, or incomplete, reasonable steps will be taken to correct it.

All written requests for access or correction will be responded to within 30 days and an appointment may be arranged for clarification.

Concerns

If you have a concern about the management of your personal information, please raise it with your psychologist / clinician, or our administrative staff. You may request a copy of the Australian Privacy Principles, which describe your rights and how your information should be handled.

If you wish to lodge a formal complaint, you may contact the Office of the Australian Information Commissioner (OAIC):

• By phone on 1300 363 992.

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

• By post to: Office of the Australian Information Commissioner, GPO Box 5288, Sydney, NSW 2001.

Summary

Ginkgo Healthcare is dedicated to managing all client information with care, transparency, and integrity. We adhere to Australian privacy legislation, professional ethics, and best-practice security standards to protect your confidentiality and wellbeing.