Privacy Policy
Overview
Renewed Horizons Therapy ABN 55 387 100 395 is committed to complying with the Privacy Act 1988, the Australian Privacy Principles under that Act, and the privacy provisions of all applicable legislation.
This Privacy Policy covers all personal information we hold—information or opinion that identifies an individual—including information collected through our office, over the phone and over the internet, such as name, address, email address and phone numbers.
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Collecting information – types of information we collect, how we collect it and the purposes for which we collect it
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Types of personal information we collect
When we collect personal information from you, we will ensure that we do so fairly and explain to you why we are collecting the information and how we plan to use it. We will only collect information that is necessary for one or more of our functions or activities.
The type of personal information we collect about you depends on the circumstances. Typically, this includes (but is not limited to) your name, address, email address and phone numbers.
If you are a client/patient, we may also collect your date of birth, billing and payment details, Medicare and insurer details, and health information about you so we can perform our services. We may also receive health information from other health service providers where you have consented to this.
Health information is “sensitive information” (see below).
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Sensitive information
Sensitive information is a subset of personal information. If we collect sensitive information (as defined under the Privacy Act), we will treat it with the utmost security and confidentiality.
Sensitive information includes (but is not limited to) information or opinion about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, membership of a professional body, criminal record, and health information.
Sensitive information will be used by us only:
• for the primary purpose for which it was obtained
• for a secondary purpose directly related to the primary purpose
• with your consent, or
• where required or authorised by law
We may also collect personal information as otherwise permitted or required by law.
Where you choose not to provide requested information, we will advise you of the potential consequences. For example, withholding certain information may limit our ability to provide relevant services to you.
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Confidentiality and Limits to Confidentiality
All personal and health information you provide to us is treated as strictly confidential. We will not release information to any third party without your consent, except where required or permitted by law.
There are specific circumstances where confidentiality is limited, and we may be legally or ethically required to disclose information. These include:
• Risk of harm to self: if we believe you are at serious and imminent risk of harming yourself
• Risk of harm to others: if another person is at risk of serious and imminent harm
• Child safety concerns: where there is suspicion or disclosure of child abuse, neglect, or risk of harm (mandatory reporting obligations)
• Court orders or subpoenas: where information is legally compelled
• Other legal obligations: including circumstances under the Privacy Act or state-based legislation
Where possible, and appropriate, we will discuss any concerns with you before making a disclosure as part of our duty of care.
Outside these exceptions, your information will remain confidential and used only for the purposes outlined in this Privacy Policy.
How we collect your personal information
Some common ways in which we may collect personal information include:
• if you are a client, during client onboarding (e.g., registration forms) and during treatment sessions
• when you make an enquiry or order products/services, including through our website
• from correspondence or when you contact us by phone, email, social media or other means
• in administering and performing contracts with service providers
• when you apply for a role with us
• if you attend our premises, we may record contact details to meet legal obligations and may also record your image/voice if surveillance systems are in use
Where reasonably practical, we collect personal information directly from you. We may also collect information from publicly available sources and third parties, including:
• if you are a client, from referrals or reports provided by other health professionals
• if you are applying for employment, from referees, government bodies, academic or professional bodies
Use of Halaxy Practice Management Software
We use Halaxy, a secure cloud-based practice management system, to collect, store and manage client information. This includes information gathered through:
• online intake and consent forms
• appointment bookings
• clinical notes
• billing and payment processing
By providing your personal information to us, you acknowledge that it may be securely stored in Halaxy’s systems. Halaxy is an independent third-party provider with its own privacy and data protection practices.
You can view Halaxy’s Privacy Policy at:
https://www.halaxy.com/article/privacy
We take reasonable steps to ensure that third-party providers such as Halaxy comply with the Australian Privacy Principles.
Our purposes for handling your personal information
We collect, use and disclose your personal information to provide our services and for purposes connected to our business operations. These purposes include:
• providing services/products to clients
• receiving goods or services from suppliers
• assessing applications for employment or contractor roles
• complying with legal and regulatory obligations
• protecting the security, health and safety of our premises and personnel
• responding to issues or complaints
• contacting you for any of the above purposes
We may also use and disclose personal information with your consent or where required by law.
Disclosing information
We may disclose your personal information to third parties for the purposes outlined above, including:
• suppliers, contractors and service providers (including IT and administrative support)
• our related entities
• professional advisers such as accountants, insurers, lawyers and auditors
• third parties to whom you direct us to disclose information (e.g., treating doctors, insurers, emergency contacts)
We may also disclose information where authorised or required by law.
Overseas transfers
In the ordinary course of our business, we do not generally disclose personal information to overseas recipients.
Marketing and opt-out
We may send you information about products, services and promotions where you have consented or where permitted by law. You may opt out at any time by contacting us.
Accessing and correcting your personal information
You may request access to, or correction of, the personal information we hold about you by emailing admin@renewedhorizons.com.au. We will respond within a reasonable time. We may deny access or correction in limited circumstances permitted by law. Reasons will be provided in writing. We may request identification before releasing personal information.
Storage and Security
We hold personal information as secure physical records, electronically on our computer systems, in cloud storage, and in some cases, on third-party servers.
Storage via Halaxy
Client information may be stored within Halaxy’s secure cloud-based system. Halaxy implements its own security and encryption measures; further details are available in their Privacy Policy linked above.
We take all reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
When information is no longer required and is not legally required to be retained, we will take reasonable steps to destroy or permanently de-identify it.
Data quality
We take reasonable steps to ensure the personal information we collect is accurate, up to date and complete. Please notify us as soon as possible if your information changes.
Availability and review of Policy
We will make this Privacy Policy available upon request and will provide a link on our website.
This Policy will be reviewed periodically, and updates will be incorporated into the revised version.
Complaints
If you have concerns or complaints about how we handle your personal information, please contact us (see “Contact details”). We will respond within a reasonable period and in accordance with legal timeframes.
If you are dissatisfied with the outcome, you may contact the Office of the Australian Information Commissioner:
Office of the Australian Information Commissioner
GPO Box 5288, Sydney NSW 2001
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us
Contact details
Renewed Horizons Therapy
66/1 Griffin Avenue, Bucasia QLD 4740
admin@renewedhorizons.com.au
0429 588 855
Date of Privacy Policy: 3/9/2025
Acknowledgements
This Privacy Policy was created using a template provided by the Australian Association of Social Workers (AASW), which includes content from these resources:
• Template Privacy Policy for Private Practitioners, Allied Health Professions Australia (AHPA)
• Privacy Policy Template, Business Victoria