Effective Date: 1st July 2026. 
1. Our Commitment to Your Privacy

At Keeping U On Track Psychology ("we", "our", "us"), we are committed to protecting your privacy and safeguarding your personal and health information. We collect, use, disclose and store your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and applicable State or Territory health records legislation. This Privacy Policy explains how we manage your information when you visit our website or receive services from our practice. 
2. Information We Collect

Depending on your interaction with us, we may collect:

Personal Information

• Name

• Date of birth

• Address

• Telephone number

• Email address

• Medicare details

• Health fund details

• Emergency contact information

• GP and referrer details

• Payment information

• Appointment history

Health Information

Where you become a client, we may collect:

• Referral letters

• Medical and psychological history

• Assessment information

• Clinical notes

• Treatment plans

• Progress notes

• Reports and correspondence

• Information discussed during appointments

Website Information

When you visit our website, we may automatically collect:

• IP address

• Browser type

• Device information

• Operating system

• Pages visited

• Date and time of access

• Cookies

• Website usage statistics 

3. How We Collect Information

• We collect information when you:

• Visit our website

• Complete a contact form

• Contact us by phone or email

• Book appointments online

• Complete new client paperwork

• Attend appointments

• Participate in telehealth sessions

• Make payments

• Complete questionnaires or assessments

• We may also collect information from healthcare providers involved in your care where you have provided consent or where authorised by law.

4. Practice Management System (Halaxy)

Our practice uses Halaxy, a secure Australian healthcare practice management system, to assist in delivering our services. Halaxy may be used to: Manage appointments Store clinical records Maintain contact information Prepare treatment notes Send appointment reminders Conduct secure telehealth consultations Process invoices and receipts Generate Medicare and private health insurance claims Record payments Store correspondence and referrals Information stored within Halaxy is protected using industry-standard security measures. Access is restricted to authorised members of our practice who require the information to perform their duties. For more information about Halaxy's privacy practices, please refer to Halaxy's Privacy Policy.

5. Online Bookings

Appointments booked through our website may be processed securely using Halaxy. When booking online, you may be asked to provide information including: Name Contact details Date of birth Referral information (where applicable) Appointment preferences This information is collected solely for the purpose of managing your appointments and providing healthcare services.

6. Telehealth

Where telehealth services are provided through Halaxy or Zoom, consultations are conducted using secure technology designed for healthcare

Telehealth consultations are not routinely recorded. You are responsible for ensuring you participate from a private location where possible and for maintaining the privacy of your own internet connection and devices.

7. Payments

Our practice may use Halaxy or Eftpos to process payments and manage billing. Payment information may be processed securely by authorised third-party payment providers integrated with Halaxy. We do not store your full credit or debit card details on our website.

8. Appointment Reminders and Communications

We may use Halaxy to send:

• Appointment confirmations

• Appointment reminders

• Requests to complete forms Invoices and receipts

• Practice communications relevant to your care. These communications may be sent via: SMS, email, secure electronic messaging

9. Medicare and Health Insurance Claims

Where authorised by you, Halaxy may be used to submit:

• Medicare claims

• Bulk billing claims

• Private health insurance claims

• Third party claims eg DVA, NDIS, Insurer

Only the information required to process these claims is transmitted.

10. Cookies and Website Analytics

Our website may use cookies and analytics tools, including Google Analytics, to understand website usage and improve user experience. Information collected may include:

• Pages viewed

• Time spent on the website

• Browser information

• Device information

• Approximate geographic location

This information is generally anonymised and does not identify you personally.

11. Disclosure of Information

We only disclose your information where: You have consented It is necessary to provide healthcare It is required or authorised by law It is necessary to prevent a serious threat to health or safety It is required by Medicare or other government agencies for lawful purposes Information may be disclosed to: Your GP Treating specialists Medicare Private health insurers NDIS (where applicable) Halaxy and its authorised service providers, where necessary to provide practice management services Other service providers engaged to support our practice under appropriate confidentiality and privacy obligations

12. Storage and Security

We take reasonable steps to protect your information using:

• Secure cloud-based practice management software (Halaxy)

• Password-protected systems

• Access controls

• Encrypted data transmission where available

• Secure backups

• Team member confidentiality obligations

While we use reasonable security safeguards, no electronic system can guarantee absolute security.

13. Access and Correction

You may request access to, or correction of, your personal information by contacting us. Access may be refused only where permitted under Australian law.

14. Overseas Disclosure

Some technology providers used by Halaxy or other service providers may store or process information outside Australia. Where this occurs, we take reasonable steps to ensure that personal information receives a level of protection comparable to that required under Australian privacy law.

15. Changes to this Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website.

16. Contact Us

Keeping U On Track Psychology

Email: info@keepinguontrack.com.au

Phone: 85811145

Address: [Insert Practice Address]

17. Privacy Complaints

If you have concerns about how we have handled your personal information, please contact us in writing. If you are not satisfied with our response, you may make a complaint to the Office of the Australian Information Commissioner (OAIC).