Privacy Policy 

About this policy

This policy explains how SANVT. Psychology (Dr Natalja Nabinger de Diaz, Clinical Psychologist) collects, uses, stores and discloses personal information, including health information, and how information is handled when you use this website. Personal information is managed in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and the professional standards that apply to psychologists. Clients receive further detail in the Welcome Information and Informed Consent Pack and, for assessments, the Assessment Information and Consent Pack.

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What we collect

When you enquire about or use our services, we may collect your name, contact details, date of birth, referral and funding information, payment details, and health information relevant to your care. This can include information you provide in sessions, questionnaires and assessments, and, with your consent, information from referrers, other health professionals or people who know you well. Payment card details are collected and processed through Halaxy's payment system. Please do not send full card details by email or SMS.

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How we use your information

Information is used to provide and coordinate your care, conduct assessments, prepare reports you have agreed to, manage appointments and billing, process Medicare and other funding claims, meet legal and professional obligations, and respond to enquiries and feedback.

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Confidentiality and disclosure

What you share is kept confidential. Information is not shared with third parties without your consent, except where required or permitted by law. This includes responding to a serious threat to life, health or safety, complying with subpoenas, court orders or mandatory reporting obligations, and meeting Medicare reporting requirements for relevant services. For clients under 18, information is not automatically shared with parents; consent, decision-making capacity, lawful representative authority and safety needs are considered for the particular circumstances.

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Clinical systems and digital tools

SANVT. Psychology uses digital platforms and assistive technology to support clinical and administrative tasks, including record keeping, communications, billing, assessments, and AI-assisted note taking and report preparation. These include Halaxy for practice management, booking, billing, secure communications and records; NovoPsych for questionnaires; Q-interactive for selected testing; and Halaxy Telehealth, Coviu or Zoom for video appointments. Relevant client details, responses, testing information and results may be processed through these platforms, depending on the services used. Access to client information is restricted to authorised purposes. Your psychologist reviews clinical documentation and remains responsible for its accuracy and clinical decisions.

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AI-assisted note taking

SANVT. Psychology uses an AI documentation tool (NovoPsych's NovoNote) so your psychologist can be fully present with you during sessions. For this, sessions are audio recorded offline on a local device and transcribed by this tool to support note taking. Audio recordings are deleted once transcription is complete. Transcripts do not form part of your clinical file and are deleted within 90 days. This is part of how services are provided at SANVT. Psychology. If you would prefer not to proceed on this basis, please let your psychologist know and assistance can be provided to find another practitioner.

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Optional video recording for reflective practice and supervision

With your express consent, sessions may be video recorded so your psychologist can review their clinical work and discuss it in confidential supervision. Video recording is always optional. You can consent, decline or withdraw consent for future video recording at any time; declining video recording does not affect your care or access to services, and you may ask for video recording to stop during a session. Video recordings are stored on an encrypted and password-protected storage device, separately from your clinical file, and are managed as confidential health information. Access is restricted to your psychologist and the supervisors or peers involved in the agreed purpose. Recordings are deleted when no longer required and normally within 18 months, unless a legal, professional or preservation obligation requires longer retention. Consent for supervision does not authorise teaching, publication or another purpose.

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Where your information is stored, including overseas

Some of the services we use store or process personal information outside Australia. Based on each provider's published information:

• Practice records, booking, billing and Halaxy Telehealth (Halaxy): stored in Australia. Halaxy's own service providers and optional integrations may involve disclosure outside Australia, including to the United States.

• Questionnaires (NovoPsych): client data stored in Australia.

• AI-assisted note taking (NovoNote, provided by NovoPsych Pty Ltd): NovoNote states that patient data is stored in Australia. It uses AI language models and third-party service providers, some of whose servers may be located outside Australia. NovoNote does not publish the countries in which this processing occurs.

• Testing platform (Q-interactive), where used for your selected testing: Canada, with some systems in Ireland.

• Video appointments: Coviu (Australia); Zoom (account and operational data in the United States; meeting traffic may pass through Zoom data centres in other regions).

• This website: Wix (data centres in the United States and Ireland, with processing by Wix and its service providers in Israel and other countries); Google Analytics (in any country where Google or its service providers have facilities, including the United States).

Before an assessment platform or other tool that stores information overseas is used for your care, this is explained to you as part of informed consent.

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This website

This website is built and hosted on Wix. When you visit, information such as your browser type, device, pages viewed and approximate location may be collected through cookies and similar technologies. The site uses:

• essential Wix cookies needed for the site to function and stay secure;

• Google Analytics, to understand how visitors use the site;

• an embedded Google Map on the Contact page and an Instagram feed widget, which are provided by third parties and may set their own cookies.

This website does not use Google Ads tags or remarketing. Google Analytics is used only to measure visits to the site.

You can block or delete cookies in your browser settings or use Google's Analytics opt-out browser add-on. Blocking some cookies may affect how the site works.

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Website forms and chat

New client enquiries are made by email to hello@sanvt.com.au or through the secure Halaxy enquiry form linked from our Contact page. If you submit our anonymous feedback form, the details you choose to provide are received through Wix and used only to review your feedback and, if you ask, to respond. If a website chat is available on this site, it answers general questions about our services using AI provided through Wix. The chat does not collect your contact details. Chat conversations may be stored in our Wix account and may be processed by Wix and its AI service providers, which may be located outside Australia. Please do not share personal or health information in the chat, in website forms or in general email; it can be discussed securely once you are engaged with the practice.

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Security and data breaches

Information is held in secure systems with access limited to authorised purposes. In the unlikely event of unauthorised access, loss or disclosure of personal information, SANVT. Psychology will follow its data breach response procedures and comply with the Notifiable Data Breaches requirements of the Privacy Act 1988 (Cth).

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Record retention

Clinical records are ordinarily retained for at least seven years after the last entry. For care provided while you were under 18, records are ordinarily retained until at least age 25 or seven years after the last entry, whichever is later. Longer retention may be required by law, professional obligations or a need to preserve relevant information.

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Accessing and correcting your information

You may request access to your existing health information at any time, verbally or in writing, and ask for it to be corrected. We will verify your identity and respond within a reasonable period, generally within 30 calendar days. There is no fee for making a request. Depending on the volume of records and the work needed to prepare, copy or transfer them, an administrative fee of $35 per hour plus GST ($38.50 including GST) may apply. Any proposed fee is explained beforehand and will not be excessive. An unpaid account does not remove your right to access existing health information. If you ask for a new clinical summary report or letter, the applicable report-writing fee may apply; you do not need to request a new report to access information already held. If a lawful exception applies, we will explain the reasons, available alternatives and complaint options.

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Communication

Please avoid sending sensitive information by SMS. Reports and other sensitive clinical information are shared through the secure Halaxy portal or another agreed method.

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Questions and complaints

You are welcome to raise any concern with us by email at hello@sanvt.com.au or through the enquiry form on our Contact page. You may also contact an external body without first raising the matter with us, including the Office of the Australian Information Commissioner on 1300 363 992 or at www.oaic.gov.au. Health service complaints can also be made to the Office of the Health Ombudsman (Qld) on 133 646.

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Changes to this policy

This policy may be updated from time to time. The current version is always available on this page.

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SANVT. Psychology, Studio 1, Level 1, 1/33 Palm Beach Avenue, Palm Beach QLD 4221. Email: hello@sanvt.com.au