Wayfinder Therapy is committed to protecting your privacy and handling your personal and health information responsibly.

This policy explains how your information is collected, used, stored and disclosed in accordance with Australian privacy legislation.

Collection of Personal Information

Wayfinder Therapy collects personal and health information that is necessary to provide psychological services.

This may include:

• name, address, date of birth and contact details

• emergency contact details

• Medicare, NDIS or referral information

• health history and relevant background information

• information about your mental health, wellbeing and treatment goals

• session notes and assessment information

• reports or correspondence from other health professionals

Information is usually collected directly from you, but may also be provided by:

• parents or guardians (for children)

• referring professionals (e.g., GP)

• other professionals involved in your care, with your consent.

Use of Personal Information

Your information is used to:

• provide psychological assessment and treatment

• maintain accurate clinical records

• communicate with you about appointments and services

• coordinate care with other professionals where appropriate

• process payments and Medicare or NDIS claims.

Information will only be disclosed to third parties where:

• you have provided consent

• it is required to coordinate your care

• disclosure is required by law

• there is a serious risk of harm to you or another person.

Storage and Security

Wayfinder Therapy takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Clinical records are stored using secure electronic practice management systems and appropriate security safeguards.

Clinical records are retained in accordance with professional and legal requirements.

AI-Assisted Documentation

Wayfinder Therapy may use secure AI-assisted tools to support clinical documentation.

This may include temporary processing of session audio to generate transcripts or draft clinical notes. These tools assist the psychologist with administrative tasks only and do not replace professional judgement. All documentation is reviewed and finalised by the treating psychologist.

Audio recordings are not retained after transcription unless clinically required.

Access to Information

You may request access to your personal information or request corrections if information is inaccurate or incomplete.

Requests can be made by contacting Wayfinder Therapy directly. In some circumstances access may be limited in accordance with legal or ethical obligations.

Contact

If you have questions about this privacy policy or how your information is handled, please contact:

admin@wayfindertherapy.org

Wayfinder Therapy Practice Policies

The following policies outline important information about appointments, fees and the provision of services at Wayfinder Therapy.

Appointments

Appointments are reserved specifically for you. Sessions typically run for approximately 50 minutes, with additional time allocated for note writing and administration.

Additional time spent on activities such as report writing, consultation with other professionals, or reviewing documents may be billed separately where relevant.

Cancellation Policy

If you need to cancel or reschedule an appointment, please provide at least 48 hours notice.

Cancellations made with less than 48 hours notice may incur the following fees:

• 24–48 hours notice: 50% of the session fee

• Less than 24 hours notice or non-attendance: full session fee

Cancellation fees are not claimable through Medicare, NDIS, or private health insurance.

Payment

Payment is required on the day of the appointment unless alternative arrangements have been made.

Where applicable, Medicare rebates may be processed after payment if a valid referral has been provided.

NDIS services are billed in accordance with current NDIS pricing arrangements.

Communication Between Sessions

Administrative communication regarding appointments can occur via email or SMS.

If clinical advice or extended communication is required outside scheduled sessions, additional fees may apply.

Collaboration with Other Professionals

With your consent, Wayfinder Therapy may communicate with other professionals involved in your care, such as GPs, schools or allied health providers, to support coordinated care.

Farm-Based Therapy Setting

Some sessions may occur in a rural or farm-based setting.

This environment includes animals and natural surroundings which may be present during visits.

Wayfinder Therapy provides psychological services in a farm setting. These services are not animal-assisted therapy.

Interaction with animals may be limited and is not a structured part of the therapeutic intervention.

Clients who choose to interact with animals and the farm grounds do so voluntarily and at their own risk. Clients are expected to follow any safety instructions provided by the clinician while on the property.

Safety and Emergencies

Psychological services provided by Wayfinder Therapy are not an emergency service.

If you require urgent support, please contact emergency services or an appropriate crisis support service.

Policy Updates

These policies may be updated from time to time. The most current version will be available via the Wayfinder Therapy website or provided upon request.