Privacy Policy
Bear Hug Psychology
Privacy Policy – Bear Hug Psychology
At Bear Hug Psychology, we prioritise your privacy and are dedicated to protecting your personal information in line with the Australian Privacy Principles (APPs) as outlined in the Privacy Act 1988, the Health Records and Information Privacy Act 2002 (QLD), and the ethical standards established by the Psychology Board of Australia, the Australian Psychological Society (APS), and the Queensland Psychological Association (QPA). This Privacy Policy explains how we gather, store, and manage your personal information while providing psychological services.
Client Information:
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Use of Analytics and Tracking Technologies
We use analytics tools, including Google Analytics and Squarespace Analytics, to help us understand how visitors engage with our website. These tools collect non-identifiable information to monitor website performance and improve the user experience.
What Data is Collected?
These analytics tools may collect information such as:
Your IP address (anonymized where applicable)
Device type, browser type, and operating system
Pages visited, time spent on pages, and navigation behavior
Referral sources (e.g., websites or search engines that directed you to our site)
General geographic location (e.g., city or region)
How This Data is Collected
We use cookies and tracking technologies to collect this data. Cookies are small text files stored on your device that help analyze website traffic and user behavior.
Why We Collect This Data
The information collected through analytics helps us:
Improve website functionality and user experience
Understand how visitors engage with our content
Optimize services and marketing strategies
How You Can Manage or Opt Out of Tracking
If you do not wish to be tracked, you can:
Disable cookies in your browser settings
Use Google’s opt-out tool: Google Analytics Opt-out Add-on
Adjust your cookie preferences via our cookie consent banner
Data Sharing and Security
We do not share personally identifiable information collected through analytics with third parties.
Google Analytics processes data in accordance with its Privacy Policy.
Squarespace processes analytics data as outlined in its Privacy Policy.
By continuing to use our website, you consent to the collection and use of analytics data as described above.
We manage client information within a secure electronic health record system (Splose), fortified by strong encryption and password protection, accessible only to authorised personnel. This system guarantees the safety of your personal and sensitive information. The data we hold includes, but is not limited to:
Personal details (e.g., name, address, contact information)
Health history, including psychological, medical, and treatment records
Notes, assessments, and reports created during psychological services
How Client Information is Collected:
We collect personal information through:
Direct interactions during psychological consultations (e.g., in-person or online telehealth sessions)
The completion of forms, whether in paper format or electronically (e.g., intake forms, consent forms)
Correspondence such as emails, phone calls, or messages
Referrals, reports, and information provided by other healthcare professionals with client consent (e.g., GPs, medical specialists)
Information is retained per professional guidelines and legal obligations, typically for seven years for adult clients. Information for minors may be retained for extended periods, as mandated by law.
Use of AI:
At Bear Hug Psychology, I prioritise being fully present and engaged during therapy sessions to provide the best possible care. To support this, I may use Splose AI, a secure and privacy-compliant tool, to assist in efficiently summarizing and organising session notes.
Your Data Security & Privacy:
• All data is securely stored on Amazon Web Services (AWS) with industry-leading security measures
• We comply with Australian Privacy Laws including the Privacy Act 1988 (Cth)
• Data is protected using advanced encryption (AES-256 for storage, TLS 1.2+ for transmission)
• Client data is not retained by OpenAI or used for AI model training
Your Consent:
By proceeding with our services, you consent to the collection, use, and disclosure of your personal information in connection with these AI features, which may involve data transmission to OpenAI for processing purposes.
You can withdraw your consent at any time.
Your Consent:
I will only use Splose AI to assist with note-taking and administrative tasks if you provide your explicit consent.
You have the right to withdraw your consent at any time by notifying me directly, and this will not affect the services I provide.
Consequences of Not Providing Personal Information:
Providing personal information is crucial for delivering effective psychological services. If you choose not to share the required information or wish to remain anonymous or use a pseudonym, we may not be able to offer the full range of our services. In some instances, we may still need to identify you, or you may be asked to provide specific information to comply with legal obligations established by the Psychology Board of Australia or other regulatory authorities.
Disclosure of Personal Information
Your personal information will remain confidential unless:
Legal requirements: If your information is requested by a court or if disclosure is mandated or permitted by law (e.g., mandatory reporting under Queensland legislation).
Risk to safety: If we believe that not disclosing information could pose a serious risk to your or someone else's health, life, or safety (e.g., in cases of suspected abuse, self-harm, or harm to others).
Client consent: If you have given written consent for disclosure, including but not limited to:
Providing reports to other professionals (e.g., your GP, specialists) or agencies (e.g., NDIS, insurance companies) for treatment coordination or funding.
Sharing information with a third party, such as a parent or caregiver, where appropriate and with your approval.
Disclosures directly related to the primary purpose of your psychological care (e.g., referrals, reports).
Overseas Disclosure: We do not share your personal information with overseas recipients unless required by law or with your explicit consent. We will not sell, rent, or disclose your personal information for any purpose beyond what is necessary for your psychological care.
Security and Data Breach Protocols
We are committed to ensuring the confidentiality and security of your personal information. In the event of unauthorised access, disclosure, or loss of your information, we will implement a data breach response plan in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act. We will promptly inform affected individuals and take appropriate measures to mitigate potential harm.
Telehealth Considerations
When providing telehealth services, we ensure that all communications occur through secure, encrypted platforms that comply with Australian privacy and security standards, as well as specific Queensland regulations. However, by participating in online therapy, clients acknowledge potential risks related to technology (e.g., technical difficulties, unauthorised access). We aim to minimise these risks by using trusted platforms and enforcing strict security measures.
Access to Personal Information
You have the right to access the personal information we hold about you, subject to certain exceptions under the Privacy Act. If you wish to request access or believe the information we have is incorrect or incomplete, please contact us to make corrections.
Retention and Disposal of Personal Information
We retain your personal information only as long as necessary to provide psychological services, meet legal or regulatory obligations, or fulfill the purposes for which it was collected. When your personal information is no longer needed, it will be securely disposed of in accordance with our data retention and disposal policy.
Virtual Administrative Support
At Bear Hug Psychology, we may engage virtual administrative support (Virtual Assistant or VA) to assist with tasks such as appointment scheduling, email correspondence, and general administrative functions.
Importantly, our VA does not have access to client clinical records or therapy notes. Access to sensitive personal and health information is strictly limited to the treating psychologist, Ursula Pearce. This means that while the VA may assist with scheduling and administrative communication, they do not and cannot access confidential client files, session notes, assessments, or reports.
Contact Information
For any questions regarding this Privacy Policy, or to request access to or correction of your personal information, please reach out to us at:
Changes to the Privacy Policy This Privacy Policy may be updated periodically to reflect changes in our practices or legal requirements. The most recent version will always be available on our website.
Contact Information: If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact: Bear Hug Psychology | Ursula Pearce admin@bearhugpsychology.com ABN: 87129917633