Privacy Policy
Caitlyn Mackenzie Psychology
Effective Date: 15th June 2026
Last Updated: 15th June 2026
1. Introduction
Caitlyn Mackenzie Psychology (referred to in this policy as 'we', 'us', or 'our') is committed to providing quality services and protecting your privacy and the confidentiality of your personal information.
This Privacy Policy outlines our ongoing obligations to you in regard to how we manage your Personal Information and was prepared in accordance with the Privacy Act 1988 (Cth), the Health Records Act 2001 (Vic) and the Health Practitioner Regulation National Law (Victoria) Act 2009
By using our website or contacting us, you consent to the terms outlines in this Privacy Policy.
2. About Us
Caitlyn Mackenzie Psychology is a private psychology practice located at 682 High St, Thornbury, 3071, VIC, Australia.
We provide psychological therapy and consultation services to individuals.
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the details in Section 11 below.
3. Personal Information We Collect
3.1 Information Collected via Our Website
When you use our website, we may collect the following personal information:
full name;
email address;
phone number;
any other information you voluntarily provide through our website enquiry form, including the nature of your enquiry or any concerns you wish to raise.
You are not required to provide personal information through our website. However, if you choose not to provide certain information, we may not be able to respond to your enquiry or assist you with booking an appointment.
3.2 Information Collected Through Direct Communication
We may also collect personal information when you communicate with us by email or telephone. This may include:
contact details you provide;
details of the services you are seeking;
other information relevant to your enquiry or appointment.
3.3 Sensitive Information
If you become a client of the practice, we will collect sensitive information, including health information, as part of your clinical care. Health information is governed by the Health Records Act 2001 (Vic) and is handled with the highest degree of care and confidentiality.
Health information and clinical records (e.g. correspondence to/from other professionals such as your Mental Health Treatment Plan) are stored and managed within Halaxy, a secure practice management software platform. The collection, storage, and handling of information within Halaxy is also subject to Halaxy's own security and Privacy Policy, which is available at https://www.halaxy.com/article/security and https://www.halaxy.com/privacy/au
Case notes (written in session) and records of client communication (e.g phone calls/emails) are stored using Evernote. Evernote maintains ISO 27001 certification, the leading global standard for information security management systems (ISMS). For further information regarding the security of information stored in Evernote, please see https://evernote.com/security. Evernote also have their own Privacy Policy, which is available at https://evernote.com/privacy/policy
3.4 Website Usage Data
We may automatically collect non-identifiable technical information when you visit our website, such as your browser type, operating system, referring URLs, and pages visited. This data is used to improve the functionality and user experience of our website and is not used to personally identify you.
4. Security and storage of Personal Information
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure.
Our security measures include:
use of password-protected and encrypted systems (Halaxy, Evernote) for storing digital records and Personal Information;
restricting access to personal information to authorised staff and practitioners only;
secure email communication practices.
While we take these precautions, please be aware that no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee the absolute security of information transmitted to us through our website or by email.
If you have reason to believe that your personal information has been compromised, please contact us immediately using the details in Section 12.
When your Personal Information is no longer needed for the purpose for which it was obtained, and the required time for retention has passed, we will take reasonable steps to destroy or permanently de-identify it in a secure manner.
In Victoria, psychological and health records must generally be retained for:
a minimum of 7 years from the date of the last service provided to an adult client;
until the client turns 25 years of age (if the client was a minor when services were provided), or for 7 years from the date of last service — whichever is longer.
5 . How We Use Your Personal Information
We collect and use your personal information only for purposes that are lawful, fair, and directly related to our functions as a psychology practice. These purposes include:
responding to your enquiries and requests for information about our services;
arranging and managing appointments;
providing psychological services and clinical care to our client;
communicating with you via email, telephone, or other means you have indicated;
complying with our legal, regulatory, and professional obligations;
managing our practice administration and improving our services.
6. Disclosure of Personal Information
We may disclose your personal information in the following limited circumstances:
with your express consent (including to other health professionals involved in your care, or to Medicare, your private health insurer, or other funding bodies as required to process payments or claims);
where required or authorised by law;
in situations involving a serious and imminent threat to the life, health, or safety of you or another person, where it is not practical to obtain your consent.
7. Accessing and Correcting Your Personal Information
It is important to us that your Personal Information is up to date so we can ensure the continued provision of quality services to you.
Under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic), you have the right to:
request access to the personal information we hold about you;
request that we correct personal information that is inaccurate, out of date, incomplete, or misleading.
To make a request for access or correction, please contact us in writing using the details in Section 12. We will respond to your request within a reasonable timeframe (generally within 30 days) and will handle your request in accordance with our obligations under the Privacy Act and Health Records Act.
There may be circumstances in which we are permitted to decline a request for access, for example where providing access would pose a serious threat to the health or safety of another person, or where access is otherwise restricted by law. If we are unable to grant access, we will provide reasons for our decision. To protect your Personal Information we may require identification from you before releasing the requested information.
We do not charge a fee for making an access request, but may charge a reasonable admiistrative fee to cover the cost of providing access where this involves significant time or resources.
8. Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or regulatory requirements. The current version will always be published on our website, with the effective date noted at the top of the document. We encourage you to review this policy periodically.
Your continued use of our website or engagement with our services following any update to this Privacy Policy constitutes your acceptance of the revised policy.
9. Privacy Complaints
If you have a concern or complaint about how we have handled your personal information, we encourage you to contact us in the first instance using the details in Section 12. We take privacy complaints seriously and will investigate and respond to your complaint within a reasonable timeframe.
If you are not satisfied with our response, or if you would prefer to make a complaint directly to a regulatory body, you may contact:
office of the Australian Information Commissioner (OAIC) — for complaints relating to the Privacy Act 1988 (Cth). Website: www.oaic.gov.au | Phone: 1300 363 992;
office of the Health Complaints Commissioner (HCC) Victoria — for complaints relating to health services and health information in Victoria. Website: www.hcc.vic.gov.au | Phone: 1300 582 113
10. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or would like to make a complaint, please contact us at:
Caitlyn Mackenzie Psychology
682 High St, Thornbury, Victoria, Australia, 3071
Email: caitlynmackenziepsychology@gmail.com
Website: caitlynmackenziepsychology.com.au