Imrama Psychology Privacy Policy 

Clinical Psychology Private Practice | Perth, Western Australia

Telehealth Services Available Nationally

Version 1.0  |  Effective: 31 March 2026  |  Review Due: December 2026

1. Introduction and Commitment to Privacy 

Imrama Psychology ('the Practice', 'we', 'us', 'our') is a solo clinical psychology private practice located in Perth, Western Australia, offering in-person and telehealth psychological services to clients across Australia. We are committed to protecting your privacy, maintaining the confidentiality of your personal information, and upholding the highest standards of ethical and professional practice. 

This Privacy Policy describes how we collect, use, store, disclose, and protect your personal information, including sensitive health information. It has been developed in accordance with: 

• The Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs) 

• The Psychology Board of Australia Code of Conduct for Psychologists (effective 1 December 2025) 

• Health Records legislation applicable in Western Australia and nationally 

• The Australian Health Practitioner Regulation Agency (AHPRA) standards 

• The Spam Act 2003 (Cth) and Do Not Call Register Act 2006 (Cth) 

By engaging with Imrama Psychology, you consent to the collection and use of your personal information as described in this Policy. We encourage you to read this document carefully and contact us if you have any questions. 

2. About the Practice 

Imrama Psychology is operated by a registered clinical psychologist who is: 

• Registered with the Psychology Board of Australia (AHPRA) 

• Endorsed as a Clinical Psychologist under the National Registration and Accreditation Scheme 

• Bound by the Psychology Board of Australia Code of Conduct (December 2025) 

• Committed to culturally safe, trauma-informed, and person-centred care 

3. Personal Information We Collect 

We collect personal information that is necessary to provide you with safe and effective psychological services. This may include: 

3.1 Personal and Contact Information 

• Full name, date of birth, and gender 

• Residential address, telephone number, and email address 

• Emergency contact details 

• Medicare number and private health fund details (where applicable) 

3.2 Health and Clinical Information (Sensitive Information) 

Health information is classified as 'sensitive information' under the Privacy Act 1988 (Cth) and attracts a higher level of protection. We collect: 

• Presenting concerns and reason for referral 

• Mental health history, including previous diagnoses, treatments, and medications 

• General medical history and relevant physical health information 

• Family, social, developmental, and occupational history 

• Assessment and psychological testing results 

• Session notes, clinical formulations, and treatment plans 

• Risk assessments and safety planning documentation 

3.3 Financial Information 

• Payment method details (managed securely via Zanda’s payment gateway, powered by Stripe; card details are not stored by the Practice) 

• Invoicing and fee information, including Medicare rebates and third-party billing arrangements 

3.4 How We Collect Your Information 

• Directly from you: via intake forms, clinical interviews, telehealth consultations, email, or telephone 

• From referring practitioners (e.g., GPs, psychiatrists) with your consent 

• From other health professionals involved in your care, with your consent 

• Via our practice management software, Zanda, including online bookings and digital intake forms 

4. How We Use Your Information 

We use your personal and health information to: 

• Provide safe, effective, and evidence-based psychological assessment and treatment 

• Communicate with you regarding appointments, treatment, and care 

• Facilitate referrals to, and communication with, other health professionals involved in your care 

• Process payments, Medicare claims, and insurance billing 

• Maintain accurate clinical records as required by law and professional standards 

• Comply with legal, regulatory, and mandatory reporting obligations 

• Access clinical supervision to ensure the quality and safety of your care (see Section 8) 

• Conduct practice quality improvement activities using de-identified data only 

We will not use your personal information for any purpose not listed above without your explicit prior consent, unless required by law. 

5. Informed Consent and Your Rights 

In accordance with the Psychology Board of Australia Code of Conduct (2025), we are committed to obtaining and maintaining your informed consent throughout our therapeutic relationship. 

5.1 Consent to Treatment and Privacy 

• Prior to commencing services, you will be asked to sign an informed consent form acknowledging this Privacy Policy 

• Consent will be reviewed if the nature of services changes significantly 

• You have the right to withdraw consent at any time; however, this may affect our ability to continue providing services 

5.2 Financial Consent 

In line with the 2025 Code of Conduct, you will be clearly informed before services commence about: 

• Session fees, cancellation policies, and out-of-pocket costs 

• Available Medicare rebates and private health fund benefits 

• Any third-party involvement in billing or funding arrangements 

5.3 Your Rights Regarding Personal Information 

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to: 

• Access personal information we hold about you (subject to limited exceptions under law) 

• Request correction of inaccurate, incomplete, or outdated information 

• Request that we not use your information for certain purposes (where legally permissible) 

• Lodge a complaint with us or with the Office of the Australian Information Commissioner (OAIC) 

• Be informed of any mandatory or authorised disclosures of your information 

To request access to or correction of your records, please contact us in writing (see Section 14). We will respond within 30 days. 

6. Confidentiality 

Confidentiality is a cornerstone of psychological practice and is required under the Psychology Board of Australia Code of Conduct (2025). All information shared within sessions is treated as strictly confidential. We will not disclose your personal or health information to any third party without your written consent, except in the specific circumstances outlined below. 

6.1 Mandatory Exceptions to Confidentiality 

There are limited circumstances where confidentiality may be overridden by legal or ethical obligations: 

• Risk to life or safety: If we reasonably believe there is a serious and imminent risk to your life, health, or safety, or to the life, health, or safety of another person, we may disclose information to prevent that risk (consistent with the Privacy Act 1988 (Cth) and the 2025 Code of Conduct requirement to address serious threats) 

• Mandatory reporting: We are required by law to report certain matters, including child abuse or neglect under Western Australian mandatory reporting legislation (Children and Community Services Act 2004 (WA)) 

• Court order or subpoena: If we receive a legally valid court order or subpoena requiring disclosure of records 

• Regulatory requirements: Disclosures required by AHPRA, the Psychology Board of Australia, or other regulatory authorities 

Where possible and appropriate, we will inform you before making any disclosure required by law. We will only disclose the minimum amount of information necessary for the specific purpose. 

6.2 Authorised Disclosures (with Your Consent) 

With your prior written consent, we may share relevant information with: 

• Your referring GP or other treating health professionals (e.g., treatment progress reports required under a Mental Health Care Plan) 

• Specialists, psychiatrists, or allied health providers involved in your care 

• Funding bodies (e.g., WorkCover, NDIS, Department of Veterans' Affairs) to the extent required by your funding arrangement 

• Any other person or organisation you specifically nominate and authorise in writing 

7. Clinical Supervision 

As required by the Psychology Board of Australia Code of Conduct (2025), and consistent with best-practice standards, Imrama Psychology accesses regular clinical supervision to ensure the quality, safety, and ethical integrity of your care. 

Your case may be discussed in clinical supervision. Your consent to this is obtained as part of your intake process, in accordance with the 2025 Code of Conduct. All supervisors are bound by the same confidentiality obligations as your treating psychologist, and only the minimum necessary information is shared. 

Where possible, your information will be de-identified before being discussed in supervision. If you have concerns about supervision, please raise them with us directly. 

8. Storage, Security, and Practice Management System 

8.1 Zanda Practice Management Software 

Your personal and health information is stored and managed using Zanda (Zanda Health Pty Ltd), a secure cloud-based practice management system developed in Australia by an Australian company and used by healthcare practitioners across Australia and internationally. Zanda is compliant with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. 

Key security features of Zanda include: 

• All Australian customer data stored exclusively in Amazon Web Services (AWS) data centres located within Australia, in accordance with the Australian Privacy Act 

• 256-bit SSL encryption of data at rest and in transit, with two-factor authentication (2FA) and user activity logging 

• Daily encrypted backups 

• Role-based access controls limiting who can view clinical notes and sensitive records 

• Payment card details managed by Stripe (PCI DSS compliant) — not stored by Zanda or by this Practice 

• Zanda does not use client data for marketing or share it with third parties for commercial purposes 

• ISO 27001 certified — independently audited and assessed annually against the highest international standard for information security management 

• Partner of the Australian Cyber Security Centre (ACSC), providing additional oversight and access to current cyber security threat intelligence 

• Role-based access controls limiting who can view clinical notes and sensitive records, with a detailed activity log for audit purposes 

• A dedicated internal Data Protection Officer responsible for overseeing data privacy, security, and compliance 

For full details of Zanda’s privacy and security practices, please visit: www.zandahealth.com/security and www.zandahealth.com/au/privacy-policy/ 

8.2 Third-Party Disclosures by Zanda 

Zanda may share your data with trusted sub-processors to deliver their services (e.g., payment processing, email delivery). Data may be disclosed to recipients outside of Australia in limited circumstances — for example, after-hours or urgent support from Zanda’s UK or US team members, or if you enable integrations such as Stripe or SendGrid which may process limited data (e.g. name and email) outside Australia. Zanda requires all staff and sub-processors to comply with Australian Privacy Principles and maintains compliance with APP 8 before granting any overseas access. You will be informed of any relevant integrations that may affect your data. 

Imrama Psychology will not separately sell, rent, or share your identifiable personal information with any third party for commercial purposes. 

8.3 Record Retention 

Clinical records are retained in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and relevant Western Australian legislation. Generally, adult client records are retained for a minimum of seven (7) years from the date of last clinical contact. Records for clients who were minors at the time of treatment are retained until the client turns 25 years of age, or for seven years from last contact, whichever is longer. 

After the retention period has elapsed, records will be securely destroyed or de-identified in accordance with the relevant legislative requirements. 

9. Telehealth Services 

Imrama Psychology offers telehealth psychological services to clients located anywhere in Australia. Telehealth consultations are conducted via Zanda’s integrated telehealth platform, which is secure and encrypted. The same standards of confidentiality, clinical care, and privacy protection apply to telehealth sessions as to in-person appointments. 

When participating in telehealth sessions, clients are responsible for: 

• Ensuring they are in a private, secure location where they cannot be overheard 

• Using a secure and private internet connection 

• Notifying the psychologist if they have concerns about their privacy during the session 

Telehealth consultations are not recorded by Imrama Psychology. Clients are not permitted to make their own recordings of sessions without prior written consent from the psychologist. If a recording is agreed upon by both parties, this will be documented in the clinical record. 

Clinical information discussed during telehealth sessions is documented and stored with the same level of security and confidentiality as in-person session records. 

10. Cultural Safety and Inclusive Practice 

Imrama Psychology is committed to providing culturally safe and inclusive services to all clients. Consistent with the Psychology Board of Australia Code of Conduct (2025), we recognise the importance of cultural identity in health and wellbeing, and we are committed to: 

• Providing care that is respectful of cultural, linguistic, spiritual, and personal diversity 

• Acknowledging and addressing the impacts of systemic disadvantage and historical trauma, particularly for Aboriginal and Torres Strait Islander peoples 

• Promoting client self-determination and partnership in the therapeutic process 

• Engaging in ongoing self-reflection and professional development regarding cultural competence and safety 

We acknowledge the Traditional Custodians of the lands on which we work across Australia, and pay our respects to Elders past, present, and emerging. We are committed to embedding cultural safety into all aspects of our practice. 

11. When Our Services May Have Caused Harm 

The Psychology Board of Australia Code of Conduct (2025) requires psychologists to respond openly and honestly when clients are harmed by a service. If you believe a service provided by Imrama Psychology has caused you harm, we are committed to: 

• Acting promptly to address and, where possible, rectify the problem 

• Communicating honestly and transparently with you about what occurred 

• Reporting to relevant authorities if required by law or professional obligations 

• Informing you of your right to make a notification to the Psychology Board of Australia via AHPRA 

12. Privacy Complaints 

If you believe that Imrama Psychology has not complied with this Privacy Policy or the Australian Privacy Principles, you may lodge a complaint. We take all privacy complaints seriously and will investigate and respond promptly. 

12.1 Internal Complaints Process 

• Submit your complaint in writing to the contact details in Section 14 

• We will acknowledge receipt within 5 business days 

• We will endeavour to provide a substantive response within 30 days 

12.2 External Complaints 

If you are not satisfied with our response, you may lodge a complaint with an external body: 

• Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au | 1300 363 992 

• Psychology Board of Australia (via AHPRA): www.ahpra.gov.au | 1300 419 495 

• Health and Disability Services Complaints Office (HaDSCO) — Western Australia: www.hadsco.wa.gov.au | 1800 813 583 

13. Policy Review and Updates 

This Privacy Policy will be reviewed annually, or sooner if required by changes in legislation, regulatory requirements, or practice. The current version of this Policy is available upon request and will be provided to all new clients as part of the intake process. 

The date at the top of this document indicates when the Policy was last updated. Continued engagement with Imrama Psychology following any updates constitutes acceptance of the revised Policy. 

14. Contact Information 

For all privacy-related enquiries, access requests, complaints, or questions about this Policy, please contact: 

Imrama Psychology 

Perth, Western Australia 

Telehealth services available nationally 

Email: admin@imramapsychology.com.au 

Website: www.imramapsychology.com.au 

Correspondence Address: Suite 9, 20 Churchill Avenue, Subiaco WA 6008 

This Privacy Policy is consistent with the Psychology Board of Australia Code of Conduct (effective 1 December 2025), the Privacy Act 1988 (Cth), and the Australian Privacy Principles. It does not constitute legal advice. Practitioners should seek independent legal advice where required.