Our Commitment to Privacy in a Small Community

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At Little Black Duck Therapy, privacy and confidentiality are of utmost importance. We understand that living and working in a small regional community means there is a greater likelihood of running into one another in everyday life — at the supermarket, school events, sporting fields, or community gatherings.

If you see one of our practitioners in public, please be assured that your privacy will always be respected. Our team will never acknowledge you as a client unless you choose to do so first, and we will always follow your lead.

This commitment applies to all practitioners, staff, contractors, and students working within Little Black Duck Therapy.

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Overview

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Little Black Duck Therapy is committed to protecting your privacy and complying with:

• The Privacy Act 1988 (Cth)

• The Australian Privacy Principles (APPs)

• The Notifiable Data Breaches (NDB) scheme

• All other applicable Commonwealth and State legislation relating to health and personal information

This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information.

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What Information We Collect

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We may collect personal information, including sensitive information, that is reasonably necessary to provide our services. This may include:

• Name, date of birth, address, phone number, and email

• Emergency contact details

• Medicare, NDIS, private health, or concession card details

• Health and mental health information, assessments, and clinical notes

• Referral information and reports from other professionals

• Billing and payment information

• Information collected via our website, online forms, email, phone, or secure practice systems

 

Sensitive information is only collected with your consent, unless required or authorised by law.

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How We Collect and Store Information (Including Halaxy)

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Little Black Duck Therapy uses Halaxy as its primary practice management system for:

• Appointment scheduling

• Secure clinical record keeping

• Invoicing, billing, and rebates

• Secure client communication

Halaxy is an Australian-based system designed to comply with Australian privacy and security requirements. Access to client records within Halaxy is restricted to authorised practitioners and staff only, based on role and need.

Information may also be collected directly from you during sessions, intake forms, phone calls, emails, or with your consent from third parties such as GPs, schools, or other service providers.

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Why We Collect and Use Information

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We collect, hold, and use your information to:

• Provide counselling, therapy, assessment, and support services

• Communicate with you about appointments and care

• Coordinate care with other professionals (with consent)

• Meet legal, ethical, funding, and professional obligations

• Manage billing, rebates, and administrative processes

• Improve the quality and safety of our services

If you choose not to provide certain information, we will explain any limitations this may place on our ability to support you.

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Use of Artificial Intelligence (AI)

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Little Black Duck Therapy may use AI-assisted tools, including those integrated within or used alongside Halaxy, to support administrative efficiency, such as drafting or summarising clinical notes.

Important points about AI use:

• No AI recording occurs in-session without your explicit consent

• Where audio recording or transcription is offered, you will be asked for consent beforehand

• You may opt out at any time, and this will not affect your care or access to services

• AI tools are used only to assist, not replace, professional judgment

• All notes are reviewed, edited, and finalised by the treating practitioner

• AI tools do not make clinical decisions or provide therapy

• Information is handled in accordance with Australian privacy laws and confidentiality obligations

If you have questions or preferences about AI use, you are encouraged to discuss these with your practitioner at any time.

Disclosure of Personal Information

We only disclose personal information in accordance with the Privacy Act. This may include disclosure:

• For the purpose it was collected, or related purposes you would reasonably expect

• With your consent

• To relevant practitioners or staff within Little Black Duck Therapy as required for service delivery

• To third parties involved in your care (e.g. GPs, schools, NDIS providers), with consent

• Where required or authorised by law (e.g. risk of serious harm, court orders, mandatory reporting)

We do not sell or trade personal information.

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Multidisciplinary Team Access

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Little Black Duck Therapy operates as a multidisciplinary practice. Access to client information is:

• Role-appropriate

• Limited to what is necessary for service delivery

• Governed by professional, ethical, and legal confidentiality obligations

All practitioners, staff, contractors, and students are required to comply with this Privacy Policy.

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Data Security and Storage

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We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure, including:

• Secure electronic record systems

• Password protection and access controls

• Secure storage of paper records

• Regular review of data security practices

Information is retained and destroyed in accordance with legal, professional, and funding requirements.

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Notifiable Data Breaches

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In the unlikely event of a data breach that is likely to result in serious harm, we will comply with the Notifiable Data Breaches scheme, including notifying affected individuals and the Office of the Australian Information Commissioner where required.

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Access and Correction

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You may request access to your personal information at any time. We will respond within a reasonable timeframe.

Access may be limited in circumstances permitted under the Privacy Act (for example, where access may pose a serious risk to health or safety).

You may also request correction of inaccurate, incomplete, or outdated information.

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Privacy Enquiries and Concerns

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Privacy-related enquiries or concerns can be directed to:

Brianna Van Leeuwen
Little Black Duck Therapy
📧 brianna@littleblackducktherapy.com

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Complaints

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We encourage clients to raise any concerns directly with us wherever possible.

If your concern cannot be resolved or you prefer to raise it externally, you may contact the relevant professional body:

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• Social Workers – Australian Association of Social Workers
  📞 03 9320 1000 or 1800 630 124
  📧 ethicscomplaint@aasw.asn.au

• Psychologists – Australian Health Practitioner Regulation Agency

• Counsellors – Australian Counselling Association

 

Availability and Review of This Policy

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This Privacy Policy is available on our website and upon request.

It is reviewed regularly and updated to reflect changes in legislation, professional standards, technology, and practice operations.