Privacy Policy
Last Reviewed: 21 December 2025
This privacy policy explains how your information is handled.
Quick Navigation
Introduction
About this policy
​This Privacy Policy explains how your personal and health information is collected, used, and disclosed by our psychiatry practice. It includes details about your rights and how you can access or amend your information.
By registering with our service, you consent to your personal information being collected, used, and, where necessary, shared by our clinical and administrative teams. Only staff involved in your care or practice operations have access to your data.
Dr Kate Law is committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). For further information, please visit www.oaic.gov.au
​
We review this policy annually or whenever there are significant changes in law or procedure. Updates are published on our website, and important changes will be shared with patients via email before their next appointment.
Information collection & use
What information is collected?​
​
We collect personal and health information, which is needed to assess, diagnose, and manage your care, including:
-
Name, date of birth, contact details
-
Referral information, medical and mental health history, and current symptoms
-
Notes and observations from consultations
-
Referral, prescription and correspondence information
-
Information from other professionals, your personal contacts, employers or education providers (with consent)
​
​
How is this information used?​
​
We use your information to:
-
Deliver psychiatric care via telehealth
-
Conduct assessments and prepare reports
-
Plan and provide treatment
-
Coordinate care with other providers
-
Manage administrative, billing, and compliance processes
-
Confirm appointments (via phone, SMS, or email)
-
Support clinical audits, training (with consent), and quality improvement
We may share your personal information:
-
With other healthcare professionals involved in your care
-
With third-party providers (e.g. billing platforms, IT services) under strict confidentiality agreements
-
Other clinicians for teaching or supervision purposes, with your consent
-
Emergency services when there is a serious risk to life, health, or safety
-
When required or authorised by law (for example, subpoenas, mandatory reporting)
-
To assist in locating a missing person
-
As part of legal proceedings
-
During confidential dispute resolution
We will not share your information with third parties outside Australia unless required by law or with your explicit consent. We do not use your information for direct marketing without your express permission, and you may opt out at any time.
Where applicable, we may use your de-identified information to improve our services. If you'd prefer not to participate, please let us know.
​​​
Sensitive & anonymous information​
​
We only collect sensitive information (e.g. health data, mental health history) with your consent and for purposes directly related to your treatment. You have the right to remain anonymous or use a pseudonym, where practicable and where lawful.​​​
AI scribes & documentation
How AI scribes are used
​
To support efficient and accurate documentation, our practice may use artificial intelligence (AI) scribes during consultations. Here's how it works:
-
You will be notified and asked for consent before the use of an AI scribe during consultations
-
These tools summarise your spoken interaction into written clinical notes and other forms of clinical correspondence, such as letters to other healthcare providers and a patient summary letter
-
To do this, the AI scribe transcribes the spoken interaction into text, then uses this text to generate notes and documents. No audio or video recording is ever taken.
-
Transcribed notes and documents are reviewed and edited by your psychiatrist before being entered into your record.
-
Administrative staff may assist with entering the approved content into your record.
-
Our AI tools comply with Australian privacy laws and do not use your data for training AI systems.
Please click here to download the Heidi AI patient explainer sheet for more information.
​​​​​​​​​
Data handling
Data storage, security & access​​​​​​​​​​​​​​​​​​
​
-
Your data is stored securely in encrypted electronic health records with access limited to authorised personnel.
-
Xestro & Halaxy, our electronic medical record providers, are hosted on secure Australian-based servers. They maintain data integrity through routine audits and regular updates.
-
Telehealth and phone sessions are conducted via Coviu, which meets national privacy and encryption standards
-
While we prefer Australian-based services, some service providers may store or process data outside of Australia. We ensure any international service provider meets privacy and security standards equivalent to those in Australia.
-
All paper-based records are stored securely and shredded after digital transfer
-
Correspondence sent by email is protected on our end using secure systems; however, we cannot guarantee the security of third-party email servers.
-
Communication between healthcare providers is preferably via Healthlink, a secure clinical communication tool.
-
We take reasonable steps to protect your data from unauthorised access, loss, or misuse through encryption, access controls, and regular audits.
​
Data retention & disposal
​
Your information will be retained as required by law:
-
A minimum of 7 years for adults
-
Until age 25 for patients under 18
If your data is no longer required after the legally required data retention period, we will securely destroy or permanently de-identify your records.
​
Access & accuracy
​
-
You may request access to or correction of your personal information by contacting us in writing. We will respond promptly and support your right to information, accuracy, and transparency.
-
We may charge a small administrative fee for copies and will require written consent and identity verification.
-
If we deny access for legal or clinical reasons, we will explain why.
-
Existing records cannot be legally altered. Therefore, any required corrections will be documented in a new note.
-
We aim to keep your personal information accurate and up to date. Please let us know if your contact or clinical details change so we can update our records.
Complaints
​Interim deposit process
​
If you believe your privacy has been breached, please send your concerns in writing to our practice. We will respond promptly. If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC):
​
-
Website: www.oaic.gov.au
-
Phone: 1300 363 992
Please contact us if you have any feedback or concerns:
​
Dr Kate Law - Consultant Psychiatrist
Email: admin@drkatelaw.com.au
Phone: 08 6383 9839
Website: www.drkatelaw.com.au
Address: PO Box 4152, Myaree WA 6960
Last reviewed: December 2025