Privacy Policy – The Spectrum Sanctuary

Effective Date: November 2025

At The Spectrum Sanctuary (“we”, “our”, “us”), protecting your privacy is a priority. This Privacy Policy explains how we collect, use, store, and disclose your personal information when you access our website, engage with Spectrum Sanctuary educational content, or receive psychological services.

1. Collection of Personal Information: We may collect personal information including, but not limited to:
- Name, contact details, date of birth
- Health information relevant to your assessment, treatment, or support
- Information you provide via website contact forms, bookings, or email
- Usage data and cookies from website visits (for website analytics only)
Note: Educational content under Spectrum Sanctuary is primarily designed for general information. We do not collect personal health information through social media or public educational posts.

2. Use of Personal Information: Your information is used for purposes including:
- Providing psychological services, assessments, and treatment
- Booking and billing administration
- Sending educational resources, newsletters, or practice updates (with your consent)
- Improving our website, services, and online resources
Important: We do not provide individual therapy via social media or educational content. Any information shared on these platforms is for education only.

3. Disclosure of Personal Information: We may disclose your information to:
- Other healthcare providers (with your consent or as required by law)
- Administrative and IT service providers under confidentiality agreements
- Regulatory authorities, if legally required
We will never share your information for marketing purposes without your consent.

4. Storage and Security: Personal information is stored securely in encrypted digital records.
- Hardcopy records are kept in locked cabinets.
- Access is limited to authorised personnel only.
- We implement administrative, technical, and physical safeguards to protect information from misuse, loss, or unauthorised access.

5. Access and Correction: You may request access to or correction of your personal information at any time by contacting us at info@spectrumsanctuary.com.au. We will respond within a reasonable timeframe, consistent with legal obligations.

6. Cookies and Website Analytics: Our website may use cookies to analyse traffic and improve user experience.
- No personally identifiable information is collected via cookies without your consent.
- You may disable cookies in your browser settings, but this may limit certain functionality.

7. Retention of Personal Information: Clinical records are retained in accordance with APS, AHPRA, and other regulatory guidelines (generally 7–10 years for adults, until 25th birthday for minors).
- Non-clinical information, such as newsletter subscriptions, is retained until you unsubscribe or request deletion.

8. Privacy of Children: We do not knowingly collect personal information from children under 13 without parental consent.
- Parents or guardians provide consent for minors receiving psychological services.

9. Use of AI Transcription and Online Platforms: We may use AI-powered dictation/transcription software (e.g., Zanda, NovoNote) for session notes. These services are encrypted and compliant with Australian privacy standards.
- No client-identifying information is shared publicly; usage is strictly for documentation and professional purposes.

10. Social Media and Educational Content: Spectrum Sanctuary social media content is educational and advocacy-focused.
- Sharing personal health information in comments or messages is discouraged. We cannot provide individual advice via social media.
- Interactions on public platforms are not treated as confidential communications.

11. Complaints and Contact: If you have concerns about privacy, you may contact:
Jo Knowles, Principal Psychologist
Email: info@spectrumsanctuary.com.au
Phone: (+61) 0455 532 396
You may also lodge complaints with the Office of the Australian Information Commissioner (OAIC).

12. Updates to Privacy Policy: This Privacy Policy may be updated periodically. The latest version will be published on our website, and the effective date updated.

Acknowledgment: By accessing our website or engaging with our services, you consent to the terms outlined in this Privacy Policy.