Last updated: 23/7/2026
This Privacy Policy applies to Jennifer Dziwulski, trading as Psych Jen (“we“, “us“, “our“), a registered psychologist practising from 25 Denison Street, Newcastle West, NSW 2302, and to the website psychjen.com (the “Site“).
We are committed to protecting your privacy and handling your personal and health information responsibly. As a health service provider, we are bound by the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth), regardless of our annual turnover, and by the Health Records and Information Privacy Act 2002 (NSW) and its Health Privacy Principles (HPPs), as we provide health services in New South Wales.
This policy explains what personal information we collect, why, how we store and protect it, who we share it with, and how you can access, correct, or raise concerns about it.
1. What information we collect
Depending on how you interact with us, we may collect:
Contact and identity information — your name, date of birth, address, phone number, and email address.
Health information (a category of “sensitive information” under the Privacy Act, which receives extra protection) — including but not limited to:
- Clinical notes, session records, and treatment plans
- Mental health history, diagnoses, and risk information
- Referral letters and correspondence from GPs or other treating practitioners
- Information relevant to Medicare, NDIS, or WorkCover/SIRA claims (e.g. referral details, plan information, claim numbers)
Booking and administrative information — collected through Halaxy, our practice management and telehealth platform, including appointment details, invoicing and payment records, and telehealth session data.
Email correspondence — if you email us at hello@psychjen.com, including any intake forms or documents you send as attachments, we retain that correspondence as part of your record.
Website usage information — collected automatically when you browse the Site, via:
- Google Analytics 4 — de-identified/aggregated data about how visitors use the Site (e.g. pages viewed, general location, device type)
- Google Search Console — data about how the Site appears and performs in Google Search results
- Google Fonts — loading fonts from Google’s servers may transmit your IP address to Google
- Embedded Google Map — viewing the map on our Site may transmit your IP address to Google
- Wordfence (our website security plugin) — logs technical/security data such as IP addresses and request activity, to protect the Site from malicious activity
We do not have a contact form on the Site, so we don’t collect personal information through a web form — only via email or through Halaxy’s booking system.
2. How we collect information
We collect information:
- Directly from you, when you book an appointment via Halaxy, attend a session, or contact us by email
- From referring practitioners (such as your GP), with your consent, for the purpose of your care or a Medicare rebate referral
- From NDIS plan managers or support coordinators, WorkCover/SIRA, or insurers, where relevant to funding or managing your treatment
- Automatically through your use of the Site, via the analytics and security tools listed above
3. Why we collect and use your information
We use your information to:
- Provide psychological therapy and related services to you
- Manage appointment bookings, reminders, and telehealth sessions via Halaxy
- Process Medicare, NDIS, and WorkCover/SIRA claims where applicable
- Meet our legal, ethical, and professional record-keeping obligations as a registered psychologist (including obligations under the Psychology Board of Australia’s Code of Conduct)
- Communicate with you about your care
- Understand and improve how the Site is used, and keep it secure
We do not use your health information for direct marketing, and we do not sell your personal information to any third party.
4. Who we disclose information to
We only share your information where necessary, and generally only with your consent, except where required or authorised by law. This may include:
- Halaxy Pty Ltd — our practice management and telehealth platform, which stores your booking, clinical, and payment information. Halaxy’s privacy policy is available at: [Halaxy Privacy Policy — https://www.halaxy.com/article/privacy]
- Referring practitioners and treating team members — such as your GP, psychiatrist, or other allied health providers involved in your care, with your consent
- Medicare, NDIS, WorkCover/SIRA, and insurers — as required to process rebates, funding, or claims
- Clinical supervisors — for the purposes of Jen’s own professional supervision, information may be discussed in a de-identified or limited form
- Regulatory and legal bodies — such as AHPRA, a court, or other authorities, where we are required or authorised by law to disclose information (for example, mandatory reporting obligations or a subpoena)
- Google (Analytics, Search Console, Fonts, Maps) and Wordfence (Defiant Inc.) — for website analytics, functionality, and security purposes, as described above
Overseas disclosure
Some of the third parties we use — including Google and Wordfence — store or process data on servers located overseas, including in the United States. Where your information is disclosed to an overseas recipient, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles, but you should be aware that overseas recipients may not always be subject to the same privacy obligations as apply in Australia. Halaxy stores your clinical and booking data in Australia (see their privacy policy for further detail).
5. Security of your information
We take reasonable steps to protect your personal information from misuse, loss, and unauthorised access, including:
- Using Halaxy’s secure, encrypted practice management system for clinical and booking records
- Using Wordfence to monitor and protect the Site against malicious activity
- Maintaining confidentiality obligations consistent with the Psychology Board of Australia’s Code of Conduct
No method of electronic storage or transmission is completely secure, and while we take reasonable precautions, we can’t guarantee absolute security of information sent to us over the internet.
6. How long we keep your information
We retain health records in accordance with our professional and legal obligations. As a general rule:
- Records for adult clients are retained for a minimum of 7 years from the date of your last appointment
- Records for clients who were minors at the time of treatment are retained until they turn 25 years of age (i.e. 7 years after turning 18)
These are general minimums under NSW health record-keeping requirements and Psychology Board guidance — Jen may retain records for longer where required by NDIS, Medicare, WorkCover, or other applicable obligations.
7. Access to and correction of your information
You have the right to request access to the personal and health information we hold about you, and to request correction if it’s inaccurate, out of date, or incomplete. To do so, contact us using the details below.
We may need to verify your identity before providing access, and in some limited circumstances permitted by law (for example, where access would pose a serious risk to your health or safety, or that of another person), we may need to provide access through an intermediary, such as another treating practitioner. There is generally no charge to lodge a request, though reasonable costs may apply for providing copies of records.
8. Cookies and website tracking
The Site uses cookies and similar technologies through Google Analytics 4, Google Search Console, Google Fonts, and the embedded Google Map, as described in Section 1. These help us understand website usage and keep the Site secure and functional. You can control or disable cookies through your browser settings, though this may affect how some parts of the Site display or function. Australian law doesn’t require a cookie consent banner (unlike the EU), but we’re disclosing this use here for transparency.
9. Complaints
If you have a concern about how we’ve handled your personal or health information, please contact us first using the details below, so we can try to resolve it directly.
If you’re not satisfied with our response, you can lodge a complaint with:
- Office of the Australian Information Commissioner (OAIC) — www.oaic.gov.au
- NSW Information and Privacy Commission (IPC) — www.ipc.nsw.gov.au
- NSW Health Care Complaints Commission, or the Psychology Board of Australia / AHPRA, for concerns about professional conduct — www.ahpra.gov.au
10. Contact us
If you have questions about this policy, or want to access or correct your information, contact:
Jennifer Dziwulski — Psychologist Email: hello@psychjen.com Phone: 0415 995 615 / 03 7000 5056 Address: 25 Denison Street, Newcastle West, NSW 2302
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The most current version will always be available on this page, with the “last updated” date shown above.