Privacy Policy

Jamie Unicomb Psychotherapist and Coach

This policy sets out how Jamie Unicomb Psychotherapist and Coach (referred to as “the practice” or “I”) handles the personal information of clients, prospective clients, and website visitors. I take privacy seriously and am committed to complying with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth).

Personal and Sensitive Information

Personal information is any information about an individual that can be used to identify them directly or indirectly — for example, name, address, phone number, email address, and date of birth.

Sensitive information is a subset of personal information and includes details such as a person’s health or mental health conditions, racial or ethnic origins, religious beliefs, sexual orientation, or criminal record. The unauthorised disclosure of sensitive information may expose a person to discrimination or embarrassment. I handle sensitive information with the highest level of care.

As a health service provider, the practice is subject to the Privacy Act 1988 (Cth) regardless of financial turnover. Within the practice, and consistent with my duty of care, clients cannot be fully anonymous. A client may use a preferred name in session, however a legal name (as it appears on identification) is required for the client record.

Why I Collect Personal Information

Personal information is collected to:

  • assess client needs and determine whether my services are appropriate
  • provide safe, informed, and effective therapeutic support
  • fulfil my duty of care, including responding appropriately in situations involving risk to life or safety
  • comply with professional registration and ethical obligations under PACFA (Psychotherapy and Counselling Federation of Australia)
  • maintain clinical records as required by professional standards
  • communicate with clients about appointments, session notes, or referrals where relevant and consented to.

How I Collect Personal Information

I collect personal information through the following means:

  • information you provide verbally during sessions
  • written communication via email, SMS, or letter
  • the client intake form completed prior to or at the first appointment
  • my scheduling platforms: Halaxy (used for appointment management and client records) and Calendly (used to book free introductory sessions only)
  • my website, jamieunicomb.com, which is built on WordPress
  • referrals from general practitioners or other treating practitioners or services, where relevant
  • the optional Self-Coaching Tool on my website, if you choose to use it (submitted via Jotform).

Third-Party Platforms and Overseas Data

The practice uses the following third-party platforms that may collect or store personal information:

Halaxy

Halaxy is an Australian practice management platform used for appointment scheduling, session records, and invoicing. Client data stored in Halaxy is hosted in Australia. Halaxy’s privacy policy is available at halaxy.com.

Calendly

Calendly is used solely for booking the free introductory session (20–30 minutes). Calendly is a US-based platform and data submitted via Calendly (name and email address) may be stored on servers located outside Australia. By using the Calendly booking link, you consent to this limited transfer. Calendly’s privacy policy is available at calendly.com/pages/privacy.

Zoom

Zoom is used on occasion for telehealth (video or phone) sessions. Zoom is a US-based platform, and session data (such as connection details) may be processed on servers located outside Australia. By agreeing to attend a session via Zoom, you consent to this limited transfer. Sessions are not recorded via Zoom unless you have separately given written consent for that specific session. Zoom’s privacy policy is available at zoom.us/privacy.

Jotform

Jotform is used only for the optional Self-Coaching Tool available on my website — it is not used for the client intake form or any clinical record-keeping, which are handled through Halaxy. Jotform is a US-based platform, and submissions made through the Self-Coaching Tool may be stored on servers located outside Australia. Jotform’s privacy policy is available at jotform.com/privacy.

WordPress / Website

The practice website is built on WordPress. The site may collect basic usage data (such as page visits) through standard website analytics. No sensitive health information is collected via the website itself. If you use any contact form on the website, the information submitted will be received by email and not stored on the website server beyond transmission.

Storage of Personal Information

All personal information held by the practice is stored securely and can only be accessed by me. Storage methods include:

  • digital records held within Halaxy, which uses encrypted, access-controlled servers located in Australia
  • encrypted digital files stored locally with password protection
  • paper records (where applicable) held in a locked filing system at the practice premises.

I do not retain credit card or banking details once a payment has been processed. I also aim not to retain information beyond what is necessary, and dispose of it securely when it is no longer required, consistent with legal and professional obligations.

In the event of a suspected or confirmed data breach, I will promptly investigate and, where appropriate, take remedial action and notify the individual(s) affected in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth).

How Long Records Are Kept

Client records are retained for a minimum of seven years from the date of the last contact. Where a client was a minor at the time of treatment, records are retained until the client turns 25 years of age, or for seven years from the last appointment, whichever is the later date. Records are then disposed of securely.

Disclosure of Personal Information

I will not disclose personal information about you to third parties without your written consent, except where I am legally obliged to do so. Legally mandated disclosures include:

  • a serious and imminent threat to the life, health, or safety of you or another person
  • a reasonable belief that a child under 18 years of age is at risk of abuse or neglect (mandatory reporting obligations under Victorian law)
  • a court order or subpoena requiring the release of client records.

Where possible and appropriate, I will discuss any required disclosure with you before taking action.

Clinical supervision is part of my professional obligations under PACFA. I may discuss aspects of my work with a qualified clinical supervisor. In all such discussions, information is de-identified so that you cannot be identified.

Where you have given explicit written consent, I may also correspond with your GP or other treating practitioners. A separate Consent for Information Release/Exchange form is used for this purpose.

Accessing and Correcting Your Personal Information

You may request access to the personal information I hold about you at any time. I will respond to such requests in accordance with the Privacy Act 1988 (Cth). I may ask you to specify what information you are seeking, and in some circumstances a reasonable fee may apply for providing access.

If you believe that any information I hold about you is inaccurate, out of date, or incomplete, you may request a correction. I will respond to all such requests as required by the Privacy Act.

There are limited circumstances in which I may decline to provide access — for example, where doing so would pose a serious threat to the health or safety of you or another person, or where the information relates to anticipated legal proceedings. I will advise you in writing if access is declined, and explain the reason.

Complaints

If you have concerns about how I have handled your personal information, please contact me in the first instance. I take all privacy concerns seriously and will investigate and aim to resolve your complaint promptly.

If you are not satisfied with the outcome, you may make a complaint to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au, or by phone on 1300 363 992.

Changes to This Policy

This policy may be updated from time to time to reflect changes in the law, professional standards, or practice operations. Any significant changes will be communicated to active clients by email. The current version is always available on the practice website at jamieunicomb.com.

Contact

For any questions about this privacy policy or how your personal information is managed, please contact:

  • Email: hello@jamieunicomb.com
  • Phone: 0412 341 778
  • Website: jamieunicomb.com

Jamie Unicomb Psychotherapy & Counselling — Privacy Policy — Version 1.1, July 2026