Well Beam Psychotherapy
Effective date : 28th September 2026

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Well Beam Psychotherapy ("Well Beam", "we", "us" or "our") respects your privacy and is committed to protecting the personal and health information you provide to us.

This Privacy Policy explains how we collect, use, store, disclose and protect personal and health information when you visit our website, make an enquiry, complete an intake form, or receive counselling or psychotherapy services from Well Beam.​

Well Beam is a private counselling and psychotherapy practice based in New South Wales. We handle sensitive personal and health information in accordance with applicable privacy laws, including the Health Records and Information Privacy Act 2002 (NSW) and, where applicable, the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

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1. Information we collect

Depending on your relationship with Well Beam, we may collect information including:

Personal and contact information

• name and preferred name

• date of birth and age

• residential and postal address

• telephone number

• email address

• emergency contact details

• parent or carer details where relevant

• information about your relationship to a young person receiving services​

Health and wellbeing information

Where relevant to providing services, we may collect sensitive information including:

• mental health and emotional wellbeing information

• information about current or previous counselling, psychological or other health services

• relevant medical or health information

• information about family, relationships, education, employment or social circumstances

• information about experiences, concerns or events discussed during sessions

• information relevant to risk, safety and wellbeing

• information provided by parents, carers or other authorised persons

• other information reasonably necessary to provide appropriate therapeutic services.

You may choose not to provide information requested by Well Beam. However, if information is necessary for us to provide appropriate and safe services, our ability to provide those services may be limited.

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2. How we collect information

We generally collect personal information directly from you, including when you:

• contact us by telephone, email or through our website

• make an enquiry or request an appointment

• complete an intake or consent form

• participate in a counselling or psychotherapy session

• communicate with us about your appointments or services

• make a payment or receive an invoice.

For young clients, information may also be provided by a parent or carer, where appropriate and authorised.

In some circumstances, and where permitted by law, we may collect relevant information from another person or organisation involved in your care or wellbeing, such as a parent, carer, treating professional or other support person.

Where information is collected from a third party, we will generally take reasonable steps to ensure you are aware of that collection, unless an exception applies.

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3. Why we collect and use your information

We collect and use personal and health information for purposes including:

• providing counselling and psychotherapy services

• understanding your circumstances and therapeutic needs

• planning and reviewing your care

• communicating with you about appointments and services

• communicating with parents, carers or other authorised persons where appropriate

• maintaining appropriate clinical records

• managing payments, invoices and administration

• complying with legal and professional obligations

• responding to requests for access to or correction of your information

• managing complaints or concerns

• protecting the safety and wellbeing of clients and others

• managing actual or suspected privacy or data breaches

• obtaining professional supervision or consultation where permitted and appropriate

• maintaining and improving the operation of the practice.

We will only use your health information for the purpose for which it was collected, or for another purpose permitted by applicable privacy law.

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4. Confidentiality

Information discussed during counselling and psychotherapy is treated as confidential.

There are circumstances in which confidentiality may be limited. These may include situations where disclosure is:

• required or authorised by law

• necessary to address a serious and imminent threat to a person's life, health or safety

• reasonably necessary to protect a child or young person from harm

• required in response to a subpoena, court order or other legal requirement

• otherwise permitted by applicable privacy legislation.

Where appropriate and lawful, we will discuss a proposed disclosure with you before making it.

For young people, confidentiality and information-sharing will be discussed with the young person and parent/carer as appropriate, taking into account the young person's age, maturity, capacity, legal rights and the circumstances of the situation.

 

5. Parents and carers of young people

Where a young person receives services through Well Beam, we recognise that parents and carers may have legitimate interests in their child's wellbeing while also recognising the young person's developing autonomy and right to privacy.

The information that can appropriately be shared with a parent or carer will depend on factors including the young person's age and maturity, applicable law, the nature of the information, the circumstances of the service and any relevant safety concerns.

At the commencement of services, Well Beam will explain the general approach to confidentiality and information sharing to the young person and their parent or carer.

 

6. When we may disclose information

We do not sell, rent or trade your personal information.

We may disclose personal or health information where reasonably necessary for the purposes described in this Privacy Policy, including to:

• you or your authorised representative

• a parent or carer where appropriate and authorised

• another treating professional or service provider where you have provided appropriate consent or where disclosure is otherwise permitted by law

• professional supervisors or consultants, where appropriate and permitted

• service providers who assist us to operate the practice, such as practice management, appointment, information technology, website or payment providers

• government agencies, regulators or other bodies where required or authorised by law

• emergency services or other relevant persons where disclosure is permitted or required to address a serious threat to life, health or safety

• courts or legal representatives where disclosure is required by law.

Where information is shared with a service provider, we take reasonable steps to ensure that the provider handles information appropriately and securely.

 

7. Website and online enquiries

Our website may collect information that you voluntarily provide, such as your name, email address, telephone number and the content of an enquiry.

Please avoid including detailed or sensitive mental-health information in a website contact form or ordinary email unless specifically requested.

Website usage information may also be collected through technologies such as cookies, analytics or similar tools. These may collect information such as browser type, device information, pages visited and general website usage.

We use website information to operate, maintain and improve the website and respond to enquiries.

 

8. Telehealth and online services

Well Beam may provide counselling and psychotherapy sessions by telehealth, including by video or telephone.

Before participating in a telehealth session, clients are encouraged to choose a private and appropriate location where they cannot reasonably be overheard or interrupted. Clients are responsible for considering the privacy of their own environment, including whether other people, smart devices, speakers, cameras or recording devices may be present.

Well Beam will take reasonable steps to conduct telehealth sessions in a private environment and through appropriate technology.

Clients must not record, photograph, screenshot or otherwise capture a counselling or psychotherapy session without the prior knowledge and consent of Well Beam and all other participants.

Where a client participates in a session from a location that is not their usual residence, they should ensure that Well Beam has their current location where reasonably necessary for safety purposes. This may be particularly important where there is an immediate concern about a client's safety or wellbeing.

Telehealth may carry additional privacy and security risks compared with an in-person session, including risks associated with internet connectivity, devices, networks and third-party technology. While Well Beam takes reasonable steps to protect the confidentiality of telehealth sessions, complete security cannot be guaranteed.

If a telehealth session cannot be conducted with an appropriate level of privacy or safety, Well Beam may pause, reschedule or end the session and discuss alternative arrangements with the client.

 

9. Walk-and-talk sessions

Well Beam may offer counselling and psychotherapy sessions conducted while walking outdoors in an agreed public or outdoor setting.

Walk-and-talk sessions involve particular privacy considerations because the session takes place outside a traditional consulting room.

Well Beam and the client will take reasonable steps to protect privacy, including selecting an appropriate location and considering the likelihood of encountering other people.

Absolute confidentiality cannot be guaranteed in a public or outdoor environment. There is a possibility that the client or therapist may be seen or overheard by members of the public.

Clients are not required to disclose to another person that they are attending a counselling or psychotherapy session. If an unexpected encounter occurs, Well Beam will generally allow the client to determine how they wish to respond, unless there is a legal or safety reason requiring otherwise.

Clients should consider whether the chosen location is appropriate for discussing sensitive information and may request to move to a more private location or change the session format where appropriate.

Walk-and-talk sessions may be postponed, relocated or changed to telehealth or another appropriate format where weather, environmental conditions, safety or privacy concerns make the planned session unsuitable.

The same confidentiality and privacy obligations that apply to other Well Beam services apply to information discussed during walk-and-talk sessions.

 

10. Client responsibility for privacy

For telehealth and walk-and-talk sessions, clients also have an important role in protecting their own privacy.

Clients are encouraged to:

• participate in telehealth sessions from a private location where possible

• use headphones where appropriate

• avoid public Wi-Fi where practical when discussing highly sensitive information

• ensure other people cannot overhear a session without the knowledge and consent of the participants

• avoid recording sessions without prior consent

• advise Well Beam if they believe their privacy cannot reasonably be maintained

• provide their current location when participating in telehealth if this is reasonably necessary for safety purposes.

These measures do not remove Well Beam's own privacy and confidentiality obligations.

 

11. Third-party service providers

Well Beam uses third-party service providers to assist with the operation of the practice.

These may include:

• Halaxy for practice management, appointment scheduling, client records, forms, invoicing and related practice functions

• Wix for website hosting and related website functionality

• email, telecommunications, cloud storage, payment processing and other technology providers used in the ordinary operation of the practice.

Some third-party providers may store or process information outside Australia. Where this occurs, we take reasonable steps to ensure that information is handled in accordance with applicable privacy obligations.

You can contact Well Beam if you would like further information about the third-party providers we use and how they handle personal information.

 

12. Storage and security

We take reasonable steps to protect personal and health information from misuse, interference, loss and unauthorised access, modification or disclosure.

Depending on the type of information, safeguards may include:

• secure electronic practice-management systems

• password protection and access controls

• secure electronic communications

• limiting access to information to people who need it for authorised purposes

• secure disposal of information when it is no longer required to be retained

• maintaining appropriate procedures for responding to privacy and data-security incidents.

No method of electronic transmission or storage can be guaranteed to be completely secure. We will nevertheless take reasonable steps to protect the information we hold.

 

13. Retention of health information

Well Beam retains health information for the period required by applicable law.

Under NSW law, private health service providers are generally required to retain health information:

• for 7 years from the last occasion on which a health service was provided where the information was collected while the individual was an adult; or

• until the individual reaches 25 years of age where the information was collected while the individual was under 18.

Health information is securely disposed of when it is lawful and appropriate to do so.

Other records may be retained for different periods where required by law or for legitimate business, legal or professional purposes.

 

14. Accessing your information

You generally have a right to request access to personal and health information that Well Beam holds about you.

You may make an access request by contacting us using the details below.

We will respond to access requests within a reasonable period and may need to verify your identity before providing access.

In some circumstances, access may be refused or limited where permitted or required by law. If this occurs, we will explain the reason where appropriate.

 

15. Correcting your information

We take reasonable steps to ensure that information we hold is accurate, complete and up to date.

If you believe information we hold about you is inaccurate, incomplete or out of date, you may request that it be corrected.

Please contact us using the details below and identify the information you believe needs to be corrected.

 

16. Privacy complaints

If you have a concern or complaint about how Well Beam has handled your personal or health information, please contact us first so that we can understand and address the concern.

You can make a privacy complaint by contacting:

Privacy Contact: Leah Phipps
Business: Well Beam Psychotherapy
Email: wellbeampsychotherapy@gmail.com
Phone: 0449 230 428

We will acknowledge and investigate privacy complaints and aim to resolve them within a reasonable period.

If you are not satisfied with our response, or if you prefer to make a complaint externally, you may contact the relevant privacy regulator.

For NSW health privacy matters, you may contact the Information and Privacy Commission NSW (IPC).

For matters covered by the Commonwealth Privacy Act, you may contact the Office of the Australian Information Commissioner (OAIC).

 

17. Data breaches

Well Beam takes reasonable steps to prevent and respond to unauthorised access, loss, misuse or disclosure of personal and health information.

If a privacy or data-security incident occurs, we will assess the incident and take appropriate steps to contain, investigate and respond to it.

Where notification is required by applicable law, affected individuals and/or the relevant regulator will be notified in accordance with those requirements.

 

18. Email and electronic communication

Email and other electronic communications may involve privacy and security risks.

We ask clients to consider the sensitivity of information they include in emails or other electronic communications.

Routine administrative communication may occur electronically. Where sensitive clinical information needs to be communicated, Well Beam will use an appropriate method having regard to the circumstances.

 

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, privacy practices or legal obligations.

The most recent version will be published on the Well Beam website with the date of the latest update.

 

20. Contact us

If you have questions about this Privacy Policy, your personal information or how Well Beam handles your information, please contact:

Well Beam Psychotherapy
Privacy Contact: Leah Phipps
Email: wellbeampsychotherapy@gmail.com
Phone: 0449 230 428
Website: www.wellbeampsychotherapy.com.au

Last updated: 28 September 2026