Privacy Policy

Welcome to The Sanctum Clinic (trading as Rebecca Kate Freeman) (“we,” “our,” or “us”).

We are committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains how we collect, use, store, and disclose your personal information, and the rights you have in relation to that information.

By engaging with our psychotherapy services or using our website, you agree to the terms of this policy.

1. What Personal Information We Collect

We may collect personal information necessary to provide our psychotherapy and related services, including:

Name and contact details (email, phone number, address)

Payment and billing details (processed securely through third-party providers)

Information you provide in intake forms, discovery calls, program applications, and therapy sessions

Sensitive information, including health history, mental health information, and other information relevant to therapy (collected with your consent)

Technical information from your use of our website (e.g., IP address, browser type, device information)

We only collect what is reasonably necessary to provide safe, ethical, and effective services.

2. How We Collect Personal Information

We collect information:

Directly from you (via forms, email, calls, bookings, or therapy sessions)

Automatically through website technologies (cookies, analytics tools)

Occasionally from third parties, such as medical professionals or referrers, but only with your consent unless legally required

3. Why We Collect, Use, and Disclose Personal Information

We collect, hold, and use personal information to:

Provide psychotherapy and related services tailored to you

Manage bookings, payments, and administration

Communicate with you (including responding to inquiries, reminders, and updates)

Send marketing communications (if you have opted in — you may unsubscribe anytime)

Improve our services and client experience

Fulfil our professional, legal, and regulatory obligations (e.g., record-keeping requirements for health practitioners, mandatory reporting laws in South Australia)

We will not use your information for other purposes without your consent, unless required or authorised by law.

4. Disclosure of Personal Information

We do not sell your personal information.

We may disclose your information to:

Service providers who support our practice (e.g., secure client record systems, website hosting, payment processors)

Professional advisers (accountants, lawyers, insurers)

Health professionals, where referral or collaboration is clinically appropriate and with your consent (except in emergency or mandatory reporting circumstances)

Government agencies or law enforcement, where required by law (e.g., mandatory reporting of child protection concerns, risk of harm)

If we transfer personal information overseas (for example, if using secure cloud storage providers), we will take reasonable steps to ensure the recipient provides privacy protections substantially similar to those in Australia.

5. Storage and Security of Your Information

We take reasonable steps to safeguard your personal information against loss, misuse, unauthorised access, modification, or disclosure.

Your records may be stored electronically in secure third-party systems with restricted access. Paper records (if used) are stored securely.

We retain records in accordance with Australian legal and professional standards for health practitioners (generally a minimum of 7 years, or longer if required for minors). When records are no longer required, they will be securely destroyed or de-identified.

6. Access and Correction

You have the right to:

Request access to the personal information we hold about you

Request corrections if your information is inaccurate, incomplete, or outdated

Requests can be made in writing to the contact details below. We will respond within a reasonable timeframe, usually within 30 days.

7. Complaints

If you believe we have breached the Australian Privacy Principles, you can contact us using the details below.

We will investigate your complaint promptly and respond in writing. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

Website: https://www.oaic.gov.au

Phone: 1300 363 992

8. Cookies and Website Analytics

Our website may use cookies and analytics tools to improve functionality and analyse usage.

Cookies collect anonymous information such as browser type, device details, and pages visited. You can manage or disable cookies in your browser settings, although this may affect site functionality.

9. External Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, professional, or practice changes. Updates will be published on our website with a revised “Effective Date.”

11. Contact Us

If you have any questions, concerns, or wish to exercise your privacy rights, please contact us:

The Sanctum Clinic (t/a Rebecca Kate Freeman)
Email: [email protected]
Mailing Address: 10 Towers Road, Bridgewater SA 5155

We take your privacy seriously and are here to support you.