Privacy Policy | Mellow Vibes Psychology

Last updated: 2026

Mellow Vibes Psychology is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant health privacy legislation including the Health Records and Information Privacy Act 2002 (NSW) and Queensland health privacy laws where applicable.

This Privacy Policy explains how Mellow Vibes Psychology — operated by Dr Lee Hughes (AHPRA: PSY0002169564, Medicare Provider Number: 6050375W) — collects, uses, stores, and discloses personal and health information.

1. What Information We Collect

We collect personal and health information necessary to provide psychological services, including:

Contact details (name, address, phone number, email)
Date of birth and gender
Medicare number, DVA card details, NDIS plan details, or insurer claim numbers where applicable
GP referral details and other health professional correspondence
Health and mental health history, including clinical notes from sessions
Payment and billing information

We collect information directly from you (or, where appropriate, from your parent or guardian if you are a minor), and may also receive information from your GP, referring health professional, or third party funder (e.g. WorkCover, NDIS, DVA).

2. Why We Collect This Information

We use your personal and health information to:

Provide safe and effective psychological services
Communicate with you regarding appointments and treatment
Correspond with your GP or referring health professional about your care (where appropriate and with your consent)
Process Medicare claims and insurance billing
Comply with legal and professional obligations under AHPRA, the APS Code of Ethics, and relevant legislation
Maintain accurate clinical records as required by law and professional standards

3. Storage and Security of Your Information

Your information is stored securely using electronic practice management software (Halaxy). Halaxy uses encrypted, cloud-based storage compliant with Australian data sovereignty requirements. Clinical notes and records are protected by appropriate access controls.

We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification, or disclosure. Paper records are kept securely and disposed of appropriately when no longer required.

Client records are retained in accordance with the applicable regulatory and professional requirements — generally a minimum of 7 years after the last contact (or until age 25 for clients who were minors when first seen).

4. Disclosure of Your Information

We will not disclose your personal or health information to third parties without your consent, except in the following circumstances:

Safety risk: Where disclosure is necessary to prevent a serious and imminent threat to your life or safety, or the life or safety of another person
Legal requirement: Where we are required to disclose information by law (e.g. court subpoena, mandatory reporting obligations)
Professional consultation: With supervisors or colleagues for the purpose of professional supervision, where identifying details are protected where possible
Third party funders: Where necessary for Medicare claiming, NDIS billing, DVA processing, or WorkCover/NIISQ reimbursement — only the information required for these purposes is disclosed

With your consent, we may communicate with your GP, psychiatrist, or other treating health professionals as part of coordinated care.

5. Access to Your Information

You have the right to request access to the personal information we hold about you. To make a request, please contact us in writing using the details below. We will respond within a reasonable timeframe and in accordance with the Privacy Act 1988.

In some circumstances, access may be restricted where providing access would be unreasonable or pose a threat to your health or safety, or the safety of another person.

6. Correction of Your Information

If you believe that information we hold about you is inaccurate, out of date, or incomplete, please contact us and we will take reasonable steps to correct it.

7. Telehealth and Digital Communication

Telehealth sessions are conducted via secure, Medicare-compliant video platforms. We take reasonable steps to ensure the security of telehealth communications. We recommend that you conduct telehealth sessions from a private, secure location.

Email and SMS communications are used for administrative purposes (appointment reminders, general enquiries) and are not encrypted. Please do not send sensitive clinical information via email or SMS.

8. AI-Assisted Administrative Tools

This practice may use AI-assisted tools for administrative purposes, including scheduling, correspondence, and practice management. Where AI tools are used:

Client data is handled in accordance with the Privacy Act 1988 (Cth) and applicable health privacy laws
Client data is never used to train AI models
Clinical notes and health records are not processed through AI tools
Any AI tools used comply with Australian data sovereignty requirements where applicable

9. Complaints

If you have a concern about how your personal or health information has been handled, please contact us in the first instance. We will endeavour to resolve your concern promptly and fairly.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

10. Contact for Privacy Enquiries

For any questions or concerns regarding this Privacy Policy or the handling of your information, please contact:

Dr Lee Hughes
Mellow Vibes Psychology
Suite 4 (Lower Ground Floor), 15-17 Station Street, Nerang QLD 4211
info@mellowvibespsychology.com.au
0493 263 922

11. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website. We encourage you to review this policy periodically.