Services Agreement and
Informed Consent
This document outlines important information about psychological services provided by Wildflower Psychology Geelong and seeks your informed consent to engage in these services. The information contained in this agreement is accurate as of 01/01/2026. Its purpose is to support client wellbeing, satisfaction, and confidentiality. If you have any questions regarding this agreement, please contact hello@wildflowerpsychologygeelong.com.au.
Privacy Policy
Wildflower Psychology Geelong complies with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and adheres to the Australian Psychological Society (APS) Code of Ethics.
Client Records and Information Storage
Client records are securely stored in an online practice management system (Halaxy) and are accessible only to authorised Wildflower Psychology Geelong staff. Records may include personal details such as your name, address, contact information, medical history, and other information necessary for providing psychological services.
Email communications are securely stored via Google Workspace. Online assessment and questionnaire data are securely hosted by third-party platforms including NovoPsych, Pearson, WPS Publish, and Pariconnect.
Collection of Personal Information
Personal information is collected through various methods during your engagement with Wildflower Psychology Geelong, including but not limited to:
Email correspondence
Online intake forms and questionnaires
Direct interactions with Wildflower Psychology Geelong staff
Referrals, reports, and correspondence from other health professionals
Purpose of Collecting and Holding Information
Your personal information is collected and retained to support assessment, diagnosis, and treatment. It is securely stored and accessed only by your treating psychologist and authorised practice personnel where necessary. Wildflower Psychology Geelong complies with all requirements under the Privacy Act 1988, including obligations related to telehealth services.
Client records document session content and enable the provision of ethical, informed, and appropriate psychological care. All client data is stored within Australia in accordance with the Australian Privacy Principles.
Use of Third-Party Assessment Platforms
During your care, you may be asked to complete online assessments administered via third-party platforms (e.g. Pearson, WPS Publish, NovoPsych, Parinc, and others). These platforms are selected for their compliance with privacy and data security standards. You may review their privacy policies via their respective websites.
Participation in these assessments is voluntary, and you may refuse or withdraw consent at any time. Assessment data, scores, and reports will be stored in your secure electronic client file within Halaxy.
Electronic Records and Payments
Wildflower Psychology Geelong maintains all client records electronically via Halaxy, which you consent to as a client (or as a parent/carer/guardian). Halaxy uses stringent data protection measures.
Payments can be made by bank transfer or credit/debit card via Halaxy. Halaxy’s privacy and data security policies are available online.
Access to Client Information
Your psychologist is legally required to retain client records for:
At least 7 years after your last appointment, or
Until age 25 if you were under 18 at the time of service
Records relating to clients who identify as Aboriginal and Torres Strait Islander must be retained permanently.
You may request access to your file, subject to exceptions under the National Privacy Principles. Where appropriate, you will be encouraged to discuss the contents of your file with your psychologist to understand any potential risks associated with releasing the information. Fees apply for file preparation and review.
Disclosure of Personal Information
Your information remains confidential unless:
Disclosure is required or authorised by law (e.g. court subpoena);
Failure to disclose would, in your psychologist’s reasonable belief, place you or another person at serious risk; or
You have provided consent for disclosure, including to:
Provide reports to another professional (e.g. GP, lawyer);
Discuss information with another person (e.g. parent, employer, funder, school staff);
Disclose information for a purpose directly related to the original reason for collection (e.g. to your GP).
Your information is not shared with overseas recipients without your consent, unless required by law. It will not be sold, rented, or used for unrelated purposes.
In the event of unauthorised access, disclosure, or loss of data, Wildflower Psychology Geelong will enact its data breach response plan and take reasonable steps to minimise the risk of harm.
Consequences of Not Providing Personal Information
If you choose not to provide personal information as outlined in this policy, Wildflower Psychology Geelong may be unable to deliver services.
You may request anonymity or use of a pseudonym unless it is impracticable or legally prohibited. In such cases, rebates will not be available. In most circumstances, anonymity is not feasible; however, individual situations may be discussed upon request.
Mandatory Reporting
Wildflower Psychology Geelong follows mandatory reporting laws. Psychologists are legally required to report disclosures of harm, including child sexual abuse, physical abuse, or neglect, to appropriate authorities.
If information indicates that a child under 18 in your care is at risk, your psychologist must report this to child protection services and/or police and will notify you where appropriate.
Professional Supervision
Australian psychologists must participate in supervision and professional consultation. Your psychologist may discuss de-identified aspects of your case with supervisors or peers for professional development and quality assurance purposes. All supervising professionals are bound by the same confidentiality obligations.
By engaging with Wildflower Psychology Geelong, you consent to this supervisory review process.
Electronic Communication
Wildflower Psychology Geelong communicates primarily via email and SMS. You may withdraw consent for electronic communication at any time in writing. Hard-copy mail correspondence is not currently available.
Requests for Access or Correction
You may request access to or correction of your personal information at any time. Requests should be sent to hello@wildflowerpsychologygeelong.com.au and will be responded to in writing within 30 days. A consultation may be required to clarify requests. Fees apply for file preparation and review.
Where information is found to be inaccurate, outdated, or incomplete, reasonable steps will be taken to correct it.
Complaints and Concerns
If you have concerns about how your information is handled, please contact Wildflower Psychology Geelong first. Copies of the Australian Privacy Principles are available upon request.
You may also lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001
Policy Updates
Wildflower Psychology Geelong may amend these policies to reflect changes in practice or legal requirements. Clients are encouraged to review updates via our website or by contacting hello@wildflowerpsychologygeelong.com.au.
Fee Policy
The APS National Schedule of Recommended Fees 2025–2026 recommends a standard fee of $330 for a 50-minute psychology session. Wildflower Psychology aims to keep fees lower than the recommended rate. There are no standard APS guidelines for learning, autism or ADHD assessments. Fees are reviewed in July and may change.
Assessment Fees
All diagnostic assessments and reports require full payment in advance, as significant preparation occurs prior to your appointment.
Wildflower Psychology Geelong does not bill third parties directly.
A 25% non-refundable deposit is required at booking to secure your appointment and is deducted from the total fee. Completion of intake and consent forms is required at booking.
The remaining balance must be paid at least 7 days prior to your appointment.
Assessment Fees (from 1 January 2026) are subject to the presenting issues and clinical complexity. A comprehensive fee will be provided at point of enquiry.
Therapy Fees
The fee for a 50-minute therapy session with the Principal Psychologist is $250. Payment may be made by card (stored securely in Halaxy) or bank transfer. A 1.8% card processing fee applies.
Bulk Billing
Bulk billing is not available. Fee reductions are not offered for Health Care Card or Pension Card holders. Clients may wish to consider university student clinics as an alternative.
Cancellation Policy
Therapy Appointments
More than 48 hours’ notice: full refund
25–48 hours’ notice: 50% fee charged
Less than 24 hours’ notice: full fee charged
Weekends and public holidays are not business days.
Repeated cancellations (e.g. three or more) may result in termination of services. Late arrivals shorten session time; arrivals over 30 minutes late without notice may be recorded as a no-show.
Outstanding fees must be paid before future sessions. Debt recovery services may be used if required.
Assessment Appointments
Cancellations with less than 2 business days’ notice result in forfeiture of the full assessment fee. Deposits are non-refundable. Late cancellation penalties are automatically processed. Reports and results may be withheld if fees remain unpaid.
Emergencies
Wildflower Psychology Geelong does not provide crisis or emergency services. Email is not monitored outside business hours.
In emergencies, attend the nearest emergency department or call 000.
Telehealth Psychology
Services Policy
Telehealth services may be offered via secure videoconferencing platforms. The same ethical and professional standards apply as for in-person services. Clients must participate from a private, safe environment, free from distractions. Emergency contact details and your physical location are required.
While every reasonable effort is made by the practitioner to uphold privacy and data security standards, the use of telecommunications (including videoconferencing) can increase vulnerability to hacking or other digital security threats. As with all online communication, absolute privacy and security cannot be guaranteed. You can help minimise risk by using a secure internet connection, attending sessions from a private and quiet location, and communicating only through approved secure platforms.
Therapy Considerations
If you have any questions or concerns about your treatment plan or the therapeutic approach being used, you are encouraged to raise these at any time. You are free to discontinue assessment and/or therapy whenever you choose. If at any point during a session you feel uncomfortable, you may ask for the session to stop immediately. Making such a request will not negatively affect your ability to seek or receive support in the future.
Wildflower Psychology Geelong may revise or amend this policy as required to reflect changes in service delivery, professional standards, or legal and regulatory obligations.
Clients are encouraged to review our policies regularly. The most current versions are available on our website or by contacting hello@wildflowerpsychologygeelong.com.au.
Social Media Policy
Wildflower Psychology Geelong maintains a professional presence on social media platforms for the purpose of sharing evidence-based information, research updates, resources, and details about programs or services. All social media accounts operated by Wildflower Psychology Geelong are strictly for professional use and not personal interaction.
Friend Requests and Following
Wildflower Psychology Geelong does not accept friend or connection requests from current or former clients on personal social networking platforms. Engaging in such connections may compromise client confidentiality, infringe on privacy, and blur professional boundaries within the therapeutic relationship.
Clients are welcome to view Wildflower Psychology Geelong’s public pages on platforms such as Facebook, Instagram, and LinkedIn. There is no expectation that clients will follow these pages, and doing so is entirely at your discretion. If you wish to discuss any content posted on these platforms, you are welcome to bring it into sessions for discussion.
Similarly, Wildflower Psychology Geelong does not follow current or former clients on social media. Viewing client content outside of therapy without explicit consent or clinical purpose may create boundary confusion and could negatively impact the therapeutic relationship. If there is online material you would like to share, please bring it into session so it can be explored collaboratively and transparently.
Communication via Social Media
If you need to contact your clinician between sessions, please do so via email. Social media platforms should not be used for communication, as they are not secure, messages may not be seen promptly, and confidentiality could be compromised. In addition, communications through social media may need to be documented as part of your clinical record.
Likes, Follows, and Comments
You may view Wildflower Psychology Geelong’s social media content without engaging through likes, follows, or comments. Please note that interacting with our pages using your name may publicly indicate a relationship with this practice. Engagement with social media is up to your discretion.
Feedback on shared articles, research, or projects is welcome; however, please do not post testimonials or reviews about your personal experience of therapy. Health practitioners are prohibited under National Law from publishing or hosting testimonials, and such content must be removed. We welcome feedback directly within therapy sessions.
Business Review Websites
Wildflower Psychology Geelong may appear on automatically generated business listing or review websites that are not managed or endorsed by the practice. These listings and any associated ratings or comments are not under our control.
External Links
Our website may include links to third-party websites. These links do not imply endorsement or approval. Wildflower Psychology Geelong is not responsible for the privacy practices or content of external sites. Users are encouraged to review the privacy policies of any website that collects personal information once they leave our site.
Court, Tribunal, Mediation, and Legal Advice Policy
Wildflower Psychology Geelong does not provide:
Court reports or letters
Legal advice
Family Court reports (including custody or parenting matters)
Competency assessments
Fitness-for-work assessments
Medico-legal assessments or reports
Wildflower Psychology Geelong reserves the right to update or amend this policy as required to align with evolving professional, legal, or regulatory standards.
Clients are encouraged to periodically review policy updates via our website or by emailing hello@wildflowerpsychologygeelong.com.au