Legal
Privacy Policy
Last updated: 1 October 2026
MindMotion ('we', 'us', 'our') is committed to protecting your privacy and handling your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information.
1. Who we are
MindMotion is a mental health counselling practice based in Melbourne, Victoria, Australia. We provide individual counselling, therapy, coaching, assessments, NDIS support services, and professional training. Our principal place of business is 60 Lorimer Street, Docklands, Melbourne VIC 3008. You can contact us at [email protected] or 0408 400 641.
2. What personal information we collect
We may collect the following types of personal information: contact details (name, email address, phone number, postal address); health information (mental health history, presenting concerns, treatment notes, referral letters, and other clinical records); Medicare and health fund details where applicable; emergency contact information; demographic information (date of birth, gender, cultural background) relevant to your care; information you provide through our website contact forms, booking system, or direct communications; and technical information such as IP address and browser type when you visit our website.
3. How we collect your information
We collect personal information directly from you when you: make an enquiry or booking through our website or by phone; complete intake forms or assessments; attend counselling sessions (in person or via telehealth); communicate with us by email, phone, or through our client portal (Practice Better); or subscribe to our newsletter or training programs. We may also collect information from third parties such as referring GPs, psychiatrists, or other health professionals, with your consent.
4. Why we collect and use your information
We collect and use your personal information to: provide counselling, therapy, coaching, and related mental health services; manage appointments and communicate with you about your care; process payments and Medicare or NDIS claims; comply with our legal and professional obligations (including mandatory reporting requirements); improve our services and website; send you relevant information about our services, courses, or resources (you may opt out at any time); and respond to your enquiries.
5. Health information and confidentiality
Health information is sensitive personal information under the Privacy Act. We treat all clinical information with the highest level of confidentiality. Information shared in counselling sessions is kept strictly confidential, with the following exceptions required by law or professional ethics: if you disclose an intention to harm yourself or others; if a child or vulnerable person is at risk of abuse or neglect; if we are required to disclose information by a court order or subpoena; or if you provide written consent for us to share information with another party (e.g. your GP). Our practitioners are bound by the ethical codes of their respective professional associations, including the Australian Counselling Association (ACA) and the Psychotherapy and Counselling Federation of Australia (PACFA).
6. Telehealth and online services
We offer telehealth services via Zoom and our Practice Better client portal. When using these platforms, your information is also subject to the privacy policies of those third-party providers. We take reasonable steps to ensure these providers maintain appropriate security standards. Sessions conducted via telehealth are not recorded without your explicit written consent. You are responsible for ensuring your own environment is private during telehealth sessions.
7. Disclosure of your information
We will not sell, rent, or trade your personal information to third parties. We may disclose your information to: other health professionals involved in your care (with your consent); our administrative and clinical staff on a need-to-know basis; third-party service providers who assist us in operating our practice (e.g. Practice Better, our booking and client management platform), subject to confidentiality agreements; Medicare Australia, the NDIS, or private health insurers for billing purposes; and regulatory bodies or law enforcement agencies where required by law.
8. Data storage and security
Your personal information is stored securely in our Practice Better client management system, which uses industry-standard encryption and security measures. Clinical records are retained for a minimum of 7 years from the date of last service (or until a minor turns 25, whichever is later), in accordance with Australian health records legislation. We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, modification, or disclosure.
9. Your rights
You have the right to: access the personal information we hold about you; request correction of inaccurate or incomplete information; make a complaint about how we have handled your information; and opt out of receiving marketing communications at any time. To exercise any of these rights, please contact us at [email protected]. We will respond to access and correction requests within 30 days. In some circumstances, we may be unable to provide access to certain clinical records (for example, where disclosure could be harmful to your health or the health of another person).
10. Website cookies and analytics
Our website may use cookies and similar technologies to improve your browsing experience and analyse website traffic. You can control cookie settings through your browser. We may use analytics tools to understand how visitors use our website; this data is aggregated and does not identify individual users.
11. Complaints
If you have a complaint about how we have handled your personal information, please contact us in the first instance at [email protected]. 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.
12. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on our website. We encourage you to review this policy periodically.
Questions about your privacy?
If you have any questions about this Privacy Policy or how we handle your personal information, please don't hesitate to get in touch.