How we handle your information

1. What information we collect

We collect the minimum personal and health information needed to respond to your enquiry and provide psychological services, including:

• Enquiry & contact form: name, email, mobile number, location preference, the age of the person seeking support, your preferred psychologist (if any), and whatever you choose to share about what you'd like support with.
• Bookings: if you book an intro call, Calendly collects your name, email and the appointment details.
• Clinical records: once you become a client, your treating psychologist keeps clinical records — including session notes, treatment plans, assessment results, and Medicare/referral information — in our practice management system, Xanda. This is sensitive health information under the Privacy Act and is only accessible to staff involved in your care.
• Workshop feedback: if you attend a Toolbox workshop, feedback forms (via HubSpot) may collect your name, email and responses.

2. Why we collect it

We use your information to:

• respond to your enquiry and match you with an appropriate psychologist;
• schedule and manage appointments;
• provide psychological therapy and assessment services, and keep the clinical records this requires by law and professional standards;
• process Medicare rebates where a valid referral and Mental Health Treatment Plan apply;
• improve our workshops based on feedback.

We don't use anything you type into our enquiry form for advertising or marketing, and we don't sell your information to anyone.

3. Where your information is held

Enquiry form submissions are processed by Netlify Forms. Booking details are held by Calendly. Clinical records are held in Xanda. Workshop feedback is held by HubSpot. Each of these providers has its own security and privacy practices; we only share the minimum information each needs to perform its function for us.

4. Cookies

This site doesn't set tracking cookies of its own. Our booking calendar (Calendly) and workshop feedback forms (HubSpot) set their own cookies once you accept them via the cookie banner on this site — we don't load either until you do. If you'd prefer not to accept cookies, you can still reach us by phone or email, which are shown alongside every form on this site.

5. Disclosure to others

We only share your information with your referring GP, psychiatrist or paediatrician, other treating professionals, or Medicare, where relevant to your care or with your consent — for example, to coordinate a referral or process a rebate. We don't disclose your information to anyone else except where required by law (for example, mandatory reporting obligations, or a serious risk to health or safety).

6. Access, correction and complaints

You can ask to access or correct the personal information we hold about you at any time by contacting us at info@toolboxclinic.com or (03) 7018 0023. If you have a concern about how we've handled your information, please contact us first so we can try to resolve it. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

7. Changes to this policy

We may update this policy from time to time as our services or systems change. The date at the top of this page shows when it was last updated.

8. Contact us

If you have any questions about this policy or your privacy, contact us at info@toolboxclinic.com or (03) 7018 0023.