(Current as of November 2025)

Introduction

Tabvuma Mental Health respects your right to privacy and this policy sets out how we collect and treat your personal information. As we are an online business, we aim to comply with the Australian Privacy Principles contained in The Privacy Act 1988 (Cth) and General Data Protection Regulations (GDPR) to ensure that your information is protected. We use the information we collect about you to maximise the services and products that we provide to you via our website and through our business.

By providing us with your data, you warrant to us that you are over the age of 18 years, or a guardian or carer has provided the information on behalf of a minor.

What personal information do we collect?

“Personal information” is information we hold which is identifiable as being about you.

The information that will be collected about you includes (but is not limited to) your:

• name/s, date of birth, addresses, contact details
• medical information including medical and mental health history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
• information about the goods or services you have ordered
• information from enquiries you have made
• communications between us
• credit card information
• detailed information about the running of your business as required for our services
• browser session and geo-location data, device and network information, statistics on page views and sessions, acquisition sources, search queries and/or browsing behaviour.
• information about your access and use of our site, including using Internet cookies, your communications with our site, the type of browser you are using, the type of operating system you are using and the domain name of your Internet service provider.
• additional personal information that you provide to us, directly or indirectly, through your use of our site, associated applications, associated social media platforms and/or accounts from which you permit us to collect information; and
• any other personal information requested by us and/or provided by you.

Why do we collect, use, store and share your personal information?

Collection of your personal information is needed to provide healthcare services to you. The main purpose for collecting, using, holding and sharing your personal information is to manage your health.  It is also used for directly related business activities, such as financial payments, business audits and accreditation, and business processes.

How do we collect your personal information?

We collect personal information from you in a variety of ways, including when you interact with us electronically or in person; when you access our website or social media presence(s); and when we provide our services to you.

Use of third-party scribing service
To assist clinicians in accurately recording clinical notes, Tabvuma Mental Health uses a third-party scribing/transcription service called Heidi. Heidi may process information from your session (including notes and, where applicable, audio recordings) to create clinical documentation. The information processed by Heidi will be handled in accordance with Tabvuma Mental Health’s Privacy Policy and Heidi’s Privacy Policy.

If you would like more information about how Heidi handles data, or wish to request an alternative,for example, notes taken manually,, please ask your clinician or contact Tabvuma Mental Health at admin@tabvumamh.com.au.
Withdrawing consent for third-party scribing may affect the way your clinical record is created and managed.

Why and when your consent is necessary

Please read this Privacy Policy carefully. By providing personal information to us, you understand we will collect, hold, use, and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect your use of this site or the products and/or services offered on or through it.

When you register as a client of Tabvuma Mental Health services, you provide consent for practitioners of Tabvuma Mental Health to access and use your personal information, so they can provide you with the best possible healthcare. Only practitioners of Tabvuma Mental Health who need to see or use your personal information will have access to it.

When, why and with whom is your personal information shared?

  Sometimes, your personal information may be shared:

• with third parties who work with a Tabvuma Mental Health to provide their services or for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with Australian Privacy Principles (APPs)
• with other healthcare providers and assistants, such as qualified healthcare interpreters
• when it is required or authorised by law (e.g., court orders)
• when it is necessary to lessen or prevent a serious threat to a client’s life, health or safety or public health or safety, or it is impractical to obtain the client’s consent
• to assist in locating a missing person
• to establish, exercise or defend an equitable claim
• for the purpose of confidential dispute resolution process
• when there is a statutory requirement to share certain personal information (e.g., some diseases require mandatory notification)

Only people who need to access your information will be able to do so. Other than in the course of providing health services, or as otherwise described in this Policy, Tabvuma Mental Health will not share personal information with any third party without your consent. Under no circumstances will Tabvuma Mental Health sell or rent your information to a third party.

Tabvuma Mental Health will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying Tabvuma Mental Health in writing.

Using health information for quality improvement and research:

Tabvuma Mental Health may use health information to assist in improving the quality of care given by reviewing the treatments used in practice. This information may also be used in research projects to improve practice. The information used will not identify you.

Wherever practicable, the information used for research will not be in a form that would enable you to be identified. The publication of research results which use your information will never be in a form that enables you to be identified without your consent.

How do we store and protect your personal information?

Your personal information may be stored in various forms. We are required to store your personal information for seven years after ceasing engagement with your health practitioner, and up to age of 25 years for a child under the age of 18.

Tabvuma Mental Health uses the client management software, Halaxy and therefore any information entered and collected within this system, the Halaxy privacy policy applies. Please familiarise yourself with it here: https://www.halaxy.com/article/privacyelectronic

Tabvuma Mental Health takes all reasonable steps to protect the security of the personal information held against loss, unauthorised access, use, modification or disclosure, or other misuse. Only practitioners given permission by Tabvuma Mental Health will have access electronic records and data. Tabvuma Mental Health requires practitioners and staff to meet all confidentiality obligations and follow the privacy policy.

Electronic records and data are also stored in specialist cloud-based software and on a Tabvuma Mental Health based computer system.  Cloud-based storage may be overseas, in the USA, in which case it will be held in a certified data center. 

We take reasonable steps to protect your personal information. However, we are not liable for any unauthorised access to this information.

How can you access and correct your personal information?

You have the right to request access to, and correction of your personal information. We require you to put this request in writing and address your request to the practitioner you see at Tabvuma Mental Health will respond within a reasonable time and not longer than 30 days.

Tabvuma Mental Health will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by Tabvuma Mental Health is correct and current.

An administrative fee may be payable for the provision of such information.  In certain circumstances, as set out in the Privacy Act 1988 (Cth), we may refuse to provide you with personal information that we hold about you.

You may also request that we correct or update your information, and you should make such requests in writing addressed to Tabvuma Mental Health via email to admin@tabvumamh.com.au

How can you lodge a privacy-related complaint, and how will the complaint be handled Tabvuma Mental Health?

We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve it in accordance with our resolution procedure.

You should express such concerns or complaints in writing addressed to Tabvuma Mental Health via email to admin@tabvumamh.com.au

Should you have any questions about the process, you can contact Tabvuma Mental Health via email to admin@tabvumamh.com.au .

We will endeavour to acknowledge your complaint within 2 working days of receiving it. Where possible, a response to your complaint will be provided to you within 14 days of the date we acknowledge your complaint. Where this is not possible, due to the complexity of your complaint or other factors, we will keep you informed.

You may also contact the Office of the Australian Information Commissioner (OIAC), which administers the Privacy Act 1988 (Cth) and is able to assist individuals who have complaints regarding certain privacy issues.

Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.

Google Analytics advertising features

We use Google Analytics Advertising features to identify trends of people visiting our website. This information is an aggregate overview and does not allow us to correlate your personal viewing habits on our or other websites. This process is done utilising the Google Analytics cookie and / or DoubleClick cookie. If you wish to opt-out of Google Analytics’, please visit their currently available opt-outs here.

Policy changes

Any changes to this privacy policy will be updated on this site.