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Introduction 

We are Body and Mind Online Pty Ltd ACN 638 127 474. 

To deliver the best services in support of your health and wellbeing, we require to work collaboratively with your carers, medical, allied health team, legal advisors and any relevant government departments.  

We require your consent so that we can:

  • collect your personal information from these persons/organisations;
  • use and store the information we collected to deliver our services to you;
  • make suggestions to you about our other services that may benefit or enhance your health and wellbeing through our regular newsletters, emails, SMS, or social media platforms; 
  • disclose your personal information to these persons/organisations so that they can provide recommendations how we can improve or maintain our high-quality services for you. 

If you do not provide your consent to us, we may not be able to provide your required services or to the high standard as we provide to other clients. If you have a particular concern with respect to consenting to the exchange of personal information, we encourage you to speak to our Privacy Officer. 

Privacy Officer

Phone: 07 3305 5811

Email: info@bodymind.com.au

We also require your consent so that we can provide you with treatment and care.

Consent to treatment is separate from consent to collect or share your personal information. It means that you understand and agree to the types of healthcare services we may provide to support your mental health and wellbeing.

Before any treatment begins, we will ensure that you:

  • understand what your treatment involves;
  • are aware of any risks, benefits, or alternatives;
  • know your rights to ask questions or withdraw your consent at any time (unless there are legal or medical reasons not to).

This dual consent — for information handling and treatment — ensures that you stay informed, empowered, and actively involved in your care.

This consent form is to be completed separately by each individual receiving services from Body and Mind Online. Even in the case of couples or joint sessions, each person must complete their own form to provide informed consent for treatment, Telehealth, AI use, and information handling.

Consent to Collect, Exchange and Use Information

This consent you give to Body and Mind Online will be valid for 12 months unless: 

  • you have decided to withdrawal or change this consent; 
  • there is a significant change in your health, and it is in your substitute decision maker or Body and Mind Online opinion that a new consent is required. 

By completing this form, I give my consent for Body and Mind Online to collect, use and exchange my personal information for the following purposes: 

  • conducting the necessary examination and preparing the resulting report or documentation required by relevant third parties including but not limited to the Department of Veteran Affairs, the Commonwealth Super Corporation, Medicare, insurance providers, or other agencies involved in healthcare or billing services; 
  • supporting any proceedings I may have with against any relevant government department;  
  • support my chosen quality of life; 
  • providing care and support to improve and maintain my health and wellbeing;
  • address or response to my requests; 
  • make suggestions and recommendations to me about Body and Mind Online’s other services; 
  • develop and improve the quality and scope of the services Body and Mind Online provide, and seek my feedback;
  • to assist in investigating my complaints, feedback and inquiries; 
  • to disclose my personal information to trusted third-party service providers (including administrative support, virtual assistants, IT and secure cloud providers), some of whom may be located outside Australia, including in the Philippines, South Africa and the United States, where reasonably necessary to deliver services and operate Body and Mind Online’s business.
  • for other purposes which are reasonably necessary in connection with Body and Mind Online normal functions and activities, for example, seeking legal/accounting advice, managing business activities.
  • to exchange my personal information with third parties who are involved in my care; and
  • for my information to be collected and used for providing suggestions and recommendations on other services to improve my health or wellbeing. 

If you’d like to opt-out of one these consents, please contact our privacy officer.

Consent For Treatment

Body and Mind Online’s services aims to support mental health and emotional wellbeing through a variety of approaches, including but not limited to: Counselling, Individual Psychology, Couples/Relationship Counselling, Employee Assistance Program (EAP) sessions, WorkCover/Insurer-funded psychology, Telehealth services

By engaging with Body and Mind Online, you are also agreeing to Terms of Use, Privacy Policy and other relevant policies: 

This ensures that your participation is informed, voluntary, and supported by clear guidelines on confidentiality, privacy, and ethical practice.

By engaging with Body and Mind Online, you are giving your consent to receive treatment and participate in these services. Consent to treatment means that you have the right to:

  • Be fully informed about your treatment options.
  • Ask questions and receive clear explanations regarding your care.
  • Consent to or refuse treatment, except in emergencies or legal circumstances requiring intervention.
  • Confidentiality, except where disclosure is legally required (e.g., risk of harm, court orders).
  • Be involved in decisions about your mental health care.

You understand:

  • sessions may explore sensitive or distressing topics;
  • you may decline any question or topic;
  • you may withdraw from treatment at any time, unless there is a legal or safety requirement not to.

Clinician qualifications and service purpose will be explained at the commencement of care.

  1. Telehealth 

I understand that Body and Mind Online offers telehealth (video or phone-based) consultations as an alternative to in-person visits. By consenting to telehealth services, I acknowledge and agree that:

  • Telehealth consultations are conducted via secure platforms, but as with any online service, there may be privacy risks beyond the provider’s control
  • I am responsible for ensuring a private and secure environment for my sessions to maintain confidentiality.
  • Technical difficulties (e.g., poor internet connection, software issues) may impact my session, and alternative arrangements may be necessary.
  • Telehealth has limitations – Certain assessments, interventions, or emergency responses may be more effective in person.
  • You will provide a backup contact number.
  • If I experience a mental health crisis during or after a telehealth session, I will seek emergency support (e.g., call 000 or visit the nearest hospital).
  • if connection fails, the clinician will attempt to reconnect by phone.
  1. Record Management 
  • Records are stored securely in accordance with Australian privacy law and professional standards.
  • Records are retained for 7 years, or until age 25 if the client is a minor.
  • Only authorised clinicians or administrative staff can access your file.
  • You may request access to your information under the Privacy Act 1988 (Cth) (limitations may apply in special circumstances).
  1. Confidentiality 

I understand that Body and Mind Online adheres to strict confidentiality policies and that:

  • My personal and medical information will be kept confidential in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Information may only be disclosed without my consent in the following situations:

  • If required by law (e.g., court orders, subpoenas).
  • If there is an immediate risk to my safety or the safety of others.
  • there is suspected child harm or risk of harm (mandatory reporting applies).
  • If there is suspected abuse, neglect, or harm to a vulnerable individual.
  • sharing information is necessary for emergency safety planning;

My records may be used clinical supervision and training purposes, but only in a de-identified manner.

  1. Crisis and Emergencies 

I provide consent for Body and Mind Online to contact my nominated emergency contact in the event that:

  • There are serious concerns for my health, wellbeing, or safety.
  • I experience a medical or psychiatric emergency during my care.
  • I acknowledge that this contact will only be used in circumstances where it is deemed necessary for my immediate safety.

I recognise that Body and Mind Online is not a crisis service and that their emails and messages are not monitored 24/7.

  1. Fees and Payment

Where fees apply, I acknowledge that:

  • session fees and amounts will be explained prior to service commencement;
  • fee responsibility may fall to me, my insurer, employer (EAP), or another funding body depending on service type;
  • I am responsible for any costs not paid by a third party, including rejected insurer/employer claims;
  • late cancellation or non-attendance fees may apply according to our policy.

Where Body and Mind Online’s services require payment from you, or where a cancellation fee is charged to you, we may collect relevant payment data (such as credit/debit card details) to process payments with Stripe. Please refer to Stripe’s Terms and Conditions and Privacy Policy for further details: https://stripe.com/au/legal/ssa

  1. Cancellation Policy

If, for some reason you need to cancel, reschedule or postpone your appointment, I acknowledge and agree that:

  • I must provide Body and Mind Online with at least 24 hours’ notice. 
  • Cancellations made within 24 hours of a scheduled appointment may incur a cancellation fee or reduce the number of funded sessions (e.g., under EAP or WorkCover).
  • Repeated non-attendance may affect future bookings. 
  1. Supervision

I agree that 

  • My clinician may receive professional supervision to maintain high standards. 
  • Any discussion of my case will only use de-identified information.
  1. Use of AI

To support accurate and efficient clinical documentation, your practitioner may use AI technologies, such as scribe tools, to securely transcribe, summarise, or assist with administrative tasks during consultations (e.g., note drafting, appointment management). All AI-supported processes are internal, secure, comply with clinical governance and Australian privacy legislation, and are used solely for generating clinical records or supporting service delivery. Your data is not sold, shared externally, or used to train external AI systems.

Your care or access to services will not be affected if you do not consent to the use of AI, or if you withdraw your consent at any time.

  1. Complaints Pathway

You may raise a complaint at any time by contacting:
Email: info@bodymindonline.com.au
Phone: 07 3305 5811

If your concern relates to a psychologist and is unresolved, you may escalate your complaint to AHPRA / Psychology Board of Australia.

  1. Program Specific Consents
  1. Employee Assistance Program (EAP) 

EAP provides short-term, solution-focused psychological support funded by your employer.

Ongoing or long-term therapy may require referral outside the EAP program. If you are engaging in an EAP, in addition to the above consents, you also agree and acknowledge that:

  • Your employer does not receive:
    • session content
    • clinical notes
    • personal disclosures
  • Employers may receive only:
    • confirmation that you attended or are eligible for services;
    • de-identified utilisation statistics.
  • You may withdraw from EAP at any time. Your employer will not be notified of your reasons.
  1. WorkCover / Insurer-Funded Services 

If you are engaging in our services under Workcover or other Insurer-funded services, in addition to the above consents, you also agree and acknowledge that:

  • basic administrative information (e.g., treatment plans, progress updates) is required by the insurer;
  • detailed session notes are not provided;
  • information is limited to what is required for claim management.
  • insurers cover only approved services;
  • rejected claims or non-covered appointments become your financial responsibility.
  1. Counselling

If you are engaging in our Counselling services, in addition to the above consents, you also agree and acknowledge that Counselling provides emotional and psychological support but is not a substitute for psychiatric care, medication management, or acute crisis intervention.

  1. Psychology (Private) 

If you are engaging in our Privately funded Psychology services, in addition to the above consents, you also agree and acknowledge that private psychology services may be funded by self-payment, Medicare rebates, private health funds, or a combination depending on your eligibility.

  1. QPS

If you are engaging in services through the QPS Self-Refer Program, in addition to all other consents in this document, you acknowledge and agree to the following:

  • Fees are charged in accordance with QPS Self-Refer fee schedules.
  • Fees are paid by QPS via their third-party payment provider once your QPS identification number is confirmed.
  • You will not be personally billed unless a claim is rejected by QPS or a cancellation/non-attendance fee applies.
  • The QPS will never receive session content, clinical notes, psychological disclosures, treatment methods or sensitive personal information
  • QPS may obtain very limited information (name, payroll number, provider name, number of sessions provided and dates of sessions) in two circumstances:
    • Following an approved WorkCover psychological injury claim within the Queensland Police Service; or
    • During routine audits of Self-Refer invoices to detect or prevent potential fraudulent activity.
  • If potential fraudulent activity is identified, the QPS Self-Refer Manager may contact Body and Mind Online, and/or The QPS member receiving services to clarify or investigate discrepancies.

Disclosure of Pecuniary and Non-Pecuniary Interests

We hereby make the following disclosure of potential pecuniary (financial) and/or non-pecuniary interests in other health service providers, health services or health products to which we may refer you.

We operate as part of a group of associated organisations which specialise in providing health services (“Our Group”).  The potential pecuniary (financial) and/or non-pecuniary interests between us and the organisations in Our Group include, but are not limited to:

  • Shared ownership or part ownership;
  • Financial arrangements;
  • Collaborative relationships.

As part of your treatment or services with us, your health provider(s) may recommend other health service providers, health services or health products which are part of Our Group. 

We want you to be aware of these potential interests so that you can make an informed choice about your care.

Your Rights

  • The relationship identified here will not impact the independence of clinical judgements or the quality of care you receive. 
  • You are under no obligation to use recommended health service providers, health services or health products.
  • You may request information about alternative providers at any time.
  • Your choice will not affect your entitlement to care or your relationship with your provider.