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Unified Privacy Policy - Dr E K Wills and MotherMind Mental Health
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Effective Date: 04/09/2026 · Version 2.0

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This policy applies to all services provided by Dr E K Wills and MotherMind Mental Health, including in-clinic psychiatry consultations, online therapy, workshops, courses, and engagement with our website at https://www.mothermind.net. It supersedes the previous MotherMind website Privacy Policy (effective 14/08/2025).

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1. Our commitment to your privacy
Dr E K Wills and MotherMind Mental Health are committed to protecting the privacy of your personal and health information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and applicable state/territory health privacy legislation.
 

2. What information we collect
We collect personal and health information necessary to provide you with safe and effective care and to manage our services. This may include:

  • Identifiers and contact details: name, date of birth, address, phone, email, Medicare and health fund details, and referral/GP information.

  • Personal information you provide when registering for workshops, courses, retreats, or through website forms.

  • Health information: clinical history, clinical findings, diagnosis, treatment plans, progress notes, medication, correspondence (including referrals and investigation results), and any health information you voluntarily provide.

  • Payment information: details necessary to process bookings and transactions.

  • Technical/usage data: IP address, browser type, device information, pages visited, and interaction with our website via cookies and analytics tools.


3. How we collect your information
Information is collected directly from you when you:

  • Contact us via our online forms, email, or phone

  • Book an appointment, register for a course, workshop, or retreat

  • Subscribe to our newsletter or download resources

  • Participate in a clinical consultation (in-clinic or online)

  • Provide information during sessions

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We may also receive information from your referring GP or other treating practitioners with your consent, where relevant to your care. Technical/usage data is collected automatically when you visit our website.


4. How we use your information
We use the information we collect to:

  • Provide and manage clinical care, workshops, and courses

  • Book appointments and process payments

  • Communicate with you about your care, account, and our services

  • Send resources, updates, and marketing communications with your consent (you may opt out at any time — see Section 10)

  • Improve our website, content, and user experience

  • Comply with legal and regulatory obligations


5. How we store and protect your information
We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification, or disclosure. This includes:

  • Secure, encrypted practice management systems

  • Access controls and confidentiality agreements with staff

  • Secure payment processing via trusted third-party providers

  • Clinical records are stored securely within our practice management system, Halaxy

 

Clinical records retention
Consultation notes and clinical history are retained for a minimum of seven years from the last date of service, or until you reach the age of 25 if you were under 18 at the time of your last consultation, in accordance with Australian legal requirements for health records.


6. Use of AI scribe technology (Heidi)
We use an AI scribe tool, Heidi, integrated with Halaxy, to assist with generating clinical notes during sessions. No audio is stored - only the transcribed text and resulting documentation, which is reviewed and finalised by your clinician before being saved to your record. Consent for the use of this tool is obtained separately at the point of clinical engagement.


7. Online sessions and privacy
When you participate in online therapy, workshops, or courses:

  • Confidentiality: sessions are conducted on secure, encrypted platforms.

  • Data storage: any notes taken are stored securely and only for as long as legally required.

  • Anonymity options: if preferred, you may use a pseudonym or limit the personal information you share during sessions.

  • Session security: we encourage you to use a secure internet connection and a private space for online sessions.


8. Disclosure of your information
We do not sell or rent your personal information. We may share information with:

  • Your referring GP and other treating health professionals involved in your care (with your consent)

  • Medicare, as required for service provision and rebates

  • Practice management and communication platforms (Halaxy, HealthLink) necessary to deliver care

  • Third-party service providers engaged to deliver our services (e.g. booking platforms, payment processors, email service providers) — only as needed and under appropriate confidentiality arrangements

  • Regulatory bodies or public authorities, as required by law


9. Third-party links
Our website may contain links to other websites. We are not responsible for the privacy practices of those sites and recommend you review their privacy policies.


10. Marketing, newsletters, and opt-out
You can opt out of receiving marketing communications at any time by:

  • Clicking the "unsubscribe" link in our emails, or

  • Contacting us directly at the details in Section 14


11. Data breach policy
We take the security of your information seriously and have processes in place to prevent, detect, and respond to data breaches.


What is a data breach? A data breach occurs when personal or health information we hold is lost, or subject to unauthorised access, use, modification, or disclosure.


Our response process. If we become aware of a suspected data breach, we will:

  • Contain the breach and assess the risk of harm as quickly as possible

  • Investigate the cause and scope of the breach

  • Where the breach is likely to result in serious harm, notify affected individuals and the Office of the Australian Information Commissioner (OAIC), in line with our obligations under the Notifiable Data Breaches (NDB) scheme

  • Review and improve our processes to prevent similar incidents

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What you should do: If you suspect your information has been accessed without authorisation, or you receive information that appears to have been sent to you in error, please contact us immediately using the details in Section 14.


12. Access and correction
You have the right to:

  • Request access to the personal and health information we hold about you

  • Request correction if information is inaccurate or out of date

  • Withdraw consent for us to process your personal information, subject to certain legal exceptions

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Requests should be made in writing to the contact details in Section 14.


13. How to make a complaint
If you have concerns about how your personal or health information has been handled, please contact us directly in the first instance. If you are not satisfied with our response, you may contact the OAIC at www.oaic.gov.au.


14. Contact us
For any questions about this policy, to access or correct your information, or to report a suspected data breach, please contact:


Dr E K Wills
MotherMind Mental Health
Email: mm@mothermind.net
Website: https://www.mothermind.net

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15. Changes to this policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date and version number. Please check back periodically to stay informed.

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This policy was last updated: 04/09/2026 · Version 2.0

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