Privacy Policy

Bionovi Mental Health Consulting Services

Effective date 4 October 2025 (latest review)

At Bionovi, we are committed to protecting your privacy and managing personal information in an open and transparent manner, in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

This Privacy Policy outlines how we collect, store, use, and disclose your personal and health information, and the steps we take to ensure your data is protected.

1. Open and Transparent Management of Personal Information

We are committed to safeguarding your personal and health information and ensuring that our privacy practices are clear and accessible. This policy is available publicly here on our website, and we encourage you to review it regularly.

2. Collection of Personal and Health Information

What We Collect

We collect the minimum personal information necessary to provide coaching services. Sensitive health information is only necessary to deliver high-quality mental health services, and this is not routinely collected for coaching circumstance. This may include:

  • Your name, address, contact details

  • Date of birth and gender

  • Relevant medical and mental health history

  • Treatment notes and assessment data

  • Referral information

How We Collect It

Information is collected:

  • Directly from you (e.g. during intake, assessments, consultations)

  • From authorised third parties (e.g. with your written consent, such as GP or referring health professionals)

All information is securely collected and stored through this website platform (Squarespace) as well as the integrated booking platform Acuity. At this time, clinical and health information necessary will be collected on a third-party electronic health record system compliant with Australian privacy and data security standards.

3. Anonymity and Pseudonymity

Where possible, you may choose to remain anonymous or use a pseudonym when engaging with us. For example, during general website enquiries. However, for the provision of health services in Australia, full identification is generally required and legally mandated for safe, effective care.

4. Use and Disclosure of Information

Use

Your personal information is used to:

  • Enable booking, payment and engaging services online between you (the client) and Bionovi

  • Provide mental health and consulting services

  • Communicate with you regarding appointments or service delivery

  • Collaborate with other health providers (with your consent)

  • Comply with legal obligations (e.g. court orders, mandatory reporting)

Disclosure

We do not share your health information with third parties without your explicit written consent, except in the following circumstances:

  • Where required by law or to prevent a serious threat to life, health, or safety

  • When disclosure is required to support your direct care (e.g. treating team, GP), and you have given permission

  • If clinical supervision or audit is required (de-identified data only)

Bionovi does not sell or disclose your data for marketing or unrelated purposes.

5. Data Security and Storage

We take all reasonable steps to protect your information from misuse, loss, unauthorised access, or disclosure. Measures include:

  • Adherence to best practices when collecting any personal information through Squarespace and Acuity Scheduling

  • Use of Australian compliant health record system Halaxy under circumstances in which a user opts to engage in clinical services, will will be notified to the client clearly and explicitly with opt in consent.

  • Secure digital storage through Squarespace, Acuity and Galaxy

  • Staff training in data protection and confidentiality

  • Regular audits of data security practices

We request that private health information is not to be sent via forms through email or Squarespace. We encourage clients to consider when clinical services are required, in which case you may be asked to review an additional consent document.

When your personal information is no longer required, we securely de-identify or destroy it in line with legal and professional standards.

6. Access and Correction of Personal Information

You have the right to:

  • Request access to your personal or health information

  • Request corrections if you believe the information is inaccurate, incomplete, or outdated

Please contact us in writing to initiate this process. Requests will be responded to within 30 days, in accordance with APP guidelines.

7. Overseas Disclosure

In order to provide online coaching services, and conduct its business, Bionovi uses software platforms included but not limited to Squarespace, Acuity Scheduling, Halaxy, and Google Services. These platforms have their own terms of service and may not be compliant with Australian Privacy Laws with respect to collection and storage of health information for Australian residents.

In any instance of enaging in clinical service delivery whereby health information is necessary, you will be clearly notified and have an opportunity to decide to opt in to this service, entirely at your discretion. This is distinct and separate as a service (defined as Therapy or Treatment). For data necessary in these instances, only Australian compliant services will be engaged for housing this data. Bookings, and payment information is collected through Squarespace, Acuity Scheduling and Stripe Payments.

Bionovi does not routinely otherwise disclose your personal information to overseas recipients. Third-party systems may use secure cloud servers based in Australia and/or international locations.

8. Management of Cookies

This website is powered by Squarespace and uses cookies and similar technologies to enhance your browsing experience, analyze website performance, and support essential site functions.

What Are Cookies?

Cookies are small data files stored on your device by the website. They help the website remember your preferences and provide better services.

How We Use Cookies

  • Essential Cookies: Required for core website functionality, such as security, network management, and accessibility.

  • Analytics and Performance Cookies: Used to understand visitor interactions with the site, such as number of visitors, popular pages, and traffic sources. These insights help us improve website performance. Squarespace and its analytics partners may collect this information.

  • Functional Cookies: Facilitate additional features like video playback and social media sharing.

Third-Party Cookies

Squarespace may use third-party services (such as analytics and embedded tools) that set cookies to deliver their services. These cookies are governed by the policies of those third parties.

Managing Cookies

Most web browsers accept cookies by default, but you can control and manage cookies through your browser settings. You may delete or block cookies, but some parts of the website may not function properly as a result.

Changes to This Policy

This policy may be updated from time to time to reflect changes in our practices or relevant laws. Updates will be posted on this page.

9. Complaints and Concerns

If you have a concern or complaint about how your personal information has been handled, you may contact us using the contact us form.

We take privacy concerns seriously and aim to respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

Website: https://www.oaic.gov.au
Phone: 1300 363 992