Privacy Policy

Bear Hug Psychology


Privacy Policy – Bear Hug Psychology

At Bear Hug Psychology, we prioritise your privacy and are dedicated to protecting your personal information in line with the Australian Privacy Principles (APPs) as outlined in the Privacy Act 1988, the Health Records and Information Privacy Act 2002 (QLD), and the ethical standards established by the Psychology Board of Australia, the Australian Psychological Society (APS), and the Queensland Psychological Association (QPA). This Privacy Policy explains how we gather, store, and manage your personal information while providing psychological services.


Client Information:

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Use of Analytics and Tracking Technologies

We use analytics tools, including Google Analytics and Squarespace Analytics, to help us understand how visitors engage with our website. These tools collect non-identifiable information to monitor website performance and improve the user experience.

What Data is Collected?

These analytics tools may collect information such as:

  • Your IP address (anonymized where applicable)

  • Device type, browser type, and operating system

  • Pages visited, time spent on pages, and navigation behavior

  • Referral sources (e.g., websites or search engines that directed you to our site)

  • General geographic location (e.g., city or region)

How This Data is Collected

We use cookies and tracking technologies to collect this data. Cookies are small text files stored on your device that help analyze website traffic and user behavior.

Why We Collect This Data

The information collected through analytics helps us:

  • Improve website functionality and user experience

  • Understand how visitors engage with our content

  • Optimize services and marketing strategies

How You Can Manage or Opt Out of Tracking

If you do not wish to be tracked, you can:

  • Disable cookies in your browser settings

  • Use Google’s opt-out tool: Google Analytics Opt-out Add-on

  • Adjust your cookie preferences via our cookie consent banner

Data Sharing and Security

  • We do not share personally identifiable information collected through analytics with third parties.

  • Google Analytics processes data in accordance with its Privacy Policy.

  • Squarespace processes analytics data as outlined in its Privacy Policy.

By continuing to use our website, you consent to the collection and use of analytics data as described above.

We manage client information within a secure electronic health record system (Splose), fortified by strong encryption and password protection, accessible only to authorised personnel. This system guarantees the safety of your personal and sensitive information. The data we hold includes, but is not limited to:

  • Personal details (e.g., name, address, contact information)

  • Health history, including psychological, medical, and treatment records

  • Notes, assessments, and reports created during psychological services

How Client Information is Collected:

We collect personal information through:

  • Direct interactions during psychological consultations (e.g., in-person or online telehealth sessions)

  • The completion of forms, whether in paper format or electronically (e.g., intake forms, consent forms)

  • Correspondence such as emails, phone calls, or messages

  • Referrals, reports, and information provided by other healthcare professionals with client consent (e.g., GPs, medical specialists)

Information is retained per professional guidelines and legal obligations, typically for seven years for adult clients. Information for minors may be retained for extended periods, as mandated by law.

Use of AI:

At Bear Hug Psychology, I prioritise being fully present and engaged during therapy sessions to provide the best possible care. To support this, I may use Splose AI, a secure and privacy-compliant tool, to assist in efficiently summarizing and organizing session notes.

Splose is a secure practice management platform specifically designed for health professionals. Splose AI is an integrated feature that uses artificial intelligence to draft notes and streamline administrative tasks while safeguarding sensitive information.

  • Splose AI operates within the secure and encrypted Splose platform, which complies with the Australian Privacy Act 1988  and relevant health information laws.

  • No data is shared externally, and your session information remains securely stored within Splose.

Your Consent:

  • I will only use Splose AI to assist with note-taking if you provide your explicit consent.

  • You have the right to withdraw your consent at any time by notifying me directly, and this will not affect the services I provide.

Consequences of Not Providing Personal Information:

Providing personal information is crucial for delivering effective psychological services. If you choose not to share the required information or wish to remain anonymous or use a pseudonym, we may not be able to offer the full range of our services. In some instances, we may still need to identify you, or you may be asked to provide specific information to comply with legal obligations established by the Psychology Board of Australia or other regulatory authorities.

Disclosure of Personal Information

Your personal information will remain confidential unless:

  • Legal requirements: If your information is requested by a court or if disclosure is mandated or permitted by law (e.g., mandatory reporting under Queensland legislation).

  • Risk to safety: If we believe that not disclosing information could pose a serious risk to your or someone else's health, life, or safety (e.g., in cases of suspected abuse, self-harm, or harm to others).

  • Client consent: If you have given written consent for disclosure, including but not limited to:

    • Providing reports to other professionals (e.g., your GP, specialists) or agencies (e.g., NDIS, insurance companies) for treatment coordination or funding.

    • Sharing information with a third party, such as a parent or caregiver, where appropriate and with your approval.

    • Disclosures directly related to the primary purpose of your psychological care (e.g., referrals, reports).

Overseas Disclosure: We do not share your personal information with overseas recipients unless required by law or with your explicit consent. We will not sell, rent, or disclose your personal information for any purpose beyond what is necessary for your psychological care.

Security and Data Breach Protocols

We are committed to ensuring the confidentiality and security of your personal information. In the event of unauthorised access, disclosure, or loss of your information, we will implement a data breach response plan in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act. We will promptly inform affected individuals and take appropriate measures to mitigate potential harm.

Telehealth Considerations

When providing telehealth services, we ensure that all communications occur through secure, encrypted platforms that comply with Australian privacy and security standards, as well as specific Queensland regulations. However, by participating in online therapy, clients acknowledge potential risks related to technology (e.g., technical difficulties, unauthorised access). We aim to minimise these risks by using trusted platforms and enforcing strict security measures.

Access to Personal Information

You have the right to access the personal information we hold about you, subject to certain exceptions under the Privacy Act. If you wish to request access or believe the information we have is incorrect or incomplete, please contact us to make corrections.

Retention and Disposal of Personal Information

We retain your personal information only as long as necessary to provide psychological services, meet legal or regulatory obligations, or fulfill the purposes for which it was collected. When your personal information is no longer needed, it will be securely disposed of in accordance with our data retention and disposal policy.

Contact Information

For any questions regarding this Privacy Policy, or to request access to or correction of your personal information, please reach out to us at:


Changes to the Privacy Policy This Privacy Policy may be updated periodically to reflect changes in our practices or legal requirements. The most recent version will always be available on our website. 


Contact Information: If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact: Bear Hug Psychology | Ursula Pearce admin@bearhugpsychology.com ABN: 87129917633