Koka Art Therapy Privacy Policy

Effective Date: July 2025

Koka Art Therapy (“we,” “our,” or “us”) is committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, store, and disclose your personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth).

1. What Information We Collect

We collect personal information that you provide to us directly, including but not limited to:

  • Your name, date of birth, and contact details (phone, email, address)

  • Health and medical information relevant to your art therapy sessions

  • Emergency contact details

  • NDIS plan details (if applicable)

  • Artwork and session notes (with your consent)

2. How We Use Your Information

Your personal information is used to:

  • Provide and manage your art therapy sessions

  • Communicate with you regarding appointments, billing, and other administrative matters

  • Comply with legal and professional obligations (including mandatory reporting)

  • Support your ongoing care through referrals, with your consent

  • Improve our services through anonymous feedback and research

3. How We Store and Protect Your Information

We take your privacy seriously and store your information securely:

  • Client records, clinical notes, and session documentation are stored in Halaxy, a secure, password-protected, and encrypted system

  • Physical artwork is returned to you when possible; if stored temporarily, it is kept securely and discarded only with your permission

  • We retain records in compliance with professional standards: at least 7 years for adults, and until clients turn 25 for minors

4. Disclosure of Your Information

We will not disclose your personal information to third parties without your consent, except where required or permitted by law, such as:

  • When making referrals to other health professionals or support services, with your consent

  • Where there is a risk of harm to you or others, as required by mandatory reporting laws

  • When compelled by a court or legal authority

5. Your Rights and Choices

  • You may request access to your personal information and ask for corrections if needed

  • You have the right to withdraw consent for sharing information at any time, though this may affect service provision

  • You can ask us to explain how your information is used or raise privacy concerns at any time

6. How to Contact Us

If you have any questions or concerns about your privacy or this policy, please contact:

Angela Copeland
Koka Art Therapy Pty Ltd
Phone: 0438 606 312
Email: koka.art.therapy@gmail.com

7. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated effective date.