Coherence Studios — Privacy Policy
1. Introduction
Rebekah Davenport ABN 71 262 256 565, trading as Coherence Studios (“we”, “us”, “our”), is committed to protecting your privacy and handling your personal information with care, transparency, and respect.
This Privacy Policy explains how Coherence Studios collects, uses, stores, and discloses personal information — including sensitive health information — in the course of providing psychological and consulting services to our clients.
We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) contained within it, as well as the Health Records Act 2001 (Vic) and the Health Privacy Principles (HPPs). Where applicable, we also observe the ethical guidelines of the Australian Psychological Society (APS).
By engaging with Coherence Studios — whether through our website, by telephone, email, or in person — you consent to the practices described in this policy.
2. About Us
Coherence Studios is a psychological practice providing individual consultations, assessments, and related services.
Practice owner: Rebekah Davenport
ABN: 71 262 256 565
Address: First Floor/116 Lygon St, Brunswick East, VIC 3057
Email: drbek@coherencestudios.au
Website: coherencestudios.au
3. What Is Personal Information?
“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether or not the information is true or recorded in material form.
“Health information” is a subset of personal information and includes any information about the physical, mental, or psychological health or disability of an individual. Health information is considered sensitive information under the Privacy Act and the Health Records Act, and is afforded a higher standard of protection.
4. Information We Collect
4.1 Personal Information
We may collect the following types of personal information:
- Full name, date of birth, and contact details (address, phone number, email address)
- Emergency contact details
- Medicare number, private health fund details, and billing information
- Referral information (e.g. GP referral letters and Mental Health Treatment Plans)
- Correspondence and communications with us
4.2 Health Information
As a psychological practice, we also collect sensitive health information in the course of providing services, including:
- Mental health history and current presenting concerns
- Assessment results, session notes, and treatment plans
- Medication and relevant medical history
- Information provided during assessments or consultations
4.3 Website Usage Data
When you visit coherencestudios.au, we may automatically collect non-identifying data such as:
- IP address and browser type
- Pages visited and time spent on the site
- Referring URLs
This data is used solely to improve the functionality and content of our website and is not linked to your identity.
5. How We Collect Your Information
We collect personal information through a variety of means, including:
- Directly from you via intake forms, telephone, email, or in-person consultation
- From referring practitioners (e.g. your GP, psychiatrist, or specialist)
- From third parties with your consent (e.g. family members, other treating practitioners)
- Through our website contact forms or enquiry channels
- From Medicare Australia, private health funds, or WorkCover where applicable
We will only collect information that is reasonably necessary for the provision of our services or as required by law, and only subsequent to informed consent.
6. How We Use Your Information
We use your personal and health information to:
- Provide psychological assessment, consultation, and treatment services
- Communicate with you regarding appointments, billing, and care
- Process Medicare and private health fund claims
- Prepare reports for referring practitioners or third parties, with your consent
- Comply with our legal and professional obligations
- Improve the quality of our services
We will not use your information for purposes beyond those for which it was collected, except with your consent or where required or permitted by law.
7. Disclosure of Your Information
7.1 With Your Consent
We may share your information with other treating health professionals, specialists, or support services when you have provided your informed consent to do so. This may include your GP, psychiatrist, or other allied health practitioners involved in your care.
7.2 Legal and Mandatory Reporting
There are limited circumstances in which we may be required to disclose information without your consent. These include:
- Where disclosure is required by law (e.g. mandatory reporting obligations under the Children, Youth and Families Act 2005, VIC)
- Where there is a serious and imminent threat to the life, health, or safety of you or another person
- In response to a valid court subpoena or order
- Where required by a regulatory body or as part of an insurance or WorkCover matter
Your practitioner will endevour to notify you of any disclosures that are requested and/or occur, though this is not always required by law.
7.3 Third-Party Service Providers
Cohernece currently utilises Cliniko, a secure practice management platform, to store client records, manage appointments, and process billing. Cliniko is an Australian-based service that complies with applicable privacy legislation. We may also engage other trusted third-party providers to support practice operations. All such providers are required to handle your information in accordance with applicable privacy laws and are not permitted to use your information for their own purposes.
7.4 No Sale of Information
We will never sell, rent, or trade your personal information to any third party.
8. Storage and Security of Your Information
We take the security of your personal and health information seriously. Your information is stored securely using industry-standard protections, including:
- Secure, encrypted electronic record-keeping systems with restricted access
- Password-protected devices and secure login protocols
- Physical security measures for any paper-based records
Client records are retained for a minimum period of seven (7) years from the date of last service, or in the case of minors, until the client turns 25 years of age — whichever is the longer period — in accordance with legal and professional requirements.
When information is no longer required to be retained, it will be securely destroyed or de-identified.
While we take all reasonable precautions, no data transmission over the internet or electronic storage system is completely secure. If you have concerns about the security of your information, please contact us.
9. Accessing and Correcting Your Information
You have the right to request access to the personal information we hold about you, and to request corrections where that information is inaccurate, out of date, or incomplete.
To make an access or correction request, please contact us in writing at drbek@coherencestudios.au. We will respond to your request within a reasonable timeframe (generally within 30 days).
We may need to verify your identity before granting access. In some circumstances, we may be permitted to decline a request for access or correction, in which case we will provide you with written reasons.
We do not charge a fee for submitting an access request, though an administrative fee may apply for the production and provision of records.
10. Telehealth and Online Services
Where services are provided via telehealth (video or telephone consultation), we use secure, encrypted platforms that comply with Australian privacy legislation. We recommend that clients access telehealth sessions from a private location to protect their own confidentiality.
Any recordings of telehealth sessions will only be made with your explicit written consent.
11. Cookies and Website Analytics
Our website (coherencestudios.au) may use cookies and similar tracking technologies to enhance user experience. Cookies are small data files stored on your device that help us understand how visitors use our site.
You may disable cookies through your browser settings at any time. Please note that disabling cookies may affect the functionality of certain parts of our website.
We do not use website analytics data to identify individual visitors.
12. Privacy of Children and Young People
Where services are provided to individuals under the age of 18, personal and health information will generally be collected with the knowledge and consent of a parent or guardian. We are mindful of the evolving capacity of young people to make decisions about their own health information and handle such matters with appropriate sensitivity and in accordance with applicable law.
13. Privacy Complaints
If you have a concern or complaint about the way we have handled your personal information, please contact us in the first instance:
Rebekah Davenport — Coherence Studios
drbek@coherencestudios.au
First Floor/116 Lygon St, Brunswick East, VIC 3057
We will acknowledge your complaint promptly and aim to resolve it within 30 days. If you are not satisfied with our response, you may lodge a complaint with:
- The Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or 1300 363 992
- The Health Complaints Commissioner (Vic) at www.hcc.vic.gov.au or 1300 582 113
- The Australian Health Practitioner Regulation Agency (AHPRA) at www.ahpra.gov.au
14. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be available on our website at coherencestudios.au. We encourage you to review this policy periodically.
This policy was last updated in June 2026.