Privacy policy for the handling of personal information

Updated 18 October 2026

About this policy

This document describes the privacy policy of Reborn Weight Management Clinic for the management of your personal information. Reborn Weight Management Clinic is a psychology practice run by Antony Khershberg, Registered Psychologist (registration number PSY0002817193, Australian Business Number 61 293 845 775). In this policy, “we”, “us” and “your psychologist” mean Reborn Weight Management Clinic and Antony Khershberg.

The psychological services we provide are bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Commonwealth), and the Health Privacy Principles set out in the Health Records and Information Privacy Act 2002 (New South Wales).

Personal information we collect

If you are a client: we collect your personal details, such as your name, date of birth, address, phone numbers and email address. As part of providing a psychological service, we also need to collect and record other personal information that is relevant to your current situation, including health information. This includes keeping a record of what happens during sessions, any psychological tests or questionnaires you complete, the goals and progress we track together, such as your habits, strength, energy and blood test results, and any information received from others, such as your general practitioner or other health professionals.

If you claim a rebate: we collect your Medicare or private health insurance details, and any referral and plan from your doctor, so that your claim can be made.

If you use the call back form on our website: we collect the details you enter, which are your name and phone number, and, if you choose, the best time to call.

You can make a general enquiry without giving your name. Because of the nature of psychological services, we cannot usually provide a service to you anonymously or under a different name.

How your information is collected

There are a number of ways your personal information is collected, including when:

• You provide information directly to your psychologist in your sessions, by video, by phone or in person, and in writing, such as forms, letters, emails or text messages.
• You record information between sessions, such as your habits and progress, in the app we use with you.
• Your general practitioner or other health practitioners provide personal information to Reborn Weight Management Clinic through referrals, correspondence and medical reports.
• We receive personal information from other sources, such as lawyers, employers or insurance companies, through correspondence or reports.
• You send us your details through the call back form on our website.

Where possible, we collect information directly from you. If we collect it from someone else, we do so with your knowledge or consent, unless the law allows otherwise.

If you have concerns that the information recorded is not correct, please discuss your concerns with your psychologist.

How your information is stored and kept secure

Your client records are kept in Splose, a secure electronic practice management system. Splose stores the information of Australian practices in Australia, encrypts information when it is stored and when it is sent, and keeps encrypted backups. Your information is accessed only by your psychologist, in accordance with the practice’s policies and procedures.

Emails are sent and received through Google’s Gmail service.

We take reasonable steps to protect your information from misuse, interference and loss, and from unauthorised access, change or disclosure.

As required by the Health Records and Information Privacy Act 2002 (New South Wales), we keep your records for at least seven years after your last session or, if you were under 18 when the information was collected, until you turn 25. After that, your records are securely destroyed, and we keep a note of whose records were destroyed, the period they covered and the date they were destroyed.

Purpose of holding personal information

Your personal information is gathered and used for the purpose of providing a psychological service to you, including support with eating, exercise, weight and body image. Your personal information is retained in order to document what happens during sessions, and enables your psychologist to provide a relevant and informed psychological service to you. This information and record keeping is a necessary part of the services provided and guides treatment.

We also use your information to:

• arrange your sessions and send you appointment reminders;
• track your progress towards your goals and review your plan with you;
• process your payments and any Medicare or private health insurance claims;
• write to your general practitioner or other health professionals, with your consent;
• meet our legal and professional obligations.

We will never sell your personal information or use it for marketing.

Consequence of not providing personal information

Psychologists are required to keep clear and accurate client records as part of their professional obligations.

If you do not wish for your personal information to be collected, we may not be able to provide the psychological service to you. Please discuss any concerns you have with your psychologist.

Session recordings and artificial intelligence

To keep accurate records and spend more of each session focused on you, Reborn Weight Management Clinic may use two optional tools built into Splose: session recording with a written transcript, and artificial intelligence that prepares first drafts of notes and letters.

Your choice

Before using either tool, your psychologist will explain how it works and ask for your consent, and your answer will be noted in your file. You can say no, or change your mind at any time, including part way through a session, and it will not affect your service in any way.

Recording a session

With your consent, a session by video or phone may be audio recorded and turned into a written transcript, so that your case notes are complete and accurate. The audio recording is not kept. With your agreement, the transcript may be kept as part of your case notes. Otherwise, it is kept only until your case notes are written, and is then deleted, usually within one day. Sessions at your gym are not recorded.

Drafting notes and letters

With your consent, Splose’s artificial intelligence can prepare a first draft of your case notes, and of letters and summaries. A draft is only ever a starting point. Your psychologist reads, checks and corrects every draft, adds what a recording cannot capture, such as your cultural background and what was observed in the session, and remains fully responsible for the accuracy of your notes and letters and the quality of your service.

How your information is protected

Splose’s artificial intelligence is provided by OpenAI, a company based in the United States, so the information it uses may be processed outside Australia. Splose states that, under its agreement with OpenAI, OpenAI does not keep this information or use it to train its artificial intelligence models. You can read more on Splose’s website.

We do not enter your personal information into publicly available artificial intelligence tools, such as free online chatbots.

Decisions about you

Artificial intelligence is never used to make decisions about you, and your personal information is not used in any decision made solely by a computer program. Decisions about your assessment, plan and services are always made by your psychologist.

Sessions at your gym

If you choose to meet in person at your gym, the session takes place in a shared space, so other people at the gym may see you with your psychologist or overhear parts of your conversation. We will do our best to find a quiet spot and keep what you discuss private, and you can ask to talk about anything sensitive by video or phone instead.

Confidentiality of information

Personal information gathered by your psychologist will remain confidential except in certain circumstances. In most cases, any sharing of information will only occur with your consent.

Our practice asks for your consent to share information when:

• Sharing information with a family member, guardian or carer.
• Discussing your progress with others, such as your general practitioner, a dietitian, your personal trainer, your employer, or any agency that may be paying for your attendance.
• Providing a written report about your assessment or treatment to another professional or agency, such as your general practitioner, lawyer or insurance company.
• Disclosing the information in any other way not referenced in this document.

If you claim a Medicare rebate under a plan from your doctor, we are required to write to your doctor about your treatment. We will tell you what is included.

Psychologists are required to consult and receive supervision from colleagues from time to time. If your information is discussed in this context, all care is taken to de-identify it in such a way that you remain anonymous.

Exceptions to confidentiality

There are times when your psychologist may release your information without obtaining your consent, such as:

• When a court requires information by issuing a subpoena, or providing information is otherwise required or authorised by law.
• When it is required because the psychologist must make a mandatory report on a concern.
• When the psychologist discloses information because they believe you or someone else is at risk of serious harm.

Information that may go overseas

Your client records are stored in Australia. Some of the services we use may store or process information overseas:

• Splose’s artificial intelligence, provided by OpenAI, may process information in the United States. This only happens if you consent to its use.
• Emails are handled by Google’s Gmail service, which may store information in the United States and other countries.
• If you are overseas and we contact you by WhatsApp, your messages and calls are handled by WhatsApp, which is owned by Meta, a company based in the United States.
• Our website is hosted by Cloudflare, a company based in the United States. Like most website hosts, it keeps basic technical records of visits, which may be processed overseas.

Our website

Our website does not use advertising or tracking cookies. Details you send through the call back form go straight into Splose, so they are stored in Australia with your client records. We use them only to call you back. Like most websites, our website host keeps basic technical records of visits, such as the internet address of your device, to keep the website secure.

Accessing and correcting your information

At any stage, you can ask to see the personal information we hold about you, and ask for it to be corrected. Your psychologist may discuss the contents with you and/or give you a copy. There may be some exceptions that affect your access, which are set out in the Privacy Act 1988 (Commonwealth) and the Health Records and Information Privacy Act 2002 (New South Wales). If we cannot give you access, we will tell you why in writing and how you can complain.

If your psychologist is satisfied that your personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. If we do not agree that a change is needed, you can ask us to add a note to your record saying that you believe it is wrong.

You can make a request by speaking with your psychologist or in writing. All written requests for access to or correction of information will be responded to in writing within 14 days, and an appointment will be made if necessary for clarification purposes. There is no fee to make a request.

Data breach policy

In the event that any unauthorised access, disclosure or loss of your personal information occurs, Reborn Weight Management Clinic will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm. If a breach is likely to result in serious harm to you, we will tell you and the Office of the Australian Information Commissioner, as required by the Notifiable Data Breaches scheme.

Concerns and complaints

If you have a concern about the management of your personal information, please tell your psychologist first:

Phone

0401 724 099

Email

RebornWeightmanagementClinic@gmail.com

We will take your concern seriously, look into it and respond to you in writing within 30 days. Upon request, you can obtain a copy of the Australian Privacy Principles, which describe your rights and how your personal information should be handled.

If you are not satisfied with our response, or we have not responded within 30 days, you may lodge a formal complaint about the use of, disclosure of, or access to your personal information with the Office of the Australian Information Commissioner:

• Online at oaic.gov.au.
• By post to: Office of the Australian Information Commissioner, General Post Office Box 5288, Sydney, New South Wales 2001.
• For help, call the enquiries line on 1300 363 992. Complaints cannot be lodged by phone.

For concerns about your health information, you can also contact the Information and Privacy Commission New South Wales at ipc.nsw.gov.au.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated. This policy is free, and if you would like it in another format, such as a printed copy, please ask.