Privacy Policy for Management of Personal Information

This document details the Privacy Policy of this Practice for the management of our clients’ personal information. The psychological services provided by this Practice is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth). 

Purpose of collecting and holding personal information

A client’s personal information is gathered and used for the purpose of providing psychological services, which includes but is not limited to assessing, diagnosing and treating a client’s presenting issue. The personal information is retained in order to document what happens during sessions, and enables the psychologist to provide a relevant and informed psychological service to the client.

Personal information collected

The information in each client file includes personal information such as the client’s name, date of birth, address, contact phone numbers, personal background, medical history, medical treators, emergency contact details and other personal information collected as part of providing the psychological service.

Process of collecting personal information

A client's personal information is collected in a number of different ways whilst engaging in the psychological services provided by this Practice,  including but not limited to when:

  • the client provides information directly to his/her psychologist or the Practice using hardcopy forms;

  • correspondence via email to his/her psychologist or the Practice;

  • the client interacts directly with his/her psychologist or the Practice;

  • when other health practitioners provide personal information to the client’s psychologist or the Practice via referrals, correspondence and/or medical reports;

  • when lawyers provide personal information to the client’s psychologist or the Practice via correspondence.

Storage of personal information

Physical client files are held in a secure filing cabinet, and digital client files are stored using secure online cloud storage. Client files are accessible only to authorised employees of the Practice.

Consequence of a client not providing personal information

If the client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, the Practice may not be in a position to provide psychological services to the client.

Clients may request to be anonymous or to use a pseudonym, however in most cases, it will not be possible for the client to be anonymous or to use a pseudonym as it is usually impracticable for the Practice to deal with the client or the Practice is required or authorised by law to deal with identified individuals only. 

Disclosure of personal information

Clients’ personal information will remain confidential except when:

  • it is subpoenaed by a court; or

  • failure to disclose the information, would in the reasonable belief of the psychologist, place the client or another person at serious risk to life, health or safety; or

  • the client’s prior (written or verbal) approval has been obtained to:

    • provide a written report to another professional or agency (e.g. a GP or lawyer); or

    • discuss the material with another person (eg. a parent, partner, employer or health provider); or

    • disclose the information in another way; or

  • the client would reasonably expect his/her personal information to be disclosed to another professional or agency (e.g. your GP) and disclosure of his/her personal information to that third party is for a purpose which is directly related to the primary purpose for which his/her personal information was collected; or

  • disclosure is otherwise required or authorised by law.

In the event that unauthorised access, disclosure or loss of a client’s personal information occurs, the Practice will activate its Data Breach Plan and use all reasonable endeavours to minimise any risk of consequential serious harm.

Requests for access and correction to client information

At any stage, clients may request to see and correct the personal information about them kept on file.

The psychologist may discuss the contents with him/her and/or give them a copy of their clinical file, subject to the exceptions in the Privacy Act 1988 (Cth).

If satisfied that personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected.

All requests by clients for access to or correction of personal information held about them should be lodged with the Practice.   These requests will be responded to in writing within 30 days and an appointment will be made if necessary for clarification purposes.

Concerns

If clients have a concern about the management of their personal information, they may inform the Practice.

Upon request, clients can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled.

Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by