1. Introduction

Dear Mind Psychology is committed to protecting your privacy and ensuring the confidentiality of your personal information. We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and AHPRA & APS ethical standards, which govern how we collect, use, store, and disclose personal information.

2. What Personal Information We Collect

To provide psychological services, we may collect:

• Personal details – Full name, address, contact information, date of birth.

• Medical & mental health history – Information relevant to assessment & treatment.

• Family & social history – Where relevant to your care.

• Billing details – Medicare, private health insurance, & payment information.

• Other relevant information – Any details necessary for psychological treatment.

3. How We Collect Personal Information

We collect personal information:

• Directly from you – Intake forms, questionnaires, assessments, and direct communication.

• Via phone, email, or in-person sessions.

• Through online booking systems and our website.

• From third parties (with your consent) – Healthcare providers, family members, or referrers.

• Through secure third-party platforms used for psychological assessments, clinical documentation, and administrative purposes. These platforms comply with Australian privacy laws, AHPRA guidelines, and strict security standards. If you have any questions about how your information is handled, please ask your clinician.

4. Why We Collect Personal Information

Your information is collected to:

• Provide psychological assessment, diagnosis, and treatment.

• Manage appointments, billing, and administrative processes.

• Communicate with you about your care.

• Liaise with other healthcare providers (with your consent).

• Comply with legal obligations (e.g., risk reporting or court orders).

5. Use and Disclosure of Personal Information

Your information will only be used for therapeutic and administrative purposes. It will not be disclosed without your consent, except:

• Where required by law (e.g., subpoenas, mandatory reporting).

• If there is an immediate risk of harm to you or others.

• In a medical emergency to assist healthcare professionals

Third-Party Involvement

Dear Mind Psychology may engage professional services (e.g., accountants, supervisors, IT support) who may have limited access for administrative and compliance purposes. These professionals are bound by confidentiality agreements and strict data protection policies.

6. AI & Clinical Documentation: Use of NovoNote

At Dear Mind Psychology, we use NovoNote, a secure, AI-assisted tool that helps streamline clinical note-taking, allowing us to focus more on your session.

How It Works:

• NovoNote processes audio in real-time to create a session summary.

• The audio is never saved, and the transcript is deleted once the summary is created.

• The final session summary is securely stored in your client file, just like traditional notes.

Your Privacy & Security

• NovoNote complies with Australian Privacy Principles (APPs), AHPRA guidelines, and HIPAA security standards. Your data is encrypted, stored on Australian servers, and is never used for AI training.

Your Choice

• NovoNote enhances efficiency and accuracy, but its use is optional. You can opt in or out at any time.

7. Data Security and Storage

We take all reasonable steps to protect your information from unauthorised access, misuse, or disclosure.

• Client files are stored in secure electronic systems with password protection and restricted access.

• Communications are encrypted where possible.

8. Access and Correction of Personal Information

You have the right to access and update your personal information if it is inaccurate or outdated. To request changes, please contact us.

9. Retention and Disposal of Information

• Records are retained for at least seven (7) years after the last contact, as required by law.

• For clients under 18, records are retained until they turn 25.

• After this period, records are securely destroyed.

10. Complaints

If you have concerns about how your personal information is handled, please contact us. If unresolved, you can escalate your complaint to: Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au

• Phone: 1300 363 992

10. Contact Information

see "where to find us" below.

This policy is reviewed periodically and updated as required to ensure compliance with legal and professional standards.

Updated: 26/2/2025