1. Introduction

Dear Mind Psychology is committed to protecting your privacy & ensuring the confidentiality of your personal information. We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), & the Psychology Board of Australia’s Code of Conduct (effective 1/12/2025), which govern how we collect, use, store, and disclose personal information.

2. What Personal Information We Collect

• Name, address, contact details, DOB

• Medical, mental health, & developmental history

• Relevant family, social, & occupational information

• Medicare, insurance, & billing information

• Assessment results & clinical records

• Information from referrers or other treating providers (with consent)

• Information collected through secure digital platforms used in providing our services

3. How We Collect Personal Information

• Directly from you (forms, conversations, tests, etc)

• Through email, phone, fax, SMS, or secure messaging

• Via our secure practice management system

• From third parties such as GPs, psychiatrists, or case managers (with your consent)

• From digital tools used to deliver assessments, reports, or administrative services

• When required by law or in emergency situations

4. Why We Collect Personal Information

• Provide psychological assessment, diagnosis, & treatment

• Develop, review, & adjust your care plan / treatment plan in a shared decision-making process

• Communicate with you & manage appointments

• Provide documentation to Medicare, insurers, or referrers where required

• Maintain accurate clinical records

• Ensure safety, duty of care, & compliance with legal obligations

• Improve service quality through evaluation (de-identified data only, with consent).

5. Use & Disclosure of Personal Information

Your information is used or disclosed only for purposes directly related to your care or with your consent. It may be disclosed without your consent only in the following circumstances:

• Where required or authorised by law (e.g., subpoenas, mandatory reporting obligations, legislation requiring disclosure).

• If there is a serious and imminent risk to your life, health or safety, or the life, health or safety of another person

• In a medical emergency where disclosure is necessary to assist health professionals to provide safe care

Third-Party Involvement: Dear Mind Psychology may engage professional services (e.g., accountants, supervisors, IT support, practice management support) who may have limited access for administrative and compliance purposes. All third-party providers are bound by confidentiality agreements & strict data protection policies.

6. Use of Digital Tools & AI-Assisted Platforms

Dear Mind Psychology uses secure digital tools, including AI-assisted functions where appropriate, to support assessment, documentation & administrative tasks.

AI is used only as an assistive tool and never replaces the professional judgement, clinical decision-making or ethical responsibilities of your psychologist. Clinical responsibility always remains with your psychologist.

When such tools are used:

• Information is anonymised/de-identified wherever possible

• No audio recordings or transcripts are retained; outputs are reviewed

• Digital tools are used in accordance with applicable privacy laws & professional standards.

• You may withdraw consent at any time without affecting your access to psychological care

• If consent is withdrawn, no AI-assisted tools will be used in your treatment.

• You may request further information about any platform used in your care

7. Data Security & Storage

We take all reasonable steps to protect your information from loss, unauthorised access, misuse or disclosure. Client records are stored in password-protected, access-restricted electronic systems that meet Australian security standards.

8. Access & Correction of Personal Information

You may request access to your personal information or ask for corrections if it is inaccurate. Access may be refused or limited where permitted by law.

9. Retention & Disposal of Information

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

• For clients under 18 records are retained until age 25.

• After this period records are securely destroyed.

10. Complaints about Privacy

If you believe your privacy has been mishandled, please contact us directly. If unresolved, you may contact: Office of the Australian Information Commissioner (OAIC)

www.oaic.gov.au /Ph: 1300 363 992

11. Contact Information

see "where to find us" below. This policy is reviewed regularly to ensure ongoing compliance with legal & professional standards.

Last reviewed: 1 July 2026