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), & 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

To provide psychological services, we may collect:

• Name, address, contact details, date of birth

• Medical, mental health, and developmental history

• Information about your family, social, or occupational context

• Medicare, insurance, & billing information

• Assessment results & clinical documentation

• Information provided by referrers or other treating providers (with consent)

• Information collected through secure digital platforms used for scheduling, telehealth, assessment, & clinical record-keeping

3. How We Collect Personal Information

We collect personal information:

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

• Through email, phone, 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

All digital tools used by Dear Mind Psychology must meet Australian privacy laws, data security requirements, & AHPRA expectations. We do not use tools that store or share information without appropriate safeguards.

4. Why We Collect Personal Information

Your information is collected to:

• 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, and compliance with legal obligations

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

5. Use and Disclosure of Personal Information

Your personal information is used only for purposes directly related to your psychological care, including assessment, treatment, administration, & practice management. Your information will not be used or disclosed for any purpose unrelated to your care unless you provide consent. Your information 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, which may include AI-assisted functions, to support clinical documentation, assessment, and administrative tasks.

When such tools are used:

• Information is anonymised or de-identified wherever possible

• No audio recordings or transcripts are retained

• Tools comply with the Privacy Act, APPs, & AHPRA standards

• Outputs are not stored with personally identifying information

• You may withdraw consent at any time without affecting your 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 and Storage

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

• Client records are stored electronically in password-protected, access-restricted systems that comply with Australian security standards.

8. Access and Correction of Personal Information

You may request access to your personal information or ask for corrections if it is inaccurate. Your psychologist will explain the process & any legal limitations.

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 about Privacy

If you believe your privacy has been breached, please contact us directly. If unresolved, you may contact: 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 regularly to ensure ongoing compliance with legal & professional standards.

Updated: 1/12/2025