Privacy Policy and Consent for Psychological Services

Purpose

This Privacy Policy explains how Guided Psychology collects, stores, uses, and discloses personal information.

Guided Psychology complies with the Australian Privacy Principles under the Privacy Act 1988 (Cth), including the Privacy Amendment (Enhancing Privacy Protection) Act 2012, collectively referred to as the Privacy Act. The practice also adheres to the Privacy Amendment (Notifiable Data Breaches) Act 2017. In relation to health information, Guided Psychology is bound by the Health Records Act 2001 (Vic).

Scope

This Policy applies to all current and former employees, contractors, clients, visitors, and any other individuals who engage with or are otherwise notified that this Policy applies to them.

Introduction – Collection of Personal Information

In delivering psychological and counselling services, Guided Psychology gathers personal information relevant to your care and circumstances. This may include:

• Name and contact details
• Medical and psychological history
• Referral information
• Information required for assessment, treatment, or employment purposes

This Policy outlines how that information is handled and the rights you have in relation to it.

Why We Collect and Hold Personal Information

Job Applicants, Employees and Contractors

Personal information is collected to assess suitability for employment or contractual engagement and, where applicable, to manage the ongoing employment or contractual relationship.

This information may be used for:

• Administering employment or contractor arrangements
• Meeting insurance requirements
• Complying with legal and regulatory obligations (including obligations relating to NDIS and other applicable legislation)

Clients

For clients, personal information is collected in order to:

• Record assessment findings and treatment plans
• Provide appropriate, informed, and effective psychological services

Access to client information is restricted to the treating psychologist and authorised personnel where necessary for practice operations.

If You Choose Not to Provide Information

If requested personal information is not provided, it may not be possible to deliver psychological services. Accurate and complete information is essential for proper assessment, diagnosis, and treatment planning.

Access to Your Information

You have the right to request access to personal information held about you, subject to certain legal exceptions. If you wish to access your records, please discuss this with your psychologist so that appropriate arrangements can be made.

Disclosure of Personal Information

Your information is treated as confidential and will only be disclosed in the following circumstances:

1. Legal Requirements 
   • Where disclosure is required by law, such as in response to a subpoena or court order.
2. Risk of Serious Harm
   • If your psychologist reasonably believes that withholding information would pose a serious risk to your life, health, safety, or that of another person.
3. Professional Collaboration
   • With your consent, information may be shared with other professionals involved in your care, such as a general practitioner, psychiatrist, lawyer, or other healthcare provider.
4. Medicare Obligations
   • Where services are provided under a Mental Health Care Plan (MHCP), Medicare requires written communication to the referring GP regarding progress, additional session requests, and treatment completion.
5. Other Disclosures with Consent
   • Information may be released to third parties (such as a parent, employer, or funding body) where you have given clear consent.
     Personal information will not be sold, rented, or used for purposes unrelated to those outlined in this Policy. It will not be disclosed to overseas recipients unless required by law or with your explicit consent.

Data Protection and Security

Guided Psychology takes reasonable steps to safeguard personal information. These measures include:

• Secure physical and electronic storage systems.
• Restricted access controls
• Encryption of electronic files
• Password protection and two-factor authentication
• Routine system backups
• Regular review of privacy procedures

Notifiable Data Breaches

If a data breach occurs that is likely to result in serious harm, Guided Psychology will comply with obligations under the Privacy Amendment (Notifiable Data Breaches) Act 2017. This includes:

• Promptly containing the breach
• Assessing the potential impact
• Notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required
• Taking steps to prevent recurrence

Retention and Destruction of Records

Client records are retained for at least seven years from the last date of service. Where a client was under 18 at the time of service, records are kept until the individual reaches 25 years of age, in accordance with Australian legal requirements.

Records are securely destroyed in line with Guided Psychology’s document destruction procedures.

Complaints

If you have concerns regarding how your personal information is managed, you may:

• Contact Tim Harmer at Guided Psychology to discuss the matter directly; or
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Office of the Australian Information Commissioner
Website: www.oaic.gov.au
Phone: 1300 363 992

Consent

By engaging in psychological services with Guided Psychology, you confirm that you have read and understood this Privacy Policy. Formal consent will be recorded at the commencement of services.