Privacy Policy for the Management of Personal Information
This document describes the privacy policy of The Psychology Spot for the management of clients' personal information. The psychological services we provide are bound by the legal requirements of the Australian Privacy Principles, set out in the Privacy Act 1988 (Cth).
Client Information
Client files are held in ‘Halaxy’ — an encrypted, cloud-based practice management system designed for health practitioners (https://www.halaxy.com/). Data is stored securely in protected data centres with multiple backups in place, protected by 256-bit bank grade security and encryption. This means your records, session notes and payment information are protected to the same standard required of banks.
Your file may include personal information such as your name, address, contact phone numbers, emergency contacts, referral information, session notes and other information collected as part of providing psychological services. After intake, clinical information is accessible only to your allocated psychologist. Limited contact and demographic information continue to be accessible to administrative staff as appropriate.
How We Collect Your Personal Information
Your personal information may be collected when:
You inquire about our service and we are matching you to a psychologist
You provide information directly to your psychologist as part of your service
You interact with employees of The Psychology Spot
Other health practitioners provide information to the practice via referrals, correspondence or reports
Client records are retained in our practice management system for a minimum of seven years from the date of last contact, or until the age of 25 for clients who were minors at the time of treatment, in accordance with legal and professional requirements.
If you inquire about our services but are not matched with a psychologist or do not proceed as a client of The Psychology Spot, your information will not be stored in Halaxy, our client management system. Any emails or clinical information received related to your enquiry will be deleted or destroyed within 60 days.
If You Choose Not to Provide Your Personal Information
If you choose not to provide the personal information we require, we may be unable to deliver psychological services to you.
Why We Hold Your Personal Information
We collect and hold your personal information in order to provide you with psychological services. This includes assessing, diagnosing and treating your presenting concerns; and maintaining accurate records of your sessions so that your psychological care is informed, consistent and relevant to your needs.
Disclosure of Your Personal Information
All personal information gathered during the provision of services will remain confidential except when:
It is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or
Failure to disclose the information would, in the reasonable belief of the psychologist, place you or another person at serious risk to life, health or safety; or
Your consent, or the consent of a parent or guardian who is legally authorised to act on your behalf, has been obtained to:
provide a written report to another agency or professional, such as a GP or lawyer
discuss the material with another person, such as a parent, employer, health provider or third-party funder
seek clinical consultation with another professional to provide better clinical services — in which case identifying details will remain confidential
disclose the information in another way
disclose to another professional or agency where the disclosure is directly related to the primary purpose for which your personal information was collected
Your personal information will not be disclosed to overseas recipients unless you consent or such disclosure is otherwise required by law. Your personal information will not be used, sold, rented or disclosed for any other purpose.
Third Party Funders
Where your psychological services are funded (fully or partly) through a third party (for example; Medicare, WorkCover, the NDIS, or an Employee Assistance Program) the funder may require access to specific information. We will inform you of any such requirements and seek your consent prior to disclosure wherever possible.
Clinical Supervision
As part of our commitment to providing high quality psychological care, psychologists at The Psychology Spot engage in regular clinical supervision. Case material may be discussed with a supervisor in this context; however, identifying information is kept confidential at all times.
Telehealth
Where psychological services are delivered via telehealth, only platforms that comply with Australian privacy requirements are used.
Automated Notetaking
With your informed consent, your psychologist may use professional automated notetaking software that complies with the Australian Privacy Principles. Where automated notetaking is used:
It is used solely to assist with documenting your consultation, capturing only what is necessary for accurate psychological records
It supports but does not replace your psychologist's professional judgement
All clinical decisions are made solely by your psychologist
Your data is processed and stored in Australia in accordance with applicable privacy laws
Your data is not used for any secondary purpose
Your consent will always be sought before automated notetaking is used
You may choose to opt out of automated notetaking at any time, without any impact on your care
Social Media
To protect the privacy and confidentiality of all clients, The Psychology Spot does not engage with clients via social media platforms. We ask that you do not contact your psychologist through social media.
Minors
Where the client is a minor, personal information will generally be collected and managed with the consent of a parent or legal guardian. Your psychologist will use clinical judgement in determining what information is shared with parents or guardians; taking into account the age, maturity and best interests of the young person at all times.
Deceased Clients
The privacy of deceased clients is respected, and their personal information continues to be managed in accordance with this policy and applicable legal requirements following their death.
Data breach
In the event that unauthorised access, disclosure or loss of your personal information occurs, The Psychology Spot will take all reasonable steps to minimise any risk of consequential harm. In the event of a data breach that is likely to result in serious harm, The Psychology Spot will notify affected clients and the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth).
Your Right to Access or Correct Your Information
You have the right to access or correct the personal information we hold about you at any time. Upon request, we can discuss the contents of your file with you and/or provide you with a copy, subject to the exceptions outlined in the Privacy Act 1988 (Cth).
If your information is found to be inaccurate, out of date or incomplete, we will take reasonable steps to correct it.
To request access to, or correction of your personal information, please contact The Psychology Spot directly. We will respond to all requests in writing within 30 days.
Concerns and Complaints
The Australian Privacy Principles describe how personal information should be handled and can be found at https://www.oaic.gov.au/privacy/australian-privacy-principles
If you have a concern or complaint about the management of your personal information, please contact our Practice Manager, who will respond promptly and take reasonable steps to resolve it.
If you wish to lodge a formal complaint about the use, disclosure or handling of your personal information, you may do so with the Office of the Australian Information Commissioner:
Phone: 1300 363 992
Online: http://www.oaic.gov.au/privacy/making-a-privacy-complaint
Post: Office of the Australian Information Commissioner, GPO Box 5218, Sydney NSW 2001
This policy is reviewed regularly to ensure it remains current and consistent with applicable legislation and professional standards.
Last reviewed: June 2026
