Privacy Policy

Policy Commitment and Governance

Psychology services are strictly bound by the legal requirements of the Australian Privacy Principles (APP) set out in the Privacy Act 1988 (Cth), associated state-based health records legislation (e.g.,[Insert relevant State/Territory Act Name and Year]), and the professional standards detailed in the Psychology Board of Australia’s Code of Conduct (2025).

This document describes Michelle Barratt Psychology’s privacy policy for the transparent and secure management of your personal information.

1. Collection and Type of Client Information

In order to provide a psychological service, relevant information must be collected and recorded. We only collect personal information that is reasonably necessary for the purpose of service provision.

1.1 Type of Information We Hold

The information collected is used for both administrative functions (billing, scheduling) and your clinical assessment and treatment (notes, reports). This information may include:

• Contact details (address, phone, email).
• Administrative and billing details (Medicare number, Halaxy Payment Link details, stored credit/debit card information).
• Referral letters.
• Session notes, psychological test results, and reports.
• Correspondence (emails, letters, faxes).
• Other personal information collected as part of providing the service, including details regarding cultural background and language needs.

1.2 Access to Records

• Administrative Access: Reception staff have access to your contact details, appointment information, and administrative content (billing, referrals).
• Clinical Access: Your treating psychologist and any authorised provisional psychologist/registrar have primary access to your session notes and clinical files.
• Card Security: Credit card details are stored securely on our practice management system (encrypted) and only with your informed, written consent.

1.3 How Personal Information is Collected

Your personal information is collected in a number of ways before, during, and after consultations:

• When you book appointments and complete our intake form.
• When you interact directly with your psychologist or Michelle Barratt Psychology’s employees (verbally or in writing).
• When other professionals or stakeholders (e.g., GP, lawyer, school staff) provide your personal information via referrals, correspondence, and reports.
• No personally identifying information is collected routinely from our website(s). However, key technical information (such as browser type, IP address) is collected to maintain and tailor your online experience.

2. Information Storage, Security, and Disposal

2.1 Storage Method

Client records are stored in a secure Australian cloud-based practice management system (electronic files) and/or a secure filing cabinet (paper files).

2.2 Third-Party Service Providers and Data Security

We utilise third-party service providers (e.g., Halaxy, Novonote, Novopsych) to deliver services.

• AI Tool: The AI tool used to assist with drafting session notes is treated as a Business Associate and is contractually bound to strict data encryption protocols (in line with HIPAA standards) and our confidentiality policies. The raw audio/transcription data is not retained by the vendor beyond the necessary processing time.
• Client Acknowledgment: Clients wishing not to have their information processed by these digital services may not be able to access some services offered by Michelle Barratt Psychology.
• Security Precaution: We take reasonable precautions to protect your Personal Information. However, no electronic storage is 100% secure. While we strive to use best practice means, we cannot guarantee its absolute security.

2.3 Continuity of Services Access

On occasion, your file content may be accessed by a nominated registered psychologist or practice administrator to ensure continuity of care, appropriate referrals, or secure closure of your file in the event your psychologist becomes unavailable or in situations where there are legal requirements (such as subpoena). Any such access will follow strict confidentiality and ethical guidelines.

2.4 Disposal of Client Records

Unless impracticable, we store client records in our secure electronic practice management system.

• Psychologists are required to hold adult clients’ files for 7 years from the date of the last entry.
• Client records must be held until the child has turned 25 years old. Once your record is due for disposal, your electronic file will be permanently deleted, and any archived paper file will be shredded onsite, ensuring total destruction of the information.

3. Disclosure and Limits of Confidentiality

Your personal information is not used, sold, rented, or disclosed for any other purpose. Your information will only be disclosed to overseas recipients if you provide consent or if disclosure is otherwise required by law.

3.1 Disclosure with Consent

Disclosure of your personal information will primarily occur with your fully informed written consent to:

• Provide a written report or correspondence to another professional or agency (e.g., GP, lawyer, third-party funder).
• Discuss or communicate with another person (e.g., a parent, employer, health provider, referrer).
• Professional Supervision: Your psychologist may consult with their professional supervisor about your case to enhance their service. In such instances, your information will be deidentified (e.g., using a pseudonym) and identifying details will not be disclosed.

3.2 Mandatory Exceptions to Confidentiality

There are specific situations where confidentiality may be compromised without your consent because your psychologist is compelled or mandated to disclose due to legislation:

• Serious Risk of Harm: If there is a foreseeable risk of harm to the life, health, or safety of a client, someone else, or to public health and safety.
• Legal Compulsion: If the psychologist is compelled to provide information by way of subpoena or other legal action.
• Mandatory Reporting: Where the psychologist is mandated to disclose due to legislation (e.g., child protection laws).

4. Requests for Correction or Access to Client Records

4.1 Requesting Access

You may request to see the personal information in your client record by writing directly to your psychologist.

• Your psychologist will respond to your request in writing within 28 days.
• Where access is granted, you will be required to attend an appointment to view and review the information, to which standard service fees apply.
• In this session, your signature will be required to relocate your information.

4.2 Requesting Correction

You may request to correct personal information on your client record that is agreed to be inaccurate, out-of-date, or incomplete.

• Requests should be made to your psychologist (or reception staff for administrative details).
• Reasonable steps will be taken to correct your information as soon as practicable, or your psychologist will respond to your request in writing within 28 days.

4.3 Requests to Release Records

Requests to release your full record must be received in writing at least 28 days prior to the information being needed.

• The requesting party will be invoiced for the anticipated cost of preparing and releasing your information.
• In most instances, you will be required to attend an appointment to review the information due for release and to provide your fully informed written consent to the release.

4.4 Data Breach Policy

If unauthorised access, disclosure, or loss of a client’s personal information occurs, Michelle Barratt Psychology Administration Services will activate its data breach plan and use all reasonable endeavours to minimise any risk of serious harm, notifying affected clients immediately.

5. Concerns and Agreement

Concerns and Complaints

• If you have a concern about the management of your personal information, you may inform

Michelle Barratt Psychology Administration either verbally or in writing.

• If you ultimately wish to lodge a formal complaint about privacy, you may do so with the Office of the Australian Information Commissioner (OAIC). 

Concern about Independent Psychologist

• If your concern relates to professional conduct, ethical breaches, or fitness to practice, you may lodge a notification with the Australian Health Practitioner Regulation Agency (Ahpra) & Psychology Board of Australia or the relevant State Health Complaints Entity.
• Michelle Barratt Psychology Administration Services is not liable for complaints made against independent psychologists engaging with our administrative services.
  
  

Agreement

By engaging the services of Michelle Barratt Psychology Administration Services, you agree to your personal information being managed in accordance with this privacy policy. This policy is subject to change from time to time, and you will be notified of any substantive changes.