Privacy And Confidentiality Policy

PURPOSE

  • Wise Mind Psychology Newcastle Pty Limited [‘Wise Mind’] is committed to the privacy of all clients and individuals whose information we hold. This policy explains how we protect the privacy and confidentiality of all personal information we hold.

  • The psychological services provided by Wise Mind Psychologists are bound by the legal requirements of the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), and the Health Records and information Privacy Act 2002 (NSW). Our policies are also aligned with the Australian Psychological Society (APS) Code of Conduct for Psychologists 2025 and relevant professional practice guidelines as amended from time to time.

    PERSONAL INFORMATION

  • In this policy, “Personal Information” means any information that may identify you or by which your identity might be reasonably determined.

    INFORMATION COLLECTION

  • In terms of information gathering, a client’s personal information is collected as part of the intake process and includes personal information such as your name, address, contact phone numbers, and/or email address, as well as emergency or next of kin contact information. Once the intake process is completed, your treating psychologist may seek additional information from you during the initial session pertaining to your medical history, medication, family medical history, and past treatment interventions to the context that it may inform current services, other health information, educational and occupational history, legal or offending history (in the case of medico-legal services). Should any additional information be needed, written consent will be required before your psychologist will contact other treatment providers.

  • Wise Mind Psychologists operate using secure electronic practice management and document management systems. All personal information provided to Wise Mind Psychologists is held within client records. Basic demographic and contact information are accessible only to authorised administration staff. Clinical notes, electronic correspondence, medical reports, telehealth records, and any other pertinent information received during your treatment are held within secure electronic systems accessible only to authorised personnel involved in your care and the administration of the practice.

  • We will take reasonable steps to protect your personal information from misuse, loss, unauthorised access, and modification or disclosure. We use commercially reasonable physical, technical and administrative measures to protect Personal Information that we hold, including, where appropriate, password protection, encryption, and SSL to protect our website.

  • Wise Mind may communicate with clients using telephone, email, SMS, secure messaging platforms and telehealth services. While reasonable steps are taken to protect information transmitted electronically, no method of electronic communication can be guaranteed to be completely secure.

  • Wise Mind is legally required to hold a client's personal information for a minimum of 7 years from the date of the last entry in their record, or if a client is under the age of 18, until they reach the age of 25 (or would have reached 25 years of age).

    PURPOSE OF HOLDING PERSONAL INFORMATION

  • Your personal information is used for the purpose of providing psychological services to you, including monitoring your response to treatment. All personal information is retained in order to document what happens during your sessions and enables your clinician to provide a relevant and informed psychological service that is evidence-based. This also serves as a duty of care for you and your clinician.

  • If you do not wish for your personal information to be collected in a way outlined by this policy, Wise Mind may not be able to proceed with the provision of treatment. Collecting client information is an extension of Wise Mind’s duty of care to both its clients and staff.

    DISCLOSURE OF INFORMATION

  • As is prescribed by the APS, your personal information will remain confidential except when:

  1. It is subpoenaed, or disclosure is otherwise required or authorised by law;

  2. Failure to disclose the information would place you or another person at serious risk to life, health, or safety;

  3. You request access to your personal information in accordance with the Privacy Act 1988 (Cth) and the Health Records and Information Privacy Act 2002 (NSW);

  4. Your prior approval has been obtained and consent provided to:

    • provide a written report to another agency or professional (e.g., a GP or a lawyer);

    • discuss your concerns with another person (e.g., a parent, employer, health provider, or third-party funder); and/or

    • disclose the information in any other manner relevant to your care.

  • You have a right to access your personal information held by Wise Mind. For security and recording reasons, all requests will need to be in writing, and this will assist us in finding the relevant information. Wise Mind may refuse to release information under certain circumstances, for example, if such release may have an unreasonable impact on others’ privacy. In the event we need to limit or refuse release of information, we will endeavour to provide reasons for this.

  • You also have the right to request correction of personal information held by Wise Mind Psychology if you believe that information is inaccurate, incomplete, misleading or out of date. Requests for correction should be made in writing and Wise Mind will take reasonable steps to respond in accordance with applicable privacy legislation.

PRIVACY COMPLAINTS

  • Wise Mind Psychology is committed to resolving privacy concerns promptly and fairly. If you have concerns regarding the collection, use, disclosure or handling of your personal information, you may submit a privacy complaint in writing to Wise Mind Psychology using the contact details provided below.

  • Wise Mind will acknowledge receipt of your complaint and take reasonable steps to investigate whether a breach of privacy breach has occurred.

  • If you are not satisfied with the outcome of your complaint, you may contact the Office of the Australian Information Commissioner (OAIC) on 1300 363 992 or the NSW Information and Privacy Commission (IPC NSW) on 1800 472 679 for further assistance.

PRIVACY BREACH PLAN

  • In the event of any unauthorised access, disclosure or loss of your personal information that is likely to result in serious harm to you or other individuals, Wise Mind will investigate and notify you and the Office of the Australian Information Commissioner in accordance with national requirements: https://www.oaic.gov.au/privacy/notifiable-data-breaches

    CHANGES TO THIS POLICY

  • Changes to this policy may be made from time to time to reflect changes in the law or professional best-practice guidelines. All clients and referrers are encouraged to periodically review this policy to remain informed.

  • We will update our Privacy Policy when our information handling practices change. Any information we hold about you will be governed by our current Privacy Policy.

    CONTACT US

  • If you have any questions about this Privacy Policy, or if you wish to request access to your personal information, correct or update your details, or raise any privacy concerns you may have, please contact us at admin@wisemindnewcastle.com.au