Privacy Policy

1. Purpose and Commitment

Your Mind Matters Psychology Services Pty Ltd (“Your Mind Matters”, “we”, “our”, “us”) is committed to protecting your personal and health information. We comply with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), and the Health Records Act 2001 (Vic).
Our clinicians are bound by the AHPRA Code of Conduct and follow the APS Code of Ethics, which upholds confidentiality and responsible handling of sensitive information.

We only collect, use, store, and disclose personal information necessary to provide high-quality psychological services and to meet our professional, ethical, and legal obligations.

2. What Information We Collect

We collect personal and health information directly from you and, in some cases, from third parties such as your GP or referring specialist. This may include:
– Personal details: name, date of birth, contact information, emergency contact details
– Health information: referral details, mental health history, medical reports, treatment notes, assessments, and other relevant background
– Administrative information: Medicare number, claim details, NDIS information, billing records, and payment history
– Website and digital data: information submitted via online forms, cookies, or secure booking platforms
– AI-assisted documentation data: information processed through secure tools such as Zanda and NovoNote (used only for note-taking and administrative purposes, not decision-making)

We collect only what is reasonably necessary to deliver effective and safe care.

3. How We Collect Information

We may collect your information through:
– Intake and consent forms (online or in person)
– Verbal discussions during sessions
– Referrals from GPs, psychiatrists, or other health professionals
– Online bookings, contact forms, or email correspondence
– Secure note-taking platforms used by our clinicians (Halaxy, Zanda, NovoNote, HeidiHealth, ANTSA)

You have the right to remain anonymous or use a pseudonym, but this may limit the services we can provide (for example, Medicare claims require identifiable information).

4. Why We Collect and Use Your Information

We use personal and health information to:
– Provide psychological assessment, diagnosis, and treatment
– Coordinate care with referrers, GPs, and other professionals (with your consent)
– Process billing, rebates, and claims (e.g., Medicare, NDIS, insurers)
– Maintain accurate clinical records in accordance with legal requirements
– Improve administrative efficiency and client care through secure, compliant technologies
– Communicate with you about appointments, progress, and relevant services

We never use your information for marketing without your explicit consent.

5. Use of AI and Digital Tools

Your Mind Matters Clinicians may be secure, privacy-compliant digital tools such as Zanda and NovoNote to assist with clinical documentation.
– These systems use encryption and Australian-based servers where possible.
– AI tools are used only to assist clinicians in generating or summarising session notes.
– No client data is used to train AI models or shared outside our practice.
– Clinicians retain full control of and responsibility for all final documentation.

Our goal is to enhance efficiency without compromising confidentiality or professional integrity.

6. Storage and Security

All information is stored securely, either electronically or in locked physical files.
We use encrypted practice management systems (such as Zanda) that meet Australian data protection standards.
Access to your information is restricted to authorised staff who require it for clinical or administrative purposes.

We protect your information using:
– Password-protected systems and devices
– Encryption of data during storage and transfer
– Secure disposal and destruction processes for records when retention periods end

If a data breach occurs, we act in accordance with the Notifiable Data Breaches Scheme under the Privacy Act 1988.

7. Disclosure of Information

Your information is confidential and will not be disclosed without your consent, except where:
– Required by law (e.g., subpoena, court order)
– There is a serious risk to your safety or the safety of others
– Reporting is legally mandated (e.g., child protection concerns)
– It is necessary to coordinate care with another provider (with your consent)

We do not sell, rent, or trade personal information.

8. Access and Correction of Information

You have the right to access your personal information and request corrections if it is inaccurate, incomplete, or outdated.
Requests should be made in writing and provided to your clinician.
Access will generally be provided within 30 days unless a legal or ethical exception applies (e.g., risk to your safety).

9. Data Retention and Destruction

Under the Health Records Act 2001 (Vic):
– Adult client records are retained for 7 years after the last contact
– For clients under 18, records are retained until the client reaches 25 years of age

After this time, records are securely destroyed or permanently deleted.

10. Website and Online Services

When you visit our website or use online booking forms:
– Minimal personal data is collected (e.g., name, contact details, reason for appointment)
– Cookies may be used for site functionality but do not track identifiable information
– Our website is hosted on secure, reputable Australian-compliant servers

Any online payments are processed through encrypted payment gateways that meet PCI DSS security standards.

11. Complaints and Enquiries

If you have a question or concern about how your personal information has been handled, please contact:

Laura Forlani – Director & Sarah Brown – Practice Manager
Your Mind Matters Psychology Services Pty Ltd
Email: manager@yourmindmatters.net.au
Phone: 03 9802 4654

If you are not satisfied with our response, you can contact:
– Office of the Australian Information Commissioner (OAIC) – www.oaic.gov.au or 1300 363 992
– Health Complaints Commissioner (Victoria) – www.hcc.vic.gov.au or 1300 582 113

12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, technology, or our clinical practices.
The most current version will always be available on our website.