This document describes the privacy policy of Inner Calm Clinical Psychology for the management of your personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Commonwealth Privacy Act (1988) and the NSW Health Records and Information Privacy Act (2002).
Your information is stored securely and accessed only by your psychologist and the authorised staff or providers of the practice, as required, in accordance with the practice’s policies and procedures.
Your information is stored using Halaxy.com, which has its own Privacy Policy.
Your psychologist may also store your information on another platform, such as an AI note-taking platform designed for healthcare professionals (e.g., Heidi, NovoNote, Lyrebird). It is the responsibility of your psychologist to discuss the use of any additional platforms with you and to gain your consent prior to using them.
Please note that all psychologists at Inner Calm Clinical Psychology can access the clinic email inbox inbox (info@innercalm.com.au). They use this email address to communicate with their own clients. While doing so, they may be able to see emails sent by clients of other psychologists.
Please note that all psychologists at Inner Calm Clinical Psychology can see one another’s appointment diaries. All psychologists are bound by the privacy and confidentiality requirements of legislation and professional registration, including taking steps to limit the personal information visible to other employees and contractors of Inner Calm Clinical Psychology.
The information collected includes your personal details such as name, address and contact phone numbers. As part of providing a psychological service, such as a psychological assessment or treatment, we will also need to collect and record other personal information that is relevant to your current situation. This includes keeping a record of what happens during sessions, any psychological tests you complete, and any information received from others, such as your GP, lawyer or insurance company.
There are a number of ways your personal information is collected, including when:
If you have concerns that the information recorded is not correct, please discuss your concerns with our administration staff or your psychologist.
Your personal information is gathered and used for the purpose of providing a psychological service to you. Your personal information is retained in order to document what happens during sessions and enables your psychologist to provide a relevant and informed psychological service to you. This information and record keeping is a necessary part of the services provided and guides treatment.
Psychologists are required to keep clear and accurate client records as part of their professional obligations. If you do not wish for your personal information to be collected, we may not be able to provide the psychological service to you. Please discuss any concerns you have with your psychologist.
If your psychologist is employed by Kololo Holdings Pty Ltd (ABN: 57 166 049 654), your files will be owned and retained by Inner Calm Clinical Psychology. Otherwise, your files will be owned and retained by your psychologist, operating as an independent contractor.
At any stage, you can request to access your personal information kept on file. There may be some exceptions that impact your ability to access the information, which are outlined in the relevant legislation. If you would like to access your information, please discuss it with us or you can request in writing. All written requests for access to information will be responded to in writing within 30 days and an appointment will be made if necessary for clarification purposes.
Personal information gathered by Inner Calm Clinical Psychology will remain confidential except for certain circumstances. In most cases, any sharing of information will only occur with your consent. Our practice asks for your consent to share information when:
Psychologists are required to consult and receive supervision from colleagues from time to time. If your information is shared in this context, all care is taken to deidentify your information in such a way that you remain anonymous.
There are times when your psychologist may release your information without obtaining your consent such as:
In the event that any unauthorised access, disclosure or loss of your personal information occurs, Inner Calm Clinical Psychology will use all reasonable endeavours to minimise any risk of consequential serious harm and will follow national requirements as per the Notifiable Data Breaches (NDB) scheme.
At any stage you may request to see and correct the personal information about you kept on file. Your psychologist may discuss the contents with you and/or give you a copy, subject to the exceptions in the Privacy Act 1988 (Cth).
If your psychologist is satisfied that your personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by you for access to or correction of personal information held about you should be lodged with your psychologist or our administration staff.
All written requests for access to information will be responded to in writing within 30 days and an appointment will be made if necessary for clarification purposes.
If you have a concern about the management of your personal information, you may inform your psychologist or our administration staff via email at info@innercalm.com.au. Upon request you can obtain a copy of the Australian Privacy Principles, which describe your rights and how your personal information should be handled. Ultimately, if you wish to lodge a formal complaint about the use of, disclosure of, or access to, your personal information, you may do so with the Office of the Australian Information Commissioner:
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