Privacy Policy for Management of Personal Information
This document describes the privacy policy of Carol Manns Psychological Consulting (CMPC) for the management of clients’ personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).
Client information
Client information is held in hard copy form within secure onsite storage and in soft copy form on practice computing equipment which is accessible only to authorised employees of CMPC & authorised associates providing services that require legitimate access.
The information may include personal information such as name, address, contact phone numbers, medical history, and other personal information collected as part of providing psychological services.
For the purpose of on-line booking, your identifying details such as name, date of birth, e-mail address and phone number may be recorded in our cloud-based practice management system provided by Cliniko for the purpose of on-line booking (see https://www.cliniko.com/policies/privacy/). Agreement to their terms & conditions and their privacy policy is done at the time of registration with their system for on-line booking.
Appointments can be booked for face-to-face or TeleHealth sessions. TeleHealth sessions using video conferencing are conducted using Cliniko (see https://www.cliniko.com/policies/privacy/), or coviu (see https://www.coviu.com/policies/privacy/) which use highly secure platforms or via the telephone.
For the purpose of assessments and reports, we make use of online scoring/report generation based on deidentified information as far as is practicable. Please refer to the following service's privacy polices where their services are used for assessments and reports:
The security of any information provided to CMPC via the internet cannot be assured as the internet is not a secure environment. Individuals should protect their own personal information appropriately.
Email correspondence of the practice is also stored on-line and transmitted with Google via their Workspace product (https://workspace.google.com/intl/en_au/security/).
Client payment information is handled via HICAPS (see https://www.hicaps.com.au/common/privacy) or Tyro Health (see https://www.tyrohealth.com/privacy/privacy-policy/) via Cliniko, which may include Medicare and or private health insurance claim/item numbers for the purposes of rebate claims at the time of account payment.
The Australian Psychological Society Ethical Guidelines indicate that psychologists are required to keep client records for 7 years following the termination of treatment. Upon termination your file will be stored on site in a secure storage facility for 7 years and will then be destroyed by confidential shredding and full electronic erasure of files.
Use of AI or Machine Learning
CMPC uses NovoNote to generate therapy session notes and/or some letters to third parties, or GP.
Generative AI is not used in writing comprehensive neuropsychological or forensic court reports. Where computer aided scoring and interpretation on tests was used in some sections of a report this has been reported.
By agreeing with this privacy policy you are agreeing to CMPC being able to record session audio for the purpose of transcription of therapy session notes through NovoNote (for their specific privacy policy please see: https://novopsych.com/novonote-privacy-policy-security/).
How clients' personal information is collected
A client's personal information is collected in a number of ways during psychological consultation with CMPC, including when the client provides information directly to CMPC using hardcopy forms, written correspondence, and when the client interacts directly with CMPC employees such as the receptionist, and when other health practitioners provide personal information to CMPC via referrals, correspondence and medical reports.
Consequence of not providing personal information
If the client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, CMPC may not be in a position to provide the psychological service to the client. In some circumstances, clients may request to be anonymous or to use a pseudonym, unless it is impracticable for CMPC to deal with the client or if the practice is required or authorised by law to deal with identified individuals. In most cases it will not be possible for you to be anonymous or to use a pseudonym.
Purpose of collecting and holding information
A client’s personal information is gathered and used for the purpose of providing psychological services, which includes assessing, diagnosing and treating a client’s presenting issue. The personal information is retained in order to document what happens during sessions and enables the psychologist to provide a relevant and informed psychological service.
Disclosure of personal information
Clients’ personal information will remain confidential except when:
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it is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or
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failure to disclose the information would in the reasonable belief of the Psychologist Carol Manns place a client or another person at serious risk to life, health or safety; or
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the client’s prior approval has been obtained to:
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provide a written report to another agency or professional, e.g., a GP or a lawyer; or
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discuss the material with another person, e.g. a parent, employer, health provider, or third-party funder; or
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disclose the information in another way; or
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disclose to another professional or agency (e.g. your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected.
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A client's personal information is not disclosed to overseas recipients, unless the client consents or such disclosure is otherwise required by law. Clients' personal information will not be used, sold, rented or disclosed for any other purpose. In the event that unauthorised access, disclosure or loss of a client’s personal information occurs Carol Manns Psychological Consulting will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.
Requests for access and correction to client information
At any stage clients may request to see and correct the personal information about them kept on file. The treating psychologist may discuss the contents with them and/or give them a copy, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that 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 clients for access to or correction of personal information held about them should be lodged with CMPC in writing. These requests will be responded to in writing within “21” days, and an appointment will be made if necessary, for clarification purposes. CMPC will discuss with you different possible forms of access, and costs if copies are required.
Concerns
If clients have a concern about the management of their personal information, they may inform CMPC. Upon request they can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to:
Office of the Australian Information Commissioner
GPO Box 5218
SYDNEY NSW 2001
Last edited 2026-10-28 17:36 AEDT.