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Privacy policy

This document describes the privacy policy of Brisbane Centre for 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 Privacy Act 1988 (Cth) and aligns with the confidentiality provisions of the Health Act 2005 (Qld) and the intent of the Information Privacy Act 2009 (Qld), where applicable.

Our policy is designed to comply with the Office of the Australian Information Commissioner (OAIC) – Guide to Developing an APP Privacy Policy (2024), the APS Code of Ethics, and the APS 2025 Professional Practice Guidelines.


Personal Information

We collect and hold information that is necessary to provide you with a high-quality psychological service, including:

  • Name, contact details, date of birth, occupation, and emergency contact information.
  • Medicare, DVA, or private health details.
  • Referral information, GP details, and correspondence from third parties.
  • Clinical notes, test results, reports, and session records.
  • Communication through email, SMS, or other written correspondence.
  • Digital and telehealth data such as teleconference recordings (if applicable), online bookings, and data generated by approved AI documentation tools (e.g., Heidi, NovoNote).


How Your Personal Information is Collected

There are a number of ways your personal information is collected, including when: 

  • You provide information directly to your psychologist in your session and in writing such as letters, email or text messages.
  • You interact directly with Brisbane Centre for Psychology employees such as our administration staff.
  • Other health practitioners, such as your GP, provide personal information to Brisbane Centre for Psychology, through referrals, correspondence and medical reports.
  • We receive personal information from other sources, such as lawyers, employers or insurance companies through correspondence or reports. 
  • You use our digital systems such as Zanda, Telehealth platforms, or AI-assisted note-taking tools.
  • You communicate through text message, voicemail, or social media messaging (if applicable).

If you have concerns that the information recorded is not correct, please discuss your concerns with our administration staff or your psychologist.   


Purpose of Holding Personal Information

Your information is gathered and used for the purpose of providing psychological assessment, treatment, and related services 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.

It is also used for:

  • Managing appointments and billing.
  • Liaising with referrers and healthcare providers (with consent).
  • Meeting legal, ethical, and professional obligations.
  • Continuous improvement of our clinical quality and safety.


Consequence of Not Providing Personal Information

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.


Storage, Security and Retention of Personal Information

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 secure electronic systems that adhere to Australian Privacy laws, and secure filing systems.

Your records are securely stored in accordance with legal and ethical requirements.

  • Digital files are stored in encrypted systems such as Zanda and Microsoft 365 (Australian data centres).
  • Physical files (where held) are kept in locked cabinets with restricted access.
  • Access to client information is limited to authorised Brisbane Centre for Psychology staff.

Records are retained for at least seven years after the last contact (or longer for minors, in line with legislative requirements) and then securely destroyed.


Accessing Your Personal Information

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 to reception@brisbanecentre4psych.com.au. All written requests for access to information will be responded to in writing within thirty (30) days and an appointment will be made if necessary for clarification purposes.  


Confidentiality of Information

Personal information gathered by your psychologist 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:

  • Sharing information with a family member, guardian or carer.
  • Discussing with others, such as your GP, employer, or any agencies which may be paying for your attendance.
  • Providing a written report regarding your assessment or treatment to another professional or agency, such as your GP, lawyer or insurance company.
  • For disclosing the information in any other way not referenced in this document.

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.


Exceptions to Confidentiality

There are times when your psychologist may release your information without obtaining your consent such as:

  • When a court requires information by issuing a subpoena, or providing information is otherwise required or authorised by law.
  • When it is required because the psychologist must make a mandatory report on a concern.
  • When the psychologist discloses information because they believe you or someone else is at risk of serious harm.


Data Breach Policy

In the event that any unauthorised access, disclosure or loss of your personal information occurs, Brisbane Centre for Psychology will activate its data breach plan and act in accordance with the Notifiable Data Breach (NDB) Scheme.

If a breach is likely to result in serious harm, both affected individuals and the Office of the Australian Information Commissioner (OAIC) will be notified promptly.


Requests for Access and Correction to Client Information  

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 in writing by reception@brisbanecentre4psych.com.au.   

All written requests for access to information will be responded to in writing within 30 (thirty) days and an appointment will be made if necessary for clarification purposes.  


Concerns

If you have a concern about the management of your personal information, you may inform your psychologist or our Client Support Team. Upon request you can obtain a copy of the Australian Privacy Principles, which describe your rights and how your personal information should be handled.  

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: