Privacy Policy

Scope​

This policy applies to all individuals whose personal or health information is collected or held by Inner Child Psychology, including:

• Children, adolescents and adults accessing our services

• Parents, carers and legal guardians

• Individuals making enquiries or joining our waitlist

• Referring professionals and other healthcare providers

• Visitors to our website

• Other individuals whose information is provided to us in connection with our services

 

This policy applies to information collected through in-person appointments, telehealth, telephone, email, online forms and our website.

​​

What Information We Collect

We collect personal and health information that is reasonably necessary to provide safe, appropriate and high-quality psychological services.

 

Depending on your involvement with Inner Child Psychology, this may include:

• Your name, date of birth, address and contact details

• Contact details of parents, carers, guardians or emergency contacts

• Demographic information relevant to your care

• Medical, developmental, psychological and mental health history

• Family background, educational history and relevant social circumstances

• Referral letters, healthcare plans and information provided by other professionals

• Psychological assessment results, clinical notes, reports and treatment plans

• Information from schools, childcare providers or other services involved in your care

• Medicare, NDIS, private health insurance or other funding details

• Billing and payment information

• Feedback, enquiries, complaints and communications with our practice

 

As we primarily work with children and families, we may collect information about multiple family members where it is relevant to the child's assessment, treatment or wellbeing.

We recognise that health information is sensitive information and handle it with particular care.

​​

How We Collect Information

Most information is collected directly from you or, where appropriate, from a parent, carer or legal guardian.

This may occur when you:

• Complete intake, consent or assessment forms

• Make an enquiry or join our waitlist

• Attend an appointment or telehealth session

• Communicate with us by telephone or email

• Provide information verbally during a consultation

• Complete questionnaires or psychological assessments

• Provide feedback or raise a concern

 

We may also receive information from other sources where authorised or permitted by law, including:

• General practitioners, paediatricians, psychiatrists and other healthcare professionals

• Schools, childcare providers and educators

• Parents, carers or family members

• NDIS providers, support coordinators or funding organisations

• Other professionals involved in assessment or treatment

 

Where practicable, we will explain why information is being collected and how it will be used. If you choose not to provide certain information, this may affect our ability to provide an appropriate assessment or service. We will discuss this with you where relevant.

​​

How We Use and Share Information

We collect and use information for purposes directly related to providing psychological services and managing our practice. This may include:

• Assessing psychological, developmental, emotional or behavioural needs

• Planning, providing and reviewing psychological treatment

• Conducting psychological and neurodevelopmental assessments

• Preparing reports, recommendations and professional correspondence

• Coordinating care with other professionals

• Managing appointments, referrals and waitlists

• Processing payments, rebates and funding arrangements

• Meeting professional, ethical, legal and regulatory requirements

• Managing enquiries, feedback and complaints

• Maintaining and improving the quality and safety of our services

 

We may share relevant information with other healthcare professionals, educational providers, funding organisations or third parties where appropriate consent has been obtained or disclosure is otherwise permitted or required by law.

 

We aim to share only the information reasonably necessary for the intended purpose.We do not sell personal or health information.

​​

Confidentiality and Its Limits

Confidentiality is an important part of the therapeutic relationship. Information shared during psychological appointments is kept confidential and will not be disclosed to others without appropriate consent, except where disclosure is authorised or required by law.

 

There are circumstances where confidentiality may need to be limited, including:

• Where there is a serious threat to the life, health or safety of an individual or another person

• Where there are concerns requiring mandatory reporting or other legally authorised protective action

• Where information is required under a valid legal obligation, such as a court order

• Where disclosure is otherwise authorised or required by applicable legislation

 

Where appropriate and safe, we will explain any necessary disclosure and involve you in the process. Any disclosure will be considered carefully, with regard to our professional and legal obligations.

​​

Children's Privacy and Family Information

We recognise that children's privacy requires particular care and sensitivity. When working with children and adolescents, we consider their age, developmental capacity, understanding and individual circumstances when managing consent, confidentiality and access to information.

 

Parents or legal guardians are generally involved in decisions about a child's care where appropriate. However, parental responsibility does not automatically provide unrestricted access to all information shared by a child during therapy. We aim to balance the child's privacy, developing autonomy, safety and therapeutic needs with the rights and responsibilities of parents and guardians.

 

Where families are separated, we may need to clarify parental responsibility, relevant parenting orders and consent arrangements before collecting or sharing information.

Our approach to confidentiality and parent involvement will be discussed during the consent process.

​​

Telehealth and Digital Platforms

Inner Child Psychology uses approved digital systems to support the safe delivery of psychological services. Our practice management system, Halaxy, is used to manage appointments, clinical records and telehealth services.

When providing services electronically:

• We use approved practice systems and communication platforms

• Access to clinical information is restricted to authorised personnel

• We take reasonable measures to protect information transmitted electronically

• Telehealth sessions are treated with the same confidentiality as in-person appointments

• Sessions are not recorded without appropriate consent

 

Although we take reasonable precautions, electronic communications, including email and internet-based services, carry inherent privacy and security risks.

 

We encourage clients to use a private space during telehealth appointments and to contact us if they have concerns about electronic communication.

​​

Artificial Intelligence and Digital Tools

Inner Child Psychology may use approved digital tools to support clinical administration, documentation and other practice activities. Any use of artificial intelligence involving client information must comply with our professional responsibilities, privacy obligations and internal AI Policy.

 

Where specific consent is required for the use of an AI-supported tool involving identifiable client information, this will be discussed and obtained before the tool is used. AI does not replace the professional judgement, clinical responsibility or oversight of our psychologists.

​​

Data Security and Storage

We take reasonable steps to protect personal and health information from misuse, interference, loss, unauthorised access, modification and disclosure.

Our security measures include:

• Password-protected clinical and administrative systems

• Restricted access based on professional responsibilities

• Approved cloud-based information storage

• Appropriate account and device security measures

• Staff confidentiality obligations and privacy training

• Secure handling and disposal of physical records

Clinical records are maintained within our approved practice management systems.

 

We retain health records in accordance with applicable NSW legislation. Generally:

• Records collected when a client was aged 18 or older are retained for at least seven years from the last health service provided.

• Records collected when a client was under 18 are retained until the client reaches 25 years of age.

 

Records may be retained longer where required by law or other applicable obligations. When information is no longer required and applicable retention periods have expired, it is securely destroyed or de-identified in accordance with legal requirements.

​​

Cross-Border Storage and Technology Providers

Some of the technology providers used by Inner Child Psychology may store, access or process information outside Australia. These may include cloud-based administrative, communication or assessment systems.

Where overseas disclosure is likely, we aim to identify relevant arrangements and take reasonable steps to ensure information is handled consistently with applicable Australian privacy requirements.

​​

Website Privacy and Cookies

When you visit our website, certain technical information may be collected automatically through the website platform or associated services.

 

Depending on the website's settings, this may include:

• Browser type and device information

• Internet Protocol (IP) address

• Pages visited and general website usage

• Referral sources and interactions with website content

• Cookies and similar technologies

 

This information may be used to understand website performance, improve accessibility, maintain website security and enhance the visitor experience. Where our website uses cookies or third-party analytics, information may also be processed by relevant service providers.

 

You can manage certain cookie preferences through your browser settings or any consent controls made available on our website. Information submitted through contact or enquiry forms is handled in accordance with this policy.

​​

Marketing and Practice Updates

From time to time, Inner Child Psychology may share information about our services, upcoming groups, resources or practice updates.Where we send marketing communications, we will do so in accordance with applicable privacy and electronic marketing laws.

 

You may opt out of marketing communications at any time by using the unsubscribe option where provided or contacting our practice. Opting out of marketing will not affect essential communications relating to your appointments, treatment or accounts.

 

We will not disclose identifiable client information or use client photographs, testimonials or clinical experiences for promotional purposes without appropriate authorisation and consent.

​​

Access and Corrections

You have the right to request access to personal and health information we hold about you, subject to applicable legal exceptions.You may also request that information be corrected if you believe it is inaccurate, incomplete, out of date, irrelevant or misleading. We may need to verify your identity or authority to access information before responding to a request.

 

Requests can be made by contacting the Practice Director at hello@innerchildpsychology.com.au.

​

For requests involving children or adolescents, we will consider relevant consent arrangements, the child's capacity, privacy rights and applicable legal requirements.We will respond within a reasonable timeframe and explain if any information cannot be provided.

​

There is no fee for making an access request. A reasonable administrative fee may apply for providing access or copies of records, where permitted by law. Any applicable fee will be explained beforehand.

​

Privacy Breaches

If we become aware of a suspected privacy or data security breach, we will take reasonable steps to contain the incident, investigate what occurred and minimise potential harm.

 

Where notification is required under the Privacy Act or other applicable legislation, we will notify affected individuals and relevant authorities. We are committed to responding to privacy concerns promptly, respectfully and transparently.

​​

Complaints

If you believe your information has been mishandled or you have concerns about our privacy practices, we encourage you to contact the Practice Manager.

 

We will review your concern, investigate where appropriate and communicate the outcome or proposed resolution.

 

If you are dissatisfied with our response, you may contact:

• The Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au

• The Information and Privacy Commission NSW: www.ipc.nsw.gov.au

• The Health Care Complaints Commission NSW: www.hccc.nsw.gov.au

​

Changes to This Policy

Inner Child Psychology may review and update this Privacy Policy to reflect changes in legislation, technology or practice operations. The current version will be available on our website, with the date of the most recent update displayed.

​​

Contact Us

If you have questions about how your information is handled or would like to request access, correction or make a privacy complaint, please contact:

​

Chloe Southern, Practice Director

Inner Child Psychology

Email: hello@innerchildpsychology.com.au

Phone: (02) 9978 0163