At Tara Psychology, your privacy matters. This policy explains how your personal and health information is collected, stored, used, and shared when you engage with our psychological services. It also outlines your rights under Australian privacy laws, including the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic). 

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Personal information includes details that can identify you, such as your name, contact details, and date of birth. Health information is a type of sensitive personal information related to your health or disability, and the health services you receive. Both are collected as part of your care. 

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Information We Collect

To provide safe and ethical care, we collect information relevant to your psychological services, including:​

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

• Emergency contact and referral details (e.g., GP, psychiatrist, or paediatrician)

• Your mental health, medical history, and personal background

• Session notes and assessment results (where applicable)

• Medicare or NDIS details (if relevant)

• Payment information, such as credit card or bank account details

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​We collect personal information directly from you when you engage our services, complete forms, or communicate with us through our website, phone, email, SMS, or booking system. With your consent, we may also receive information from third parties such as your GP, psychiatrist, paediatrician, or other healthcare providers involved in your care. For clients under 18, information may also come from parents or guardians. In some cases, we may obtain information from Medicare or other relevant funding bodies. During urgent situations, we may collect details from your nominated emergency contact or from others who can assist, such as family members or treating professionals.

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How We Use Your Information

Your information is used to provide psychological services. This includes managing appointments, billing, conducting assessments, maintaining accurate records, communicating with you or other health professionals, and fulfilling legal and ethical obligations. If you provide your email to subscribe to updates or resources, we may use it to send occasional communications about services, events, or resources. You can unsubscribe at any time.

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We may use secure AI-assisted transcription services to assist with documentation, including converting session audio into text and session summaries. No audio recordings are retained once transcribed. All transcripts and session summaries are stored on Australian servers and comply with the Privacy Act 1988 (Cth) and Australian Privacy Principles. Your information is protected and retained only as necessary for documentation purposes and deleted once reviewed and incorporated into your clinical record.

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Security and Storage

All client records are securely stored using encrypted practice management software and protected cloud storage. Access is restricted to authorised staff to maintain confidentiality. Records are retained for a minimum of seven years after your last clinical contact, or as required by law. For clients under 18 at the time of service, records are retained until the client turns 25.

 

Tara Psychology may use third-party services, such as online payment facilities, assessment platforms, or other web-based and business services, to support billing, assessment, and administrative processes. We take all reasonable steps and employ physical, technical, and administrative safeguards to ensure your information remains secure and is handled in accordance with the Australian privacy laws. 

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In the event of unauthorised access, disclosure, or loss of personal information that could result in serious harm, Tara Psychology will investigate the incident and notify both affected clients and the Office of the Australian Information Commissioner as required under the Privacy Act 1988 (Cth).

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Sharing Your Information

All personal information collected during the provision of psychological services is treated with the utmost confidentiality. Information will not be disclosed except in the following circumstances:​

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• It is legally required by a court subpoena.

• Where there is a reasonable belief that failing to disclose would place you or another person at serious risk of harm to life, health, or safety.

• Where disclosure is required under mandatory child protection obligations.

• Where you have provided written consent for specific disclosure, such as:

  • Providing reports to another professional or agency.

  • Discussing the material with another person (e.g., parent, employer, third-party funder). 

  • Disclosing information in another form that you have authorised.

• Where it is reasonably expected that information will be shared with your referring health professional, when directly related to the primary purpose of your psychological care.

• Where disclosure is otherwise required or authorised by law.

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When engaging in clinical supervision or peer consultation, Tara Psychology takes all reasonable steps to protect client identity and maintain confidentiality, in line with the Australian Psychological Society Code of Ethics and the Psychology Board of Australia Code of Conduct. 

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Tara Psychology does not disclose personal information to overseas recipients unless consent has been obtained or disclosure is required by law. Your personal information will not be sold, rented, or used for any other purpose.

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Privacy for Clients Under 18 Years of Age

Privacy protections apply to all clients regardless of age. The capacity of older adolescents to make independent decisions regarding their own services will be assessed by the psychologist based on their professional judgement and the client’s demonstrated maturity and understanding. If a client is assessed as competent to consent to their own services, their records will remain confidential from parents.

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Accessing Your Information

You have the right to access or correct your personal and health information. Requests should be made in writing, and we will respond within 30 days. An administrative fee may apply for providing this information. Access may be declined where permitted by law, such as if providing access could pose a risk of harm to you or another person. Requests from authorised representatives (e.g., a lawyer or guardian) must include evidence of authority. We may also require your informed consent before releasing personal information to others. 

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Website Privacy

Our website uses basic tracking (e.g., cookies or analytics) to understand how visitors use the site. This information is non-identifying and never linked to personal information. Our website may include links to external websites. Tara Psychology is not responsible for the content or privacy practices of these third-party sites.

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Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, professional standards, or business practices. The most current version will always be available on our website at www.tarapsychology.com.au/privacy-policy. Your continued engagement with our services constitutes acceptance of any updates.

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Feedback and Complaints

Tara Psychology welcomes feedback and takes complaints seriously. If you have any concerns about your privacy and how your information is managed, you can contact us at any time. Complaints can be made in writing and emailed to admin@tarapsychology.com.au. If you are unable to provide a written complaint due to accessibility or communication needs, you may ask a support person or advocate to submit it on your behalf, or Tara Psychology can document it for you. All complaints will be acknowledged within 5 business days, with a response provided within 30 days. If your concern cannot be resolved directly, you may contact the Office of the Australian Information Commissioner via www.oaic.gov.au.