Privacy Policy

Clever Psychology and Assessments
26 March 2026

 

1. Introduction

Clever Psychology and Assessments is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 and the Australian Privacy Principles.

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This policy outlines how we collect, use, store, and disclose your personal and sensitive information as part of providing psychological services.

 

2. What Information We Collect

As part of providing psychological services, we collect personal and sensitive information relevant to your care, including:

• Name, date of birth, address, phone number, and email

• Medicare details and billing information

• GP and next of kin details

• Psychological, medical, and social history

• Clinical notes, assessments, and reports

• This information is necessary to provide appropriate psychological assessment and treatment.

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3. How We Collect Information

We collect information:

• Directly from you (e.g., intake forms, sessions, email communication)

• From third parties (e.g., GPs, schools, other health professionals) with your consent

• Through our practice management system, Halaxy

 

4. Purpose of Collecting and Holding Information

Your personal information is collected and used to:

• Provide psychological assessment and treatment

• Maintain accurate clinical records

• Communicate with you and relevant professionals (with consent)

• Process payments and Medicare claims​​

• Your information is stored securely and used only by your psychologist and authorised personnel where necessary.

 

5. Confidentiality and Limits of Confidentiality

Your personal information is treated as confidential. However, there are legal and ethical limits to confidentiality.

Information may be disclosed in the following circumstances:

1. Where required by law (e.g., subpoena or court order)

2. Where there is a reasonable belief that failure to disclose would place you or another person at serious risk to life, health, or safety

3. Where you have provided prior consent to:

   • Share information with another professional (e.g., GP, lawyer), or

   • Disclose information in another agreed manner

4. Where you would reasonably expect disclosure to another professional (e.g., your GP), and this is directly related to your care

5. Where disclosure is otherwise authorised or required by law

 

6. Use of Technology in Record-Keeping

We use secure digital systems to manage your information, including:

• Halaxy for appointment scheduling, billing, and clinical records

• Heidi Health to assist with drafting or summarising clinical notes

• AI tools are used only to support record-keeping. All notes are reviewed and finalised by your psychologist and stored securely within your clinical file.

• No audio or video recordings of sessions are made. Notes may be transcribed in real time to support accurate documentation.

 

7. Storage and Security

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

Information is stored securely in electronic systems and, where applicable, in locked physical storage.

 

8. Access to and Correction of Information

You may request access to your personal information or request corrections if it is inaccurate.

Requests should be made in writing. Access may be provided in different formats, and administrative fees may apply where permitted by law.

 

9. Consequences of Not Providing Information

If you choose not to provide personal information as outlined in this policy, Clever Psychology and Assessments may not be able to provide psychological services to you.

 

10. Data Retention

Client records are retained in accordance with legal and professional obligations (generally at least 7 years from last contact, or longer for minors).

 

11. Complaints

If you have concerns about your privacy, please contact:

Clever Psychology and Assessments
 

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

 

12. Updates to This Policy

This Privacy Policy may be updated from time to time. The latest version will be available on our website.