Privacy Policy for management of personal information
This document describes the privacy policy of Melbourne Clinical & Child Psychology (MCCP) for the management of clients’ personal information. Psychologists at MCCP are independent practitioners where they have their own private practice within the MCCP office spaces. MCCP and all Psychologists that work within MCCP provide a psychological service that is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).
Client information
Client files are held in a secure multi-factor authentication enabled electronic document management system (Halaxy), which is accessible only to authorised employees and Psychologists engaged with MCCP. The information on each file includes personal information such as name, address, contact phone numbers, medical history, and other personal information collected as part of providing the psychological service. Payment cards are encrypted. Psychologists working within MCCP are responsible for securing clinical information as per their legal and ethical obligations. MCCP requires that any client information is stored securely and provides Halaxy as an option for secure and multi-factor authentication enabled file storage.
How clients’ personal information is collected
A client’s personal information is collected in a number of ways during psychological consultation with Psychologists at MCCP, including when the client provides information directly to their treating Psychologist using hard copy forms, correspondence via email, when the client interacts directly with MCCP employees such as receptionists, and when other health practitioners provide personal information to MCCP and the treating Psychologist, via referrals, correspondence and medical reports. We may also receive personal information from other sources, such as lawyers, employers or insurance companies through correspondence or reports.
Some or all Psychologists at MCCP are utilising Generative Artificial Intelligence Software Programs during consultations. MCCP is not using Generative AI during the collection of personal information by the administrative team. MCCP requires that Psychologists collect informed consent and store consent forms prior to using AI during consultations. It is also a requirement that the AI program adheres to Australian Privacy Standards (APP Compliant) and data storage is within Australia.
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, MCCP and the treating Psychologist 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 MCCP and the treating Psychologist to deal with the client or if the treating Psychologist and MCCP is required or authorised by law to deal with identified individuals.
Purpose of holding personal 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:
1. it is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or
2. failure to disclose the information would in the reasonable belief of the treating Psychologist place a client or another person at serious risk to life, health or safety; or
3. the client’s prior approval has been obtained to:
a) provide a written report to another agency or professional, e.g., a GP or a lawyer; or
b) discuss the material with another person, e.g. a parent, employer, health provider, or third party funder; or
c) disclose the information in another way; or
d) 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.
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 MCCP and the treating Psychologist 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 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 MCCP and the treating Psychologist. These requests will be responded to in writing within 30 business days, and an appointment will be offered if necessary for clarification purposes.
Concerns
If clients have a concern about the management of their personal information, they may inform MCCP and their treating Psychologist. 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 https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us or by post to: Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.
Updates to the Privacy Policy
This Privacy Policy may be amended or varied from time to time. Any changes will be effective upon the posting of the updated policy on our website. By continuing to use our website and receive services, you will be deemed to have agreed to such changes. If you do not agree with the terms of this Privacy Policy, you must cease usage of our website and inform us immediately prior to receiving any further psychological services.
Last updated – November 2025