Consent and Confidentiality

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To provide services, Thoughtful Psychology needs to collect and record personal information from you (or the individual you are the decision maker/guardian of) that is relevant to your situation, such as your name, contact information, medical history and other relevant information as part of providing services to you. Thoughtful Psychology also documents services offered through client case notes and file notes, so we are operating ethically as per the ethical guidelines that registered psychologist must adhere (the Australian Code of Ethics before 01/12/2025 and then the Code of Conductions for Psychologist from 01/12/2025 onwards) and meeting funding obligations. We are required to keep patient personal information for 7 years post client exiting services if the client is an adult or up to the age of 25 if the client exited services before the age of 18. 

Please note that consent is not permanent and can be withdrawn at any time without prejudice or judgement. We will also remind you of consent and the limitations (state below) periodically throughout services. 

 

Personal Information 

All information obtained during your treatment is kept confidential and secure. While administration staff may have access to basic information such as your contact details to complete their duties, only the treating psychologist will have access to your case notes and other confidential information.  This remains true except when: 

1. Your personal information is subpoenaed by a court; 

1. Failure to disclose the information would in the reasonable belief of the psychologist place you or another person at serious risk to life, health or safety; or 

1. Your prior approval has been obtained to: 

1. provide a written report to another professional or agency—e.g. to a lawyer or the NDIA; or 

1. Discuss the material with another person—e.g. a parent or employer.  or 

1. disclose the information in another way; or 

1. You would reasonably expect your personal information to be disclosed 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; or 

1.  Disclosure is otherwise required or authorised by law; or 

1.  When consulting with colleagues, or in the course of supervision, your psychologist will be required to conceal your identity and any associated parties involved; and to preserve your privacy at the utmost professional manner in accordance with the current ethical guidelines. 

In the event that unauthorised access, disclosure, or loss of a client’s personal information occurs the psychologist will activate a data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm 

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Consent for case discussion in clinical supervision 

Psychologists also engage in regular supervision with other psychologists to improve their practice. By signing a consent form, you understand that the psychologist/practitioner may explore your situation with their supervisor to receive feedback and that they will only seek supervision from other professionals who are bound by the same requirements for confidentiality. 

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NDIS Commission/NDIS data sharing (relevamt NDIS participants/clients only) 

The NDIS Commission or NDIA may collect personal information about you from you, your representative or a third party. Using forms, online portals and other electronic or paper correspondence to collect this information. The regulator or we, as the service provider, may collect information directly. The regulator may also obtain personal information collected by other Commonwealth agencies, State or Territory government bodies, or other organisations. From time to time, the NDIS Commission may receive personal information from members of the public without it being requested. 

 

The NDIS Commission will not ask you for any personal information they do not need. The Privacy Act requires that we collect information for a reasonably necessary purpose for, or related to, a function or activity of the Commission. 

 

When the Commission collects personal information, we are required by the Privacy Act to notify you of several matters. These include the purposes for collecting the information, whether the collection is required or authorised by law and any person or body to whom we usually disclose the information. The Commission generally provides this notification by having Privacy Notices on the paper-based forms and online portals. 

 

Requests for access and correction to client information  

At any stage you may request to see and correct the personal information about yourself kept on file. The psychologist may discuss the contents with you and/or give you 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 you for access to or correction of personal information held about them should be lodged with your treating practitioner at Thoughtful Psychology. These requests will be responded to in writing within 21 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 their treating practitioner at Thoughtful Psychology.  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 you wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, you may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to:  

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Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.  

 

If you, or the person you are supporting is an NDIS participant and you want to make a completing but prefer not to reach out to Thoughtful Psychology, you can contact the NDIS Commission at any time throughout the process by calling 1800 035 544 visiting one of their offices in person, or accessing the NDIS website  for further information.