Privacy Policy
Maplewood Psychology is committed to protecting your privacy and ensuring that your personal information is handled in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).
This policy outlines how we collect, use, store, and protect your personal information when you engage with our services.
1. Personal Information We Collect
We may collect and hold personal information such as:
Full name, date of birth, and contact details (phone number, email address, residential address)
Referral and medical history, including information provided by GPs or other health professionals
Mental health history, presenting issues, treatment progress, and session notes
Medicare or private health fund information
Payment and invoicing details
Communication preferences and correspondence
We only collect information that is relevant and necessary for the delivery of psychological services.
2. How We Collect Personal Information
We collect personal information in the following ways:
Through completed intake and consent forms
Directly during therapy sessions (in person, by phone, or via telehealth)
Via email, online contact forms, or other written communication
From third parties such as referrers or other health professionals (only with your consent)
We may also collect de-identified data for practice reporting or quality assurance purposes.
3. Purpose of Collecting Your Information
To provide psychological assessment, therapy, and support:
Communicate with you about appointments, treatment planning, and billing
Maintain accurate clinical records in accordance with professional guidelines
Comply with legal, ethical, and regulatory obligations
We do not use your personal information for direct marketing.
4. Storage and Security
Your personal information is stored securely using encrypted, password-protected systems such as Halaxy (our practice management software).
We take reasonable steps to:
Protect your information from loss, misuse, unauthorised access, or disclosure
Back up records in secure formats
Restrict access to your records to authorised personnel only
5. Disclosure of Your Personal Information
Your personal information will only be disclosed to others in the following circumstances:
With your written consent (e.g. to communicate with your GP or psychiatrist)
Where required or authorised by law (e.g. court subpoena, mandatory reporting)
If there is an immediate risk of harm to you or someone else
6. Clinical Supervision and Consultation
As part of providing high-quality psychological care, your psychologist may engage in professional consultation or clinical supervision. This is a standard practice to support ongoing development and uphold ethical standards.
When doing so, your case may be discussed in a de-identified manner. All reasonable steps are taken to ensure that your identity and the identities of any associated individuals remain confidential. These discussions occur in accordance with the APS Code of Ethics and the guidelines of the Psychology Board of Australia.
7. Accessing and Correcting Your Information
You have the right to request access to the personal information we hold about you. If any information is inaccurate or outdated, you may request a correction.
Requests should be made in writing and will be responded to within a reasonable timeframe, typically within 30 days.
Maplewood Psychology reserves the right to decline requests for access to or correction of personal information, or to limit the information disclosed, where permitted under the Privacy Act 1988 (Cth). If a request is refused or restricted, we will provide an explanation wherever possible. For example, access may be limited if it would unreasonably impact the privacy of others.
If access is granted, a fee may be charged for the time required to review and present the information. In such cases, an appointment will be arranged with your psychologist and standard session fees will apply.
8. Retention and Disposal of Information
We retain client records for a minimum of 7 years from the last date of service (or longer if required by law). For clients under 18, records are kept until the client turns 25.
After this period, records are securely destroyed or permanently deleted.
9. Website and Digital Privacy
When you visit our website, we may collect non-identifying information (e.g. browser type, pages visited) to improve functionality and user experience.
We do not collect identifiable personal information unless it is voluntarily submitted (e.g. via contact forms).
Our website may contain links to external websites. We are not responsible for the privacy practices of other sites.
10. Complaints and Concerns
Maplewood Psychology is committed to respecting your privacy and addressing any concerns promptly, fairly, and transparently. If you have a concern about how your personal information has been collected, stored, used, or disclosed, or if you believe your privacy rights have been breached, we encourage you to raise this with us directly.
You can lodge a complaint or raise a concern by contacting us in writing:
Email: admin@maplewoodpsychology.com.au
Please include:
Your full name and contact details
A clear description of your concern or complaint
Any relevant documents or correspondence
If your privacy concerns have not been adequately addressed, you may escalate your complaint to the:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992
Mail: GPO Box 5218, Sydney NSW 2001
12. Policy Updates
This Privacy Policy may be updated from time to time to reflect changes in legislation, clinical practice, or the way we deliver our services.
When we make updates, we aim to ensure they are clear, relevant, and respectful of your privacy rights. Any significant changes will be communicated via our website or directly if they affect how we manage your personal information. We encourage you to check this page periodically to stay informed. Your continued engagement with Maplewood Psychology after any updates indicates your acceptance of the revised policy. If you have any questions about changes to this policy, please don’t hesitate to contact us.
13. Agreement to This Privacy Policy
By choosing to engage with Maplewood Psychology, you acknowledge that you have read, understood, and agree to the terms outlined in this Privacy Policy.
Your use of our services constitutes your consent to the collection, use, and disclosure of your personal information as described here.
If you do not agree with this policy, please contact us before commencing services so we can discuss your concerns.
Email: admin@maplewoodpsychology.com.au