Types of Information Collected

We collect two types of client information:

• Administrative Information: Includes your name, date of birth, contact details (address, email, phone number), and emergency contacts.
• Sensitive Information: Includes therapy session notes, psychological assessment results (e.g., Novopsych reports), clinical histories, and treatment plans.

How Information is Collected

Your information is collected through:

• Halaxy online booking platform and intake forms
• Secure online psychological assessments (Novopsych)
• Phone and email communication
• Clinical notes recorded during and after therapy sessions
• AI-assisted clinical note-taking tools (fully compliant with Australian privacy laws and regulations)

Purpose of Information Use

We primarily use your information to:

• Provide psychological services tailored to your needs
• Maintain accurate client records
• Communicate with you regarding appointments and treatment

Occasionally, your email may be used to send quarterly clinic updates. Your personal information will never be provided to third parties for marketing purposes.

Storage and Security of Information

Your personal information is securely stored using:

• Halaxy’s secure client management system
• Novopsych’s secure assessment platform
• Encrypted Google Business Cloud storage

Access is strictly controlled:

• Sensitive Information is accessible only by your psychologist.
• Administrative Information may be accessible by administrative staff for scheduling, billing, and administrative purposes.

Disclosure of Information

Your information may only be shared under the following circumstances:

• If required by law (e.g., mandatory reporting, court subpoenas)
• In cases of serious risk to yourself or others
• With your explicit consent

Accessing and Correcting Your Information

You may request access to or correction of your personal information. Due to potential clinical implications, please discuss any requests directly with your therapist during your session.

Complaints and Queries

If you have any concerns or complaints about how your privacy is managed, please raise these during your session or schedule a dedicated phone call to address them directly with your psychologist.

Record Retention

Client records are maintained throughout the duration of treatment. After three months of inactivity, your file will be archived securely. Archived files are retained for:

• Adults: 7 years from the date of last contact
• Children: until they reach 25 years of age

Contact

For privacy-related inquiries, please discuss these directly in session or book a phone call via your Halaxy portal.

Compliance

Organic Psychology strictly complies with the Australian Privacy Principles (APPs), AHPRA guidelines, and APS ethical standards.