Privacy & Confidentiality

Your privacy matters.

Psychological therapy involves sharing information that can be deeply personal and sensitive. Mind Zone Psychology (ME) takes the privacy and confidentiality of that information seriously.

Personal information is handled in accordance with applicable Australian privacy law, professional obligations and the requirements applying to registered psychologists.

As a general rule, information you share in therapy remains confidential. There are limited circumstances where information may need to be disclosed, including where required or authorised by law, where there is a serious risk to someone’s life, health or safety, or where you have given consent for information to be shared.

Information we collect

We collect information reasonably necessary to provide psychological services. This may include your name and contact details, referral information, relevant health and personal history, correspondence, assessment information and clinical notes.

Information may be provided directly by you or, with appropriate authority or where otherwise permitted by law, by your GP, another health professional, referrer, insurer, funding body or other relevant organisation.

How your information is used

Your information is primarily used to provide psychological services and maintain appropriate clinical records.

Where another organisation is involved in funding or referring you for services, some information may need to be provided to that organisation. The information required varies between Medicare, DVA, Open Arms, employers, insurers and other funding arrangements.

We will discuss relevant reporting or information-sharing requirements with you where appropriate.

Accessing or correcting your information

You may request access to personal information held about you or ask for information that is inaccurate, out of date or incomplete to be corrected. Some legal exceptions may apply.

Requests can be made directly to Mind Zone Psychology (ME).

Storage and security

Personal and clinical information is stored using systems selected for the secure management of health information. Reasonable steps are taken to protect information from misuse, interference, loss, unauthorised access, modification or disclosure.

Social Media, Online Presence, and Digital Privacy Policy

This policy explains how Mind Zone Psychology (ME) manages social media, online presence, and digital communication.

Its purpose is to protect your privacy, maintain clear professional boundaries, and ensure that psychological services are delivered in a way that aligns with current Australian ethical and regulatory standards.

Technology changes quickly, and some areas of digital practice are still evolving. Where clear standards exist, this practice follows them. Where they do not, decisions are guided by clinical judgement, transparency, and a strong focus on your rights and wellbeing.

If you have questions about anything in this policy, you are encouraged to raise them in session.

  1. Professional Boundaries in Online Spaces

I do not accept or initiate contact with current or former clients on social media platforms (such as Facebook, Instagram, LinkedIn, or similar).

This boundary is in place to:

  • protect your confidentiality
  • prevent unintended disclosure of your identity as a client
  • maintain a clear and professional therapeutic relationship

Even small interactions (such as “following” or “liking”) can blur boundaries or create pressure within the therapeutic space. For this reason, online relationships are kept separate from clinical work.

  1. Practice Social Media and Public Content

Mind Zone (ME) may maintain a website or professional social media presence to share general psychological information, updates, or resources.

Please note:

  • Content is general in nature and not a substitute for individualised care
  • Engagement with posts (likes, comments, shares) may be publicly visible
  • I do not monitor who views or interacts with content

If you are a current client, you may wish to consider whether interacting publicly with practice content could identify you as someone receiving services.

  1. Contact via Social Media

Social media is not used for clinical communication.

  • Messages sent through these platforms may not be seen
  • These platforms are not secure
  • Confidentiality cannot be guaranteed

If you need to contact me:

  • use agreed channels such as phone or practice email
  • for urgent or emergency matters, contact appropriate crisis or emergency services
  1. Online Reviews and Testimonials

Under Australian professional guidelines:

  • Psychologists must not request or encourage testimonials
  • Advertising must not be misleading or exploitative

You may find this practice listed on third-party websites (e.g., Yelp). These listings are often created automatically.

Important points:

  • I do not solicit reviews
  • I cannot respond to reviews in a way that confirms whether someone is a client
  • Posting a review may reveal personal information about you in a public space

If you have feedback about your care, it is strongly recommended that you raise it directly in session, where it can be addressed safely and constructively.

  1. Searching for Clients Online

It is not a routine part of this practice to search for clients online.

Online searching raises complex ethical issues around privacy, consent, and trust. As a result, my

Standard approach is:

  • I do not search for clients out of curiosity or for general background information

Rare exceptions

  • In limited circumstances, an online search may be considered if there are serious concerns about safety or welfare and usual contact methods have failed

Safeguards

  • Any such decision must have a clear clinical rationale
  • It will be documented
  • It will be discussed with you where appropriate

This approach is needed to respect your privacy.

  1. Clients Searching for the Psychologist

It is common for people to search for information about health professionals online.

You may encounter:

  • professional profiles
  • qualifications and registrations
  • public-facing content

If anything you find raises questions or concerns, you are encouraged to bring this into session. This can be discussed openly.

  1. Artificial Intelligence (AI) Tools

This practice takes a conservative approach to the use of AI.

  • AI tools are not used in any way that involves your personally identifiable information
  • Your clinical information is not entered into public or third-party AI systems
  • AI may be used for general, non-identifiable purposes (e.g., administrative support, drafting general materials), but not for processing client-specific data

This is to ensure that your information remains confidential and is not exposed to external systems or unknown data storage environments.

  1. Data Storage and Jurisdiction

Your personal and clinical information is stored using secure, health-specific systems.

  • Only reputable clinical platforms are used (e.g., Cliniko or equivalent)
  • Data is stored on Australian-based servers
  • Systems are selected to meet health privacy and security standards

This reduces the risk of your information being subject to overseas jurisdictions, where privacy protections may differ from Australian law.

  1. Email and Digital Communication Risks

Email is used primarily for administrative purposes such as appointment scheduling.

It is important to understand:

  • Standard email is not fully secure
  • Emails may be stored on servers outside Australia depending on your provider

For example:

  • Addresses such as Gmail, Hotmail, Outlook, or Yahoo may store data overseas
  • This means your communication could be subject to different privacy laws

You are welcome to choose how you communicate, but it is recommended that sensitive clinical information is discussed in session or via agreed secure methods (e.g. Cliniko).

  1. Smart Devices in Session

The presence of smart devices (e.g., phones, smartwatches, tablets) in sessions can introduce privacy risks.

Examples include:

  • passive listening features (e.g., voice assistants)
  • notifications displaying sensitive content
  • background apps collecting data
  • location tracking or syncing

To reduce risk, you may wish to leave your device in your vehicle, or:

  • silence or switch off devices during sessions
  • disable voice assistants temporarily
  • avoid recording or note-taking apps unless discussed

If you are unsure, this can be discussed and managed collaboratively.

  1. Location Data and Digital Footprint

Some technologies may unintentionally reveal your attendance at appointments.

This can occur through:

  • location services or “check-ins”
  • shared calendars
  • fitness or tracking apps

You are encouraged to review your device settings if privacy is a concern.

  1. Record Keeping

Relevant communications (such as emails or messages related to your care) may be recorded in your clinical file, in line with legal and ethical requirements.

  1. Updates to This Policy

This policy may be updated to reflect:

  • changes in technology
  • updates to professional and legal guidelines
  • emerging best practice

You will be informed of any significant changes.

  1. Questions

If you have any questions or concerns about this policy or your digital privacy, you are encouraged to raise them in session.

Website privacy

When you use this website, limited technical information may be processed as part of normal website operation and security. Third-party or embedded content, such as videos, maps or booking services, may also process information in accordance with their own privacy policies.

Please do not submit sensitive clinical information through general website contact forms or social media.

Privacy concerns

If you have questions or concerns about how Mind Zone Psychology (ME) handles your personal information, please contact us.

You may also make a privacy complaint to the Office of the Australian Information Commissioner (OAIC).

Office of the Australian Information Commissioner