CLIENT CONFIDENTIALITY AND PRIVACY POLICY

Introduction

At Skyview Psychology, we are committed to protecting your privacy and maintaining the confidentiality of the personal information you share with us. We understand that seeking psychological support involves discussing sensitive and personal matters, and we strive to create a safe, respectful, and secure environment where you can do so with confidence. All information collected during the course of assessment, treatment, and communication is handled in accordance with professional ethical standards, relevant privacy legislation, and our duty of care obligations. This policy outlines how your information is collected, stored, used, and protected, as well as the limited circumstances in which confidentiality may need to be breached by law or to ensure safety.

Information we Collect

To provide effective psychological care, perform comprehensive assessments, and manage practice administration, Skyview Psychology collects personal, sensitive, and health information, including:

  • Personal & Contact Details: Full name, date of birth, physical and postal address, contact numbers, email address, and emergency contact details.

  • Funding & Entitlement Information: Billing details, payment credentials, Medicare identifiers, health fund details, and NDIS participant information (including NDIS numbers, plan dates, budget categories, and plan manager details).

  • Clinical & Healthcare Records: Consultation notes, medical history, mental health treatment plans, referral letters, and reports from General Practitioners, psychiatrists, or referring specialists.

  • Assessment & Psychometric Data: Standardized test records, questionnaire responses, observational protocols, behavioral data, and formal psychometric scoring files.

  • Collateral & Multi-Agency Information: Supporting information provided with consent by third parties, including schools, allied health professionals, disability support workers, or legal representatives.

How Information is Stored and Secured

We maintain strict security measures to protect your personal information from unauthorized access, loss, or disclosure:

  • Digital Records: Stored in secure, encrypted practice management software compliant with privacy laws. Access is restricted to authorized personnel.

  • Physical Records: Stored in locked cabinets within secure premises.

 

Collection, Use, and Disclosure of Information

Your personal and health information is collected primarily to conduct psychological assessments, provide evidence-based therapy services, and coordinate your care.

To deliver comprehensive care and satisfy administrative requirements, we may use or disclose relevant information in the following circumstances:

  • Healthcare & Referring Providers: Communicating with your referring General Practitioner (GP), psychiatrist, or other treating healthcare providers regarding your care, progress, or assessment outcomes (e.g., providing required GP mental health treatment plan reviews).

  • Funding & Regulatory Bodies: Submitting required claims, reports, or administrative documentation to Medicare, the National Disability Insurance Scheme (NDIS), the NDIA, or designated NDIS plan managers.

  • Assessment Reports: Preparing and sending comprehensive assessment reports to you or designated third parties (such as schools, insurers, or funding bodies) where you have explicitly requested or consented to the assessment for that purpose.

  • Practice Operations: Processing securely via third-party service providers, including practice management software, secure telehealth platforms, and automated billing processors.

  • Legal Compliance: Fulfilling mandatory legal obligations, court subpoenas, or child protection duties.

 

Wherever practical, information will only be collected, used, or disclosed with your informed consent, unless disclosure is otherwise required or authorised by law. We will not disclose your personal information for purposes unrelated to your care, service delivery, or legal obligations without your informed consent.

Psychology records are retained in accordance with applicable legal and professional requirements. At the end of the required retention period, records will be securely destroyed or permanently de-identified.

 

Limits of Confidentiality

In keeping with Australian law, the Privacy Act 1988, relevant health records legislation, and the Psychology Board of Australia's Code of Conduct for Psychologists, information shared in therapy remains strictly confidential. However, confidentiality may be waived or limited under the following circumstances:

  • Risk of Harm: If there is a serious concern regarding your safety or the safety of another person, and disclosure is considered necessary to lessen or prevent a serious threat to life, health, or safety.

  • Legal Obligation: If your records are subpoenaed or formally requested by a court of law, or where disclosure is mandatory by statute (e.g., child protection reporting).

  • Consent: When you provide written permission to share specific information with a third party (e.g., GP, psychiatrist, insurer, or family member).

  • Professional Supervision: Psychologists may engage in professional supervision, consultation, or peer consultation to support safe and effective practice. Wherever possible, identifying information is minimised and only information relevant to the purpose of consultation is discussed.

 

Technology and AI

Skyview Psychology may utilise secure electronic systems, including practice management software, telehealth platforms, and other digital tools to support service delivery. Information will only be stored, processed, or transmitted using systems that meet appropriate privacy and security requirements.

Skyview Psychology may use carefully selected AI-supported tools to assist with administrative tasks, information organisation, background research, transcription, and report preparation. Any use of identifiable client information within AI-supported systems will only occur where appropriate privacy safeguards are in place and where informed consent has been obtained when required.

Where clinically appropriate and with consent, assessment interviews or sessions may be audio recorded and transcribed using secure clinical systems. Recordings are stored securely, reviewed by your psychologist for accuracy, and incorporated into the clinical record. Once transferred and retained in accordance with record-keeping requirements, recordings may be securely deleted from the recording device.

Client Rights and Access

You have the right to request access to the personal information held about you, subject to legal exceptions where granting access would pose a serious threat to safety. Requests to access your personal information should preferably be made in writing to assist us in processing your request.. If you believe information in your record is inaccurate, you may request a correction.

 

Questions and Complaints

If you have questions about this policy or concerns regarding how your information has been handled, please contact Skyview Psychology management. Unresolved privacy concerns may be directed to the Office of the Australian Information Commissioner (OAIC).

By engaging in services with Skyview Psychology, you acknowledge that you have read and understood this Client Confidentiality and Privacy Policy.