Privacy Policy

1. Introduction

Psychology Reports (“the Practice”, “we”, “us”, “our”) is committed to protecting the privacy and confidentiality of personal and health information. This Privacy Policy explains how we collect, use, disclose, and manage personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the AHPRA Psychology Board of Australia registration standards, Code of Conduct, and Code of Ethics.

Psychology Reports is operated by Insight Works Pty Ltd (ABN 39 606 283 774). By accessing our services or submitting information to us, you consent to the collection and use of your information as described in this policy.

2. Definitions

Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not.

Health informationis a subset of sensitive information and includes information about a person's health, disability, expressed wishes about future health services, or health services provided or to be provided.

Sensitive information includes health information and is subject to heightened protection under the APPs. We will not collect sensitive information without your consent, except where required by law.

3. What Information We Collect

We collect personal and health information necessary to provide assessment services. This may include:

• Full name, date of birth, and contact details (address, phone, email)
• Medicare number, DVA card number, and NDIS participant details (where applicable)
• Referral information and clinical history
• Psychological assessment results and diagnostic information
• Reports from treating clinicians, schools, or other relevant parties (with consent)
• Payment and billing information
• Website enquiry form submissions

4. How We Use Your Information

Personal and health information is used for the following purposes:

• Providing psychological assessment services and preparing written reports
• Communicating with you about appointments, fees, and assessment outcomes
• Processing payments and managing accounts
• Claiming applicable Medicare, DVA, or NDIS funding rebates
• Complying with legal and professional obligations, including AHPRA registration standards
• Responding to website enquiries submitted via our contact form

We do not use personal information for direct marketing purposes and do not sell or share contact information with third parties for marketing.

5. Anonymity and Pseudonymity

Where lawful and practicable, you may interact with the Practice anonymously or under a pseudonym, for example to ask general questions about our services. However, formal psychological assessment services and the preparation of clinical reports require verified identification, and anonymity is not available in that context.

6. Disclosure of Information

We will not disclose your personal or health information to third parties without your written consent, except where required or authorised by law. With your consent, information may be disclosed to:

• Your GP, treating specialist, or other healthcare provider
• Schools or educational institutions for support planning purposes
• NDIS plan managers, support coordinators, or the NDIA
• WorkCover Queensland or its authorised insurers
• The Department of Veterans' Affairs
• Other parties as specified in your signed consent form

Medico-legal and independent assessments:For medico-legal and independent assessment reports, the report is prepared for the instructing party (e.g., a solicitor, insurer, or court) and is provided to them as the principal recipient. You will be informed of the report's purpose and the identity of the instructing party at the time of engagement, and you will sign a consent form acknowledging this arrangement before the assessment commences.

7. Limits to Confidentiality

Confidentiality of personal and health information will be maintained except in the following circumstances, where we may be required or permitted to disclose information without your consent:

• Where there is a serious and imminent risk to the safety of you or another person
• Where we are required by law to report suspected child harm or neglect under the Child Protection Act 1999 (Qld)
• Where information is subpoenaed or otherwise required by court order
• In response to a lawful request from AHPRA, the Office of the Health Ombudsman, or the Psychology Board of Australia in connection with a regulatory matter
• Where required under the Public Health Act 2005 (Qld) or other applicable legislation

Where disclosure without consent occurs, we will record the disclosure and, where appropriate and lawful, notify you that disclosure has been made.

8. Overseas Disclosure of Information

Some of our service providers, including website hosting, email infrastructure, and document storage, may store or process information on servers located outside Australia (typically the United States and other countries). Where personal information is disclosed to an overseas recipient, we take reasonable steps to ensure that recipient handles the information in a manner consistent with the Australian Privacy Principles, as required by APP 8.

By using our services, you acknowledge that your information may be transferred to and processed in countries outside Australia. If you have concerns about overseas transfer of your information, please contact us before using our services.

9. Storage, Security and Retention

Personal and health information is stored securely using encrypted, password-protected systems. Hard-copy records are stored in locked filing systems at our practice premises. We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure.

Health records are retained for a minimum of 7 years from the date of the last service. For records relating to a person under 18 years of age at the time of the last service, records are retained until that person reaches 25 years of age, whichever period is longer.

Notifiable Data Breaches: If we become aware of a data breach that is likely to result in serious harm to an affected individual, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals in accordance with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth).

10. Access and Correction

You have the right to request access to personal information held about you, and to request corrections if that information is inaccurate, incomplete, or out of date. Requests should be made in writing to hello@psychologyreports.com.au. We will respond within a reasonable timeframe. In some circumstances, access may be limited where permitted by law (for example, where access may cause serious harm to you or another person).

11. Information About Children and Young People

For children under the age of 14, consent to assessment and access to records is generally provided by a parent or legal guardian. For young people aged 14–17, mature-minor principles apply and consent and access may be considered jointly with caregivers where clinically appropriate. The assessing psychologist will discuss limits to confidentiality with the young person at the start of the assessment.

Where parents or guardians are separated, access to records may be governed by Family Court orders. Please advise us of any relevant court orders at the time of booking.

12. Telehealth

Where assessment services are delivered via telehealth, additional privacy considerations apply, including the security of the video platform used and the requirement that sessions be conducted from a private location. See our Telehealth page for further detail.

13. Website Usage Data

When you visit our website, we may collect standard technical data including IP address, browser type, and pages accessed. We may use first-party analytics (such as Vercel Analytics) to understand aggregate website usage. This information is not used to identify individual visitors and is not shared with advertising networks. We do not use third-party advertising or tracking cookies.

14. Contact and Complaints

If you have a question, concern, or complaint about how we have handled your personal information, please contact us in the first instance:

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au in relation to privacy matters.

If your complaint relates to the quality of health services provided, you may also lodge a complaint with the Office of the Health Ombudsman (Queensland) at www.oho.qld.gov.au or by phoning 133 OHO (133 646).