Privacy Policy

Handling of personal information

This document describes the privacy policy of Neurotype for the management of your personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Health Records Act 2001 (Vic).

Neurotype
Dr Vanessa Petersen, Clinical Neuropsychologist
ABN 65 712 202 553
Email: privacy@neurotype.com.au

Personal information

Neurotype stores client records using secure electronic systems with enterprise-grade security controls, including encryption in transit and at rest, multi-factor authentication, and role-based access restricted to your psychologist and any authorised staff. Physical records, where they exist, are stored securely and destroyed by shredding when no longer required.

The information collected includes your personal details such as name, address and contact phone numbers. As part of providing a psychological service, such as a psychological assessment or treatment, we will also need to collect and record other personal information that is relevant to your current situation. This includes keeping a record of what happens during sessions, any psychological tests you complete, and any information received from others, such as your GP, lawyer or insurance company.

How your personal information is collected

There are a number of ways your personal information is collected, including when:

• You submit an enquiry through the contact form on our website.
• You provide information directly to your psychologist in your session and in writing such as letters, email or text messages.
• You interact directly with Neurotype employees such as our administration staff.
• Other health practitioners, such as your GP, provide personal information to Neurotype, through referrals, correspondence and medical reports.
• We receive personal information from other sources, such as lawyers, employers or insurance companies through correspondence or reports.

If you have concerns that the information recorded is not correct, please discuss your concerns with our administration staff or your psychologist.

Purpose of holding personal information

Your personal information is gathered and used for the purpose of providing a psychological service to you. Your personal information is retained in order to document what happens during sessions and enables your psychologist to provide a relevant and informed psychological service to you. This information and record keeping is a necessary part of the services provided and guides treatment.

Overseas disclosure

Some online assessment tools used during your assessment are hosted by third-party companies whose servers may be located overseas. These platforms receive only the information necessary to administer and score the specific assessment tool used, such as responses to assessment tasks and demographic details required for scoring. Where possible, Neurotype uses modified identifiers on these platforms to minimise the identifying information held outside Australia.

You have the right to decline use of any specific platform; please discuss this with your psychologist if you have concerns. Neurotype does not otherwise disclose your personal information to overseas recipients.

Consequence of not providing personal information

Psychologists are required to keep clear and accurate client records as part of their professional obligations. If you do not wish for your personal information to be collected, we may not be able to provide the psychological service to you. Please discuss any concerns you have with your psychologist.

Anonymity and pseudonymity

Where possible, Neurotype supports anonymous or pseudonymous interaction. Initial enquiries and intake conversations may be conducted without providing full identifying details. Once you proceed to assessment, identifying information is required to meet professional record-keeping obligations and to ensure accurate scoring of assessment tools.

Accessing your personal information

At any stage, you can request to access your personal information kept on file. There may be some exceptions that impact your ability to access the information, which are outlined in the relevant legislation. If you would like to access your information, please discuss it with us or you can request in writing. All written requests for access to information will be responded to in writing within 30 days and an appointment will be made if necessary for clarification purposes.

Retention and disposal

Your psychologist is required by law to retain your records in line with applicable legal and professional obligations. When records are no longer required to be retained, Neurotype will take reasonable steps to securely destroy or de-identify your personal information. Electronic records are permanently deleted and physical records, where they exist, are destroyed by shredding.

Confidentiality of information

Personal information gathered by your psychologist will remain confidential except for certain circumstances. In most cases, any sharing of information will only occur with your consent.

Our practice asks for your consent to share information when:

• Sharing information with a family member, guardian or carer.
• Discussing with others, such as your GP, employer, or any agencies which may be paying for your attendance.
• Providing a written report regarding your assessment or treatment to another professional or agency, such as your GP, lawyer or insurance company.
• Disclosing the information in any other way not referenced in this document.

Psychologists are required to consult and receive supervision from colleagues from time to time. If your information is shared in this context, all care is taken to deidentify your information in such a way that you remain anonymous.

Exceptions to confidentiality

There are times when your psychologist may release your information without obtaining your consent such as:

• When a court requires information by issuing a subpoena, or providing information is otherwise required or authorised by law.
• When it is required because the psychologist must make a mandatory report on a concern.
• When the psychologist discloses information because they believe you or someone else is at risk of serious harm.

Data breach policy

In the event that any unauthorised access, disclosure or loss of your personal information occurs, Neurotype will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.

Direct marketing

Neurotype does not use your personal information for direct marketing purposes.

Requests for access and correction

At any stage you may request to see and correct the personal information about you kept on file. Your psychologist may discuss the contents with you and/or give you a copy, subject to the exceptions in the Privacy Act 1988 (Cth).

If your psychologist is satisfied that your personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by you for access to or correction of personal information held about you should be lodged with your psychologist or our administration staff.

All written requests for access to information will be responded to in writing within 30 days and an appointment will be made if necessary for clarification purposes.

Concerns

If you have a concern about the management of your personal information, please raise it with your psychologist or contact us at privacy@neurotype.com.au. We will acknowledge your concern promptly and work with you to investigate and resolve it. Upon request you can obtain a copy of the Australian Privacy Principles, which describe your rights and how your personal information should be handled.

This policy is available free of charge on the Neurotype website and in alternative formats upon request.

If you wish to lodge a formal complaint about the use of, disclosure of, or access to, your personal information, you may do so with the Office of the Australian Information Commissioner:

• By phone on 1300 363 992
• Online at oaic.gov.au
• By post to: Office of the Australian Information Commissioner, GPO Box 5288, Sydney, NSW 2001