Room For You Psychology is committed to protecting the privacy and confidentiality of your personal and health information.

Psychological services involve the collection and management of personal and sensitive health information. Room For You Psychology manages this information in accordance with applicable Australian privacy legislation, including the Australian Privacy Principles under the Privacy Act 1988 (Cth), and the professional, ethical and record-keeping obligations applying to registered psychologists.

This Privacy Policy explains how Room For You Psychology collects, stores, uses and discloses personal information in the course of providing psychological services.

Personal and Health Information
In order to provide psychological services, I need to collect and maintain information relevant to your care.

Your client record may include:
- Your name, date of birth, contact details and demographic information;
- Emergency contact information;
- Medicare and private health information;
- Referral letters and Mental Health Care Plans;
- Clinical and session notes;
- Assessment information and psychometric results;
- Treatment plans and progress information;
- Reports and letters;
- Correspondence with you and other health professionals;
- Appointment, billing and payment information; and
- Other personal or health information reasonably relevant to providing your psychological care.

I aim to collect only information that is reasonably necessary for providing psychological services, managing the practice and meeting my professional, ethical and legal obligations.

How Your Information Is Collected
Personal information may be collected before, during and after your appointments, including when you:

- Contact Room For You Psychology or make an appointment;
- Complete intake, consent, assessment or other forms;
- Provide information verbally or in writing during the course of your care;
- Communicate with the practice by email, SMS, telephone or through the Client Portal;
- Complete psychological questionnaires or outcome measures; or
- Authorise another person or organisation to provide information relevant to your care.

Information may also be received from third parties such as your GP, psychiatrist, another health professional, parent or guardian, school, insurer, lawyer or other organisation where you have authorised this, or where collection is otherwise permitted or required by law.

Online Forms and Client Portal
Information you provide through online intake forms, consent forms, the Client Portal or online bookings is collected and stored through Room For You Psychology's practice management system, PracSuite.

This may include identifying information, contact details, referral information, health information and other information you choose to provide as part of your care.

Why Your Information Is Collected and Used
Your information may be collected and used for purposes including:

-Providing psychological assessment and therapy;
- Understanding your circumstances and developing an appropriate treatment plan;
- Documenting and reviewing your psychological care;
- Monitoring treatment progress and outcomes;
- Communicating with you about your care;
- Managing appointments and appointment reminders;
- Processing payments, Medicare claims and other eligible rebates;
- Managing referrals;
- Preparing correspondence, reports or other clinical documents where appropriate;
- Professional supervision and consultation;
- Managing the administrative operation of the practice; and
- Meeting professional, ethical, insurance and legal obligations.

Personal information will not be sold or provided to third parties for unrelated marketing purposes.

Storage and Security of Your Information
Room For You Psychology is a solo psychology practice. Your clinical information is primarily accessed and managed by me as your treating psychologist.

Reasonable steps are taken to protect personal and health information from misuse, interference, loss, unauthorised access, modification or disclosure. These measures include the use of secure practice management systems, appropriate access controls, password protection, two-factor authentication where available and other reasonable security practices.

No electronic storage or communication system can be guaranteed to be completely secure. If a data breach involving personal information occurs, Room For You Psychology will respond in accordance with applicable Australian privacy and data breach requirements, including taking reasonable steps to minimise potential harm and making any notifications required by law.
 

Who Can Access Your Information

As Room For You Psychology is a solo practice, your clinical information is primarily accessed and managed by me as your treating psychologist.
 

At times, information may also be accessed by my virtual administrative support where this is reasonably necessary for the operation of the practice. This may include access to information required to assist with appointments, referrals, correspondence, invoicing, payments, Medicare claiming and other administrative tasks.
 

Administrative access is limited to the information reasonably required to perform these duties. Virtual administrative support is required to maintain the privacy and confidentiality of client information and to handle personal and health information in accordance with the privacy and confidentiality requirements of Room For You Psychology.
 

In limited circumstances, information may also be accessed by a nominated and appropriately qualified professional where this is necessary to support continuity of care or securely manage the practice if I become unexpectedly unable to practise.

Third-Party Systems
Room For You Psychology uses a small number of third-party systems to support the provision of psychological services and operation of the practice. These currently include:

PracSuite — practice management, clinical records, appointments, online forms, invoicing, client communications and the Client Portal.

Google Workspace and Google Meet — business email, electronic communication and telehealth appointments.

Tyro Health Online — payment processing and eligible electronic health claiming, including Medicare claims.

NovoPsych — administration, scoring and management of psychometric measures and routine outcome monitoring.

NovoNote by NovoPsych — AI-assisted clinical documentation where you have provided consent.

Wix — hosting and operation of the Room For You Psychology website.

These providers may process personal or health information where reasonably necessary to provide their respective services.

Room For You Psychology takes reasonable steps to select reputable service providers and appropriately configure these systems to protect client privacy and confidentiality.

Some technology providers may process or store information outside Australia. Where this occurs, reasonable steps are taken to use services with appropriate privacy and security safeguards.

AI-Assisted Clinical Documentation
With your consent, I may use NovoNote by NovoPsych to assist with clinical documentation during appointments.

NovoNote processes session audio to generate a text transcript, which is then used to assist in producing a draft clinical summary. Audio is temporarily cached for transcription and deleted following successful transcription. I review and, where necessary, amend AI-generated documentation before relevant information is incorporated into your clinical record.

AI-assisted documentation does not replace my clinical judgement, professional responsibility or ethical decision-making. Responsibility for your clinical care and the accuracy and appropriateness of your clinical record remains with me.

NovoPsych states that NovoNote patient data is stored on Australian servers, information is encrypted in transit and at rest, and client data is not used to train AI models. Identifiable information is also redacted by default before transcripts are provided to third-party AI processors.

Use of AI-assisted documentation is optional and requires your consent. You may decline its use or withdraw your consent without this affecting your ability to receive psychological services from Room For You Psychology. If you do not consent, I will document your appointments using other clinical note-taking methods.

Further information is available through the NovoNote Privacy & Security Policy.

Psychological Assessment and Routine Outcome Monitoring
Room For You Psychology may use NovoPsych to administer, score and monitor psychological questionnaires and psychometric measures as part of your assessment and treatment.

This may include questionnaires completed before, during or between appointments and measures used to monitor symptoms, wellbeing, functioning and your progress over the course of therapy.

Information collected through these measures may form part of your clinical record and may be used to inform assessment, treatment planning and discussions about your progress.

NovoPsych states that its platform uses encryption and security measures designed to protect patient information and comply with relevant Australian privacy requirements.

Telehealth
Telehealth appointments may be provided using Google Meet through Google Workspace.

Clients are responsible for ensuring that they have access to an appropriate device, internet connection and, wherever possible, a private environment for their appointment.

Reasonable steps are taken to use secure technology and protect your privacy; however, internet-based communication carries inherent privacy and security risks.

If there are concerns about privacy, safety or whether telehealth is appropriate for a particular appointment, these can be discussed with me and alternative arrangements considered where appropriate.

Payments and Medicare Claiming
Payments and eligible electronic claims may be processed using Tyro Health Online, integrated with PracSuite.

This may include processing card payments, securely storing payment details where authorised and submitting Medicare or other eligible claims.

Payment and claiming information will be shared with Tyro Health, Medicare and other relevant organisations only to the extent reasonably necessary to process a payment or claim, or where otherwise authorised or required by law.

Confidentiality and Disclosure of Information
Information discussed during psychological services is treated as confidential.

With your consent, information may be disclosed to another person or organisation where this is relevant to your care. This may include your:

- GP or medical specialist;
- Psychiatrist;
- Other psychologist or health professional;
- Parent, guardian or carer;
- School or educational institution;
- Lawyer;
- Insurer or third-party funder; or
- Another person or organisation nominated by you.

Where possible, I will discuss with you what information will be provided and the purpose of the disclosure.

There are also circumstances in which information may be disclosed without your usual consent. These may include where:

- There is a serious or foreseeable risk to your life, health or safety, or that of another person;
- Disclosure is required or authorised by law;
- Records or information are required under subpoena, court order or another lawful process;
- I have mandatory reporting or other statutory obligations;
- Information is required to appropriately respond to an emergency; or
- Another exception to confidentiality applies under relevant law or professional obligations.

Where possible and appropriate, I will discuss the disclosure of information with you.

Professional Supervision and Consultation
As part of maintaining high-quality psychological practice, I participate in professional supervision and consultation.

I may discuss aspects of my clinical work with a Board-Approved Supervisor, psychologist or other appropriately qualified health professional for professional supervision or consultation.

Where possible, information will be deidentified and unnecessary identifying information will not be disclosed. Professionals involved in supervision and consultation are also subject to professional confidentiality and privacy obligations.

Continuity of Care and Unexpected Unavailability
As Room For You Psychology is a solo practice, arrangements are maintained to support the appropriate management of client records and continuity of care should I become unexpectedly or permanently unable to practise.

Where necessary, a nominated and appropriately qualified professional may be permitted limited access to information required to securely manage the practice, notify clients, facilitate appropriate referrals, respond to urgent administrative matters or arrange continuity of care.

Any such access will be limited to what is reasonably necessary and remains subject to applicable privacy, confidentiality and professional obligations.

Access to Your Information
You may request access to personal information held about you by contacting Room For You Psychology in writing.

Requests will be considered in accordance with applicable privacy legislation and professional obligations.

In some circumstances, access may need to be provided in a particular form or may lawfully be limited or refused. Where clinically appropriate, I may recommend an appointment to review clinical information with you so that appropriate context can be provided.

Reasonable professional or administrative fees may apply where significant time is required to retrieve, review, prepare or provide records.

Correcting Your Information
You may ask for personal information held about you to be corrected if you believe it is inaccurate, incomplete, out of date, irrelevant or misleading.

Reasonable steps will be taken to review your request and, where appropriate, correct the information.

Requests to Release Clinical Records
Requests for copies or release of clinical records should be made in writing and with as much notice as possible.

Before releasing information, I may need to clarify the purpose of the request, determine the information that is appropriate to release and obtain specific informed consent.

Depending on the circumstances and purpose of the request, it may be more appropriate to provide a treatment summary, letter or report rather than a complete copy of the clinical record.

Professional fees may apply for time required to retrieve, review, prepare or provide clinical information.

Once information has been lawfully released to another person or organisation, Room For You Psychology cannot control how that recipient subsequently stores, uses or manages the information.

Retention and Disposal of Clinical Records
Clinical records are retained for the period required under applicable legislation and professional requirements.

Generally, records relating to adult clients will be retained for at least seven years from the date of the last entry. Where a client was under 18 when the record was created, records will generally be retained until the client reaches 25 years of age, subject to any longer retention period required in the particular circumstances.

When records are eligible for destruction, reasonable steps will be taken to ensure that they are securely and permanently disposed of.

Email, SMS and Electronic Communication
Email and SMS are provided primarily for administrative communication and are not continuously monitored.

Clinical concerns and therapeutic work are generally best discussed during an appointment rather than through email or SMS.

Electronic communication carries inherent privacy and security risks. While reasonable precautions are taken, the security of information transmitted electronically cannot be completely guaranteed.

Email and SMS should not be used for urgent or crisis support.

Website
The Room For You Psychology website is hosted using Wix.

The website may collect limited technical information associated with its use, including through cookies or similar technologies used by Wix. Information submitted directly through website forms may also be collected where these functions are enabled.

The website may contain links to third-party websites. Room For You Psychology is not responsible for the privacy practices, security or content of external websites.

Privacy Concerns and Complaints
If you have any questions or concerns about how your personal information has been collected, stored, used or disclosed, I encourage you to contact me directly in the first instance.

Room For You Psychology
30A Badminton Street
Mount Gravatt East QLD 4122
Email: info@roomforyoupsychology.com.au
Web: www.roomforyoupsychology.com.au
ABN: 25 339 926 686

I will aim to acknowledge and appropriately investigate privacy concerns and work with you to resolve them where possible. If you are not satisfied with the response, you may be able to make a privacy complaint to the Office of the Australian Information Commissioner (OAIC).

Concerns About Psychological Services
If you have concerns about the psychological services you have received, I encourage you to raise these with me directly where you feel comfortable doing so.

You may also have the option of contacting the relevant health complaints or regulatory body, depending on the nature of your concern, including the Australian Health Practitioner Regulation Agency (Ahpra) or the Queensland Office of the Health Ombudsman.

Changes to This Privacy Policy
This Privacy Policy may be updated periodically to reflect changes in legislation, professional requirements, technology or the operation of Room For You Psychology.

The most current version will be made available on the Room For You Psychology website.

Questions About Your Privacy

If you have questions about privacy, confidentiality, how your information is stored or any of the systems used by Room For You Psychology, you are welcome to discuss these with me.

Last updated: September 2026