Matrix Psychology: Privacy Policy

Matrix Psychology is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy outlines how we collect, use, store, and protect your information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).

About This Policy

This policy applies to all clients and visitors of Matrix Psychology. By using our services or website, you acknowledge that you have read and understood this Privacy Policy.

What Personal Information We Collect

To provide psychological services, we may collect the following types of personal information:

Personal Details:

• Full name, date of birth, address, and contact details

• Emergency contact information

• Medicare and/ or private health insurance details

• NDIS, TAC, or WorkCover claim information (if applicable)

Health Information:

• Medical and psychological history

• Mental health concerns and presenting issues

• Referral information from GPs or other health professionals

• Clinical notes from therapy sessions

• Psychological assessments and reports

Website Information:

• IP address, and browser type

• Cookies and analytics data to improve website functionality (non-identifying data only)

How We Collect Your Information

Your information is collected when you:

• Complete intake forms or questionnaires

• Attend therapy sessions

• Provide referral letters or reports from other health professionals

• Contact us via phone, email, or website contact forms

• Visit our website (technical data only)

Purpose of Collecting Information

Your personal information is collected and used to:

• Provide psychological services

• Communicate with you about appointments and updates

• Process billing and payments

• Liaise with other health professionals (with your consent)

• Maintain accurate clinical records

• Comply with legal and professional obligations

• Improve our website and services

Consequences of Not Providing Your Information

If you choose not to provide the requested information, we may be unable to offer psychological services to you as the information is crucial for accurate assessment, effective treatment, ensuring your safety, processing claims or rebates, and may prevent us from meeting legal or reporting obligations.

Disclosure of Your Information

Your personal information will not be disclosed to third parties without your consent, except in the following circumstances:

With Your Prior Consent:

• Communication with your GP or other health professionals involved in your care

• Communication with NDIS, TAC, WorkCover, or insurance providers as required for funding arrangements

• Reports to referring professionals (e.g., feedback to GP when accessing Mental Health Treatment Plan)

• Comply with Medicare, NDIS, or other regulatory reporting requirements

Legal Requirements:

• When required or authorised by law (e.g., court subpoena, court order, reasonable belief that a child is at risk of harm)

• If there is a risk of harm to your or another person’s life, health, or safety

Your information will not be disclosed to overseas recipients nor be sold, rented, or used for marketing purposes.

How We Store and Protect Your Information

We take data security seriously and have implemented measures to protect your personal information:

Electronic Records:

• Stored on password-protected, encrypted practice management software that complies with Australian privacy and health data standards

  • Where there are any hard copies of information, these will be scanned and stored in the same manner. Hard copies are then destroyed securely.

• Regular backups are performed to ensure data integrity

• Access is restricted and protected by two-factor authentication

Telehealth Sessions:

• Conducted via secure, end-to-end encrypted video conferencing platforms

Third-Party Services:

• Where we use secure third-party services, they only have access to information necessary for providing their services and are bound by their own privacy and security obligations.

We take reasonable steps to protect your data from misuse, interference, or unauthorised access. Only authorised personnel have access to your records, and all systems require password-protected access.

Data Retention and Destruction

Clinical records will be retained for a minimum of seven years from the date of last contact, or until a client who was under 18 at the time of service reaches the age of 25, in accordance with Australian law and professional guidelines.

Records are destroyed securely and in accordance with privacy requirements when the retention period expires.

Notifiable Data Breaches

In the unlikely event of a data breach that is likely to result in serious harm, Matrix Psychology will respond in accordance with the Privacy Amendment (Notifiable Data Breaches) Act 2017. This includes taking immediate steps to contain the breach, assess its impact, notify affected individuals and the Office of the Australian Information Commissioner (OAIC), and implement measures to prevent recurrence.

Access to and Correction of Your Information

You have the right to request access to or correction of your personal information. Requests should be made in writing.

All reasonable steps will be taken to ensure your personal information is current and accurate.

You are entitled to access your personal information and records, subject to legal exceptions. Should you wish to access your records, your psychologist will discuss available options with you. An administrative fee may be applied for providing copies of records.

Website Analytics and Cookies

This website may use cookies and analytics tools (such as Google Analytics) to collect non-identifying information about how visitors interact with the website. This helps us improve user experience and service delivery. No personal information is collected via these methods. You may disable cookies in your browser settings, though this may affect website functionality.

Complaints and Concerns

If you have concerns about how your information has been handled, please contact Matrix Psychology directly in writing. We take all concerns seriously and will respond promptly.

If you are not satisfied with our response, you may contact:

Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au

• Phone: 1300 363 992

Health Complaints Commissioner (Victoria):

• Website: www.hcc.vic.gov.au

• Phone: 1300 582 113

Policy Updates

This Privacy Policy may be updated from time to time to reflect changes in our practices or legal requirements. The most current version will always be available on our website or by request.

Consent

By proceeding with psychological services at Matrix Psychology, you acknowledge that you have read and understood this Privacy Policy. Your consent will be formally documented at the commencement of services.