Privacy Policy

1. Purpose 

This policy outlines how Frontline Psychology Canberra collects, stores, uses, and discloses  personal information in compliance with the Privacy Act 1988 (Cth), Australian Privacy  Principles (APPs), and Health Records (Privacy and Access) Act 1997 (ACT). 

2. Collection of Personal Information 

We collect personal information to provide psychological services, including your name,  contact details, medical history, and referral information. Information is usually collected  directly from you or your referring GP. 

3. Use and Disclosure 

Your information is used only for providing psychological services, managing your care, and  meeting legal or regulatory obligations. Information may be disclosed to: – Other healthcare professionals involved in your care (with your consent) – Supervisors (in de-identified form) 

– Legal authorities when disclosure is required by law 

– A nominated Professional Executor, only for continuity of care if your psychologist  becomes incapacitated or deceased 

4. Storage and Security 

All client records are stored securely, either electronically (password-protected software)  or in locked filing cabinets. Access is restricted to authorised personnel only. 

5. Access and Correction 

You may request access to or correction of your personal information by written request.  Requests will be processed within a reasonable timeframe, subject to legal exceptions. 

6. Data Retention and Destruction 

Records are retained for at least seven (7) years after the last contact, or until clients under  18 reach age 25. Files are securely destroyed thereafter. 

7. Data Breach Response 

In the event of a data breach involving personal information, we will follow the Notifiable  Data Breaches Scheme requirements and notify affected individuals and the Office of the 

Australian Information Commissioner (OAIC). 

8. Complaints 

If you have concerns about your privacy, contact Frontline Psychology Canberra at  admin@frontlinepsychologycanberra.com. You may also contact the OAIC at  www.oaic.gov.au. 

Effective Date: 18 December 2025 

Record-Keeping Policy 

1. Purpose 

This policy ensures consistent, ethical, and legally compliant management of client records  in accordance with the Psychology Board of Australia’s Record-Keeping Guidelines (2023)  and the Health Records (Privacy and Access) Act 1997 (ACT). 

2. Record Creation 

A record is created for every client upon intake, including: 

– Personal and contact information 

– Referral details and consent forms 

– Session notes and treatment plans 

– Correspondence and reports 

3. Format and Storage 

Records may be maintained in paper or electronic format. Electronic records are stored on  secure, password-protected systems. Paper records are stored in locked cabinets. 

4. Content of Session Notes 

Session notes must include the date, presenting issues, interventions, risk assessments, and  outcomes. Records must be accurate, factual, and objective. 

5. Retention Periods 

Client records are kept for a minimum of seven (7) years following the last contact. For  clients under 18 years of age, records are retained until the client reaches 25 years of age. 

6. Access and Correction 

Clients may request access to or correction of their records by written request. Requests are  managed according to privacy legislation. 

7. Destruction of Records

When the retention period has expired, records are securely destroyed using methods such  as shredding (for paper) or secure digital deletion. 

8. Professional Executor 

In the event of incapacity or death of the psychologist, a nominated Professional Executor  may access client records solely for continuity of care, notification, or lawful closure of the  practice. 

9. Confidentiality 

All personnel accessing client information must comply with confidentiality obligations  under the APS Code of Ethics and Privacy legislation. 

Effective Date: 18 December 2025