Privacy Policy

Meaning Matters Psychology – Telehealth Clinical Psychology Services
Effective Date: 11/08/2025

Introduction

Meaning Matters Psychology (“we”, “our”, “us”) is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and all relevant State/Territory health records legislation.

This Privacy Policy explains how we collect, use, store, and share your personal information, including sensitive health information, when you access our telehealth clinical psychology services.

What Information We Collect

We collect personal and health information necessary to provide you with safe, effective, and lawful psychological care. This may include:

·        Personal information: name, date of birth, address, phone number, email, emergency contact.

·        Health information: presenting concerns, medical history, mental health history, medications, treatment plans, session notes, referrals, diagnostic reports.

·        Telehealth-related information: video/audio recordings (only with your consent), session transcripts, platform usage data.

·        Payment and administrative details: Medicare number, private health fund details, billing information.

How We Collect Your Information

We may collect information:

·        Directly from you during intake, assessment, and ongoing therapy.

·        From your authorised representatives (e.g., parent, guardian, carer).

·        From other health professionals (with your consent) such as GPs, psychiatrists, or allied health providers.

·        Through secure telehealth platforms when you attend sessions online.

·        Through secure psychological assessment platforms – to secure comprehensive assessment, case conceptualisation and diagnosis.

Why We Collect and Use Your Information

We collect and use your information to:

·        Provide psychological assessment, diagnosis, and treatment.

·        Communicate with you and coordinate your care with other health providers.

·        Process payments, Medicare claims, and private health fund claims.

·        Meet legal, ethical, and professional obligations (e.g., record keeping under AHPRA standards).

·        Improve our services and ensure quality care.

·        Clinicians at our clinic are using NovoNote, an automated tool designed to assist clinicians with taking session notes. Below is an explanatory statement about the technology.
Purpose of the automated note taker: The use of an AI enhanced note taker was adopted to enable us to focus more on communication and your care during sessions, rather than being distracted by manual note-taking.

What we Saved: As a healthcare provider, we keep notes of our contact with you to help us serve you better. Our AI note taker, NovoNote, helps by transcribing the session and then providing a summary of that session. Typically, the transcript of the session will be deleted and will not make up part of your patient file, while the summary is saved as part of your file. Audio of the session is never saved.

Compliance and Security: NovoNote complies with the Australian Privacy Principles and is compliant with AHPRA and HIPAA standards. It adheres to industry encryption and security protocols. NovoNote operates on a secure server in Australia and your data does not contribute to training AI models. For more detailed information on the security measures and protocols of NovoNote, please visit the security page: NovoPsych.com.au/NovoNote_Security

How We Store and Protect Your Information

Your information is stored securely in encrypted electronic health record systems that meet Australian health data security standards. We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification, or disclosure, including:

·        Use of secure, password-protected devices and platforms.

·        End-to-end encryption for telehealth sessions.

·        Staff training in privacy and confidentiality.

·        Regular system backups and security updates.

Disclosure of Information

We will not share your personal or health information without your consent, except when required or authorised by law, such as:

·        If there is a serious risk to your life, health, or safety, or that of another person.

·        When disclosure is required by a court order or other legal obligation.

·        For mandatory reporting (e.g., child protection concerns).

When sharing information with other health professionals, we will seek your explicit consent.

Telehealth-Specific Privacy

When you attend a telehealth session:

·        We use secure, HIPAA-compliant and/or Australian privacy law-compliant video conferencing platforms.

·        We recommend you attend sessions in a private, quiet space to maintain confidentiality.

·        We do not record sessions unless agreed in writing.

·        Data transmitted during telehealth is encrypted to prevent unauthorised access.

Access to and Correction of Your Information

You have the right to request access to the personal and health information we hold about you, and to request corrections if it is inaccurate, incomplete, or out-of-date.
Requests should be made in writing to our Privacy Officer (details below).

Retention of Records

We are legally required to retain health records for a minimum of 7 years after your last contact with us (or until a child turns 25, if applicable). After this period, records may be securely destroyed.

Complaints About Privacy

If you have concerns about how your information has been handled, you can contact our Privacy Officer in writing. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC): Website: www.oaic.gov.au

Contact Us

Arzaan Coetzee – Meaning Matters Psychology
Email: info@meaningmatterspsychology.com.au