PCP Privacy Policy
For Clinic Services (Not Website Use)
This Privacy Policy applies to individuals engaging in psychological services at Peninsula Child Psychology’s clinic. It does not cover the use of our website. For our website-specific policy, please refer to the Privacy Policy located below.
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At Peninsula Child Psychology (“we”, “our”, “us”), we are committed to safeguarding your personal information. This document outlines how we collect, use, disclose, and manage your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Collection of Personal Information
We collect only the information necessary to provide effective psychological services. This may include:
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Name, address, and contact details (phone number, email)
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Date of birth
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Medical and psychological history
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Assessment results and clinical notes
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Medicare or private health fund details
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Payment and billing information
Information is collected directly from you—via intake forms, consultations—or through referrals from other healthcare professionals.
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Use and Disclosure of Personal Information
Your personal information is used to:
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Deliver psychological assessments and treatment
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Manage appointments, treatment planning, and follow-up
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Coordinate care with other healthcare providers
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Process payments and manage billing
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Maintain clinical records in line with legal requirements
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Your personal information may be disclosed to:
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Healthcare professionals involved in your care
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Administrative staff for practice operations
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Third-party service providers (e.g., IT support, payment processors)
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Regulatory or legal authorities, where required by law
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Data Security
We implement a range of measures to ensure your data is kept secure, including:
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Secure electronic record-keeping systems
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Confidentiality agreements with all staff
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Regular data backups
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Role-based access controls to sensitive information
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Storage and Retention of Information
Your information is stored electronically through secure systems, including:
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Information is stored and handled in accordance with the Australian Privacy Principles. We retain records:
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For at least seven years from the last date of client contact
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Until the client reaches 25 years of age, whichever is longer
After the required retention period, we securely destroy or de-identify personal information no longer needed.
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Access and Correction
You have the right to:
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Access your personal information
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Request corrections if your information is inaccurate, incomplete, or outdated
Please contact the Clinic Director, Emily Edwards, using the details below. We will respond to your request within 48 hours of correspondence.
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Complaints and Concerns
If you are concerned about how your information is handled or believe your privacy has been breached, please contact our Clinic Director, Emily Edwards. All complaints will be taken seriously and addressed within a 48 hour window.
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Changes to This Privacy Policy
We may update this Privacy Policy from time to time in response to changes in our practices or legal obligations. The most current version will always be available on our website and at our clinic. By engaging our services, you acknowledge and agree to the terms outlined in this Privacy Policy.
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Last updated: 18/06/2025
Privacy Policy (Site Policy)
Welcome to www.peninsulachildpsychology.com.au (the “Site”), owned and operated by Peninsula Child Psychology.
Please see below for information relating to our clinic privacy policy.
Purpose
This Privacy Policy (“Policy”) explains how we collect, use, and protect your personal data when you use our Site. It covers:
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What personal data we collect
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How we use your data
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Who has access to your data
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Your rights regarding your data
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Our cookie policy
This Policy complements the terms and conditions of our Site.
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Consent
By using our Site, you agree to:
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The terms of this Privacy Policy
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Our collection, use, and retention of your data as described
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Personal Data We Collect
We only collect data necessary to provide and improve our services. We will inform you before collecting any data not listed here.
Data Collected Automatically:
When you visit our Site, we may collect:
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Your location
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Details about your device and browser
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Links you click on
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Content you view
Data Collected When You Interact with the Site:
If you fill out forms or contact us, we may collect:
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Your first and last name
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Email address
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Phone number
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Reason for contact
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Any additional information you provide
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How We Use Personal Data
We use your data only for purposes disclosed in this Policy or on specific Site pages.
Automatic data usage includes:
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Statistical analysis
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Client file creation and administration
Data collected via interaction is used for:
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Communication with you
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Business activities related to your inquiry or services
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Who We Share Personal Data With
Internal Use:
Your data may be accessed by our employees or contractors who need it to perform their roles.
Other Disclosures:
We do not sell or share your personal data with third parties except:
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As required by law or legal proceedings
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To protect our legal rights
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To potential buyers if we sell the company
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To trusted third-party services that help us operate (e.g., IT, payment processors)
Note: If you follow links to other websites from our Site, we are not responsible for their privacy practices.
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Data Retention
We keep your data only as long as necessary to fulfill the purpose for which it was collected. If we retain data longer, we will notify you.
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Data Security
We protect your data using:
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High-level browser encryption
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Secure servers located in protected facilities
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Access restricted to employees/contractors bound by confidentiality agreements
While we strive to secure your data, no internet transmission can be guaranteed 100% secure.
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Your Rights: Access, Correction, Deletion
You may request information about your personal data, including:
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What data we hold
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How it has been used
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To whom it has been disclosed
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Request corrections or deletion
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Cookie Policy
A cookie is a small file stored on your device to collect information about your browsing. You can configure your browser to notify you about or disable cookies; however, this may affect your user experience.
Types of cookies used:
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Essential cookies: Necessary for site functionality such as security and session management
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Non-essential cookies: Used for analytics, marketing, and third-party integrations
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Changes to This Privacy Policy
We may update this Policy to comply with legal changes or modify our practices. Updates will be posted here with a new effective date. We encourage you to review this Policy periodically. If significant changes occur, we may notify you by email.
Last updated: 18/06/2025
Digital Scribing
Enhancing Clinical Note Taking
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As part of our ongoing commitment to improving client care and service delivery, Peninsula Child Psychology has implemented the use of digital scribing software during consultations. This technology supports more accurate and efficient clinical documentation, while maintaining our strong commitment to privacy and data security.
What is Digital Scribing?
As of August 2025, we will be using NovoNotes (https://novopsych.com/novonote/), a secure digital scribing platform that uses artificial intelligence (AI) to assist with note-taking. During your session, the software records audio to generate a draft summary of the consultation. This draft is then used by your psychologist to develop a clinical note, which is reviewed, finalised, and stored securely in your client record through our practice management system, Halaxy. Once this is completed, all data recorded in NovoNotes is permanently deleted.
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What are the Benefits for Clients?
Increased presence and focus during sessions
Digital scribing allows your psychologist to fully focus on you, rather than dividing attention between listening and writing notes. This supports a more engaged and personalised therapeutic experience.
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Improved efficiency
By streamlining the administrative task of note-taking, your psychologist can ensure accurate and timely documentation of your care. This leads to better continuity of care and more time dedicated to your needs.
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What about privacy and data security?
At Peninsula Child Psychology, the security and confidentiality of your information remain paramount. NovoNotes is designed to meet the highest standards of data protection and clinical ethics.
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Privacy Compliance
NovoNotes complies with the Australian Privacy Principles, as well as international data protection regulations such as HIPAA (USA) and GDPR (EU). For full details on NovoNotes' privacy protocols, please refer to:
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Data encryption and security protocols
All data processed by NovoNotes is encrypted to a high standard. Access to information is restricted to authorised users only, with robust systems in place to prevent unauthorised access or data breaches.
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Data retention and deletion
All audio recordings and draft summaries generated by NovoNotes are automatically and permanently deleted within seven (7) days of the consultation — often sooner. Once deleted, this data cannot be retrieved by your psychologist or any other party. Only the finalised consultation notes are retained in your secure Halaxy file.
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Data storage location
All data is stored on Australian servers, ensuring compliance with Australian privacy legislation. No data collected by NovoNotes is used for training AI or machine learning systems.
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Potential risks
While all digital systems carry a theoretical risk of data breaches, NovoNotes employs industry-standard protections. To further minimise risk, our internal processes ensure that data is deleted as soon as it is no longer required. In addition, our psychologists engage in regular supervision and professional development to uphold best practices in ethical, secure, and compliant use of digital tools in clinical settings.
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Do clients have to give consent to digital scribing?
Use of the digital scribing system is entirely optional. Your psychologist will ask for your consent at the beginning of each session where digital scribing is proposed. You may withdraw your consent at any time — before, during, or after the consultation. If consent is withdrawn, all data stored in NovoNotes relating to your session will be permanently deleted.
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If you have any questions about this process, or would like to discuss it further, please don’t hesitate to speak with your psychologist or contact our team directly.
Contact Us
For questions, concerns, or complaints, contact the clinic director,
Emily Edwards, at admin@peninsulachildpsychology.com.au.
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For more information about privacy in Australia, visit: Australian Federal Privacy Commissioner.