Privacy and Confidentiality

Your Psychologist, Mathew Gaynor maintains strict confidentiality with regard to all client’s notes and personal details and is bound by and adheres to the Privacy Act 1988 (Cth), relevant State Privacy Laws and the Australian Privacy Principles under that Act (Privacy Act) and this Privacy Policy. Confidentiality may however be broken in certain situations; these situations will be discussed with you by your psychologist during your initial session. The psychologist will keep your information confidential unless there is a legal reason why it has to be released. In almost all situations where your information needs to be given to others this will be discussed with you and you will be able to agree or disagree with this. However, there are a few situations where you will not be asked to give permission and the psychologist must obey the law and release information. Wherever possible these situations will be discussed with you before the information is released. This is a list of those situations:

1. If there seems to be a real danger of harm to you and/or others the mental health professional must tell the people who are legally responsible for keeping you and others safe the information about you that they need to know.

2. A court can order the mental health professional to give them a copy of the file.

3. If you are younger than 18 years old the mental health professional you are seeing may need to talk to your parents/guardians. They will try and talk to you about this first so that you understand the reasons why this needs to happen.

4. WorkCover and some insurance companies also have a right to see a copy of your file under some circumstances.

5. If you have a Mental Health Care Plan then your mental health professional will be writing letters to your doctor about your treatment.

6. If you are an Employee Assistant Program client then you need to know that we give the companies who organise these programs information about our service to you that does not identify you, for example, how many sessions you have had. In very rare situations the psychologist may need to contact your employer if there seems to be a danger to you or to them. It is the duty of mental health professionals to protect your privacy and keep information about you confidential. Please talk to the psychologist if you are worried about this.

PROVIDING OTHER PEOPLE’S PERSONAL INFORMATION If you ( whether there as a referring health professional, which is defined below, or otherwise) provide us with the personal information (including sensitive information) of another individual (e.g., a Patient), you warrant that you have complied with your obligations under the Privacy Act and relevant State and Territory legislation relating to the collection and disclosure to us of personal information, sensitive information and health records and have obtained the individual’s prior consent: (i) for you to disclose such to us; and (ii) to our collection, holding, use and disclosure of their personal information in accordance with this Privacy Policy

WHAT PERSONAL INFORMATION WE COLLECT, WHEN AND HOW As a Clinician, we collect your personal information either: directly, when you supply, buy or register for products or services to or from us, request information about us or our products or services, refer a Patient or prospective Patient to us, provide feedback, respond to a survey, fill in a form or a request for services (including an application for an account with us), fill in a form on our Website (including a registration form to register as a Clinician) or otherwise provide it to us via the Website, over the phone, via email or in-person; or from your employer or another Clinician who registers you with us on your behalf. We may collect personal information about you such as your name, gender, date of birth and contact details (including your address, phone numbers and emails, whether personal or for work), credit card, bank account, provider number or other details to facilitate payments.

If you are a Patient or prospective Patient, we may be provided with and thus collect personal information (including sensitive/health information) about you including physical, mental or psychological health or disability of you or your wishes about the provision of health services. The types of information collected can typically include (this list is not exhaustive): Contact details (name, address, telephone number, email address, next of kin). Age, date of birth, gender, marital status. Driver’s licence number, Medicare number. Medical history, medical notes, treatment records, images, photographs, family medical histories. Patient Reported Outcome Metrics (PROMs), Patient Reported Experience Metrics (PREMs) and other feedback you may supply.

Only your clinician accesses your notes.
Data is encrypted, stored in Australia, and managed under Australian Privacy Principles.
No audio is recorded—only transcribed notes are saved to your health record.

Did Not Attend Appointment or Late Cancellation Policy

We have a Did Not Attend Appointment (DNA) Fee and a Late Cancellation Fee. You are required to advise the practice no later than 24 hours prior to your scheduled appointment time if you wish to cancel or change your appointment. If your appointment is on a Monday, you are required to inform the practice the Friday prior. · DID NOT ATTEND - If a client fails to attend a pre-booked appointment and does not contact the practice in advance to cancel/change the appointment, the full appointment fee will be charged at each instance. · LATE CANCELLATION - If a client provides late notice of a cancellation, a fee of $100 + GST will be charged at each instance. · The client will be notified of the amount owed at the time of contact and their stored card will be debited. If they are unable to be contacted their stored card will be debited. If a stored card is not provided the invoice will be emailed, payment is due on the day. · You will be unable to rebook further sessions until all outstanding fees are paid in full. · If you require further information about this policy, please ask reception for a copy of our policy or visit our website.

Sessions

Sessions are usually one hour in duration and consist of 50 minutes therapy and 10 minutes administration.

Fees

EAP Referral: If you are attending under an Employee Assistance Program arrangement your fees will be covered under this agreement by your employer, with a predetermined number of sessions allocated. NDIS: If you are attending under NDIS your fees will be in line with the NDIS Pricing Arrangement Fee paying clients: Fees are payable up to 24 hours prior to your appointment. Your payment will be taken before your session commences. Please see our website for updated information on our fees. Worksafe, TAC and DVA clients: Your invoices will be sent to your referrers. However Late Cancellation fees and DNA fees are payable by the client, not Worksafe/TAC/DVA and these invoices will be issued to you directly. Medicare clients: You must have a referral and have had a Mental Health Treatment Plan completed by your doctor to be eligible for the Medicare rebate. All consultations must be paid for in full on the day. No accounts are given. This is not a bulk billing clinic. Full fee is charged then the Medicare Rebate is refunded to your account. This results in a gap fee of approx. $100 for each visit Additional fees may be incurred in relation to phone calls or correspondence relating to your treatment. If you have any questions about this information, please do not hesitate to speak with our administration staff.

Overdue Accounts

Interest will be charged from the DATE OF INVOICE at the Annual Rate of 10.00% (Daily Rate 0.0274) pursuant to the current rate under the Penalty Interest Rates Act 1983 (Vic). This rate is subject to change. · In addition, a monthly administrative fee of $10 per month will also apply to overdue accounts.

I understand that my treating practitioner may use an AI-assisted tool (e.g., Heidi from Halaxy) to support clinical note-taking and documentation. This tool is designed to enhance accuracy and efficiency, and all data remains securely stored in compliance with privacy and confidentiality standards. I consent to the use of such technology during my treatment sessions.

Promotions and newsletters

Occasionally, we may send you a newsletter with helpful updates and resources or special offer emails. We respect your privacy and believe this will be an occasional option and will not 'spam you' unnecessarily. You can opt out at any time.

Please confirm you have read and understood all the above information.

Signature ____________________________________ Date _____18/12/25

Mr Mathew Gaynor Psychologist

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