As part of providing a psychological service, MindMap Psychological Assessments collects, works with, and stores its clients’ personal information. This allows our psychologists to provide optimal provision of our services. It is crucial that information collected is appropriately managed in accordance with law and ethical guidelines of the profession. This privacy policy sets out how MindMap Psychological Services collects and handles your information. 

 

Terminology 

 

In this document, MindMap Psychological Assessments may be referred to as “MindMap”, “we”, “us” and “our”. The client may be referred to as “you” and “your” and refers to both the client and their parent/guardian where the client is a child or adolescent.  

 

Relevant Laws and Documents 

 

We adhere to the legal requirements of the Commonwealth Privacy Act 1998, the Australian Privacy Principals 2014, and the Australian Psychological Society – Code of Ethics (2007). 

 

Collection of Personal Information 

 

In order to provide psychological services, MindMap Psychological Assessments will collect information from clients and referrers, and where relevant, from third parties such as school staff, General Practitioners, and other Allied Health professionals.  

 

Personal information is any information which is identifiable as being about you. Information may be collected from interactions with us in person, via telehealth communications, and electronically. This includes information entered into our website, provided to us directly throughout the assessment process, or given to us via the completion of forms.   

 

Information we collect will likely include: 

 

• Your name, address, and date of birth. 

• Your contact details. 

• Current and past developmental, medical, educational and occupational information. 

• History of interventions. 

• Responses and results from psychological tests and questionnaires. 

• Written reports including assessment results. 

• Records of appointments, including notes pertaining to these interactions. 

 

The assessment process may include collecting information from third parties, via the provision of forms by MindMap to other professionals such as school staff or relevant health professionals. In some cases, we may need to communicate with third parties directly. In these situations, we will seek and obtain written informed consent from you to contact and retrieve that information.  

 

All of the above material is used to inform accurate assessment and diagnosis for our clients. Not having this information may impact our ability to provide this service. 

 

Use and disclosure of personal information 

 

MindMap Psychological Assessments may use personal information collected from you in order to contact you with information and updates. Contact may occur via telephone call, SMS or email, to the relevant phone number or email address provided to us. Some personal information collected prior to, and as part of the assessment process, will be used to determine appropriate outcomes and recommendations from the assessment, and may be disclosed in the comprehensive written report provided at the conclusion of the assessment. This report will be provided to you and copies of the report may be disclosed to relevant professionals involved in your care. This will be discussed with you and written consent obtained prior to releasing the information. 

 

In some circumstances, Psychologists are required by law to disclose personal information about a client without their consent. We may need to disclose personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding, or in response to a law enforcement agency request.  

 

Psychologists may need to disclose information if there is an immediate and specified risk of harm to an identifiable person or persons that can be averted only by disclosing information; or if they reasonably believe that the collection, use or disclosure is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety. The threat does not have to be immediate or specified for information to be disclosed. 

 

Storage and security 

 

All MindMap clinicians will take reasonable steps to protect your personal information from misuse, interference or loss, and from unauthorised modification, access, or disclosure. Electronic information containing personal information will be stored and backed up securely, in accordance with the APS Code of Ethics (2007). All paper documents will be stored under lock.  

 

Access to your personal information 

 

In accordance with the provisions of the Privacy Act 1988, you may request details of personal information that we hold about you. If you believe any personal information we hold about you is inaccurate, we will take reasonable steps to correct personal information to ensure that, having regard to the purpose for which it is held, it is accurate, up-to-date, complete, relevant and not misleading. Requests to access and/or update information must be made in writing for security and recording purposes. MindMap Psychological Services may refuse the request for such information, or limit the information provided, in certain circumstances as set out in the Privacy Act.  

 

Data breach plan 

 

If we have reason to suspect a data breach has occurred, we will follow the national requirements. See here: https://www.oaic.gov.au/privacy/notifable-data-breaches/ 

 

 

Changes to this policy 

 

We may make changes to this policy from time to time to reflect changes in the law or professional guidelines for best practice. All clients and referrers are encouraged to review our policy periodically to remain informed. MindMap will endeavour to provide notice about any significant changes to the policy. This policy is current as of 11/08/2024. 

 

Making a complaint 

 

If you are not satisfied with how we have dealt with your personal information, you may wish to lodge a formal complaint about the issue of, disclosure of, or access to your personal information.  Complaints can be made to MindMap Psychological Assessments by email (info@mindmapwa.com.au). We will endeavour to respond appropriately to complaints within 30 days of the receipt of the email. 

 

If you are not satisfied with our response you are entitled to contact the Office of the Australian Information Commissioner by phoning 1300 363 992, online at https://www.oaic.gov.au/privacy/privacy-complaints, or by post by writing to Office of the Australian Information Commissioner, GPO Box 5288, Sydney NSW 2001. 

 

Further information 

 

The protection of our clients’ personal information is a priority at MindMap Psychological Assessments. If you have any questions about MindMap’s privacy policy, please contact us via email (info@mindmapwa.com.au).