Practice policy
Unbound Minds is committed to protecting the privacy of our clients, our team and everyone who visits this website. This policy sets out how we collect, use, disclose and safeguard your personal information, in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
In short
We collect the personal information that is necessary to provide our services, and nothing we do not need.
Your name and contact details, relevant health information such as medical history and treatment records, and payment information. For our team members, employment-related details.
Directly from you, in sessions or when you call or use our website, and from other healthcare providers where you have given consent.
To provide psychological and related services, talk with you about your care, manage appointments and payments, improve our website and services, and meet our legal and professional obligations.
Where other providers are involved in your treatment, we may need to share information with them so your care joins up.
Billing platforms and IT support help us deliver care. Where information is shared with them, they are bound by strict confidentiality and privacy obligations.
We may be required to disclose information to government agencies or regulatory bodies where the law says we must.
With your consent, which we ask for on our intake form, your psychologist may use an AI note-taking tool during your sessions. The tool records the session, turns it into text and drafts a clinical note. Your psychologist checks and edits every note before it becomes part of your record, and the AI never makes decisions about your care.
The tools we use, NovoNote and our own system, Bower, process and store your information in Australia. Identifying details such as names are removed before the AI drafts your note, and your information is never used to train AI. The audio is deleted once it has been turned into text, and the transcript is deleted soon after your note is finished, usually within a week. Your finished note is kept as part of your health record for as long as the law requires. You can say no to AI note-taking, or change your mind at any time, by telling your psychologist or our client care team. It won't affect your care. See also our AI-assisted note-taking policy.
Like most websites, ours uses a few tools to see how it’s used and whether our ads are working. Google Analytics and Microsoft Clarity show us which pages people visit and how they move around them. Google Ads and Meta, which owns Facebook, show us whether our ads bring people to the website, and Google Ads also counts calls and enquiries that come from an ad. These tools use cookies, and they can see things like the pages you visit, the device you use and roughly where you are. When you send an enquiry, a scrambled copy of your email address goes to Google so it can tell us whether an ad led to it. Google, Meta and Microsoft handle this under their own privacy policies.
Our search box works differently. What you type, and the page you go to, stays on our own secure system in Australia, with nothing that links it to you. We use it to understand what people are looking for, and it’s deleted after 90 days. We never sell or share it, and it isn’t sent to Google or any of the tools above.
You can block or clear cookies in your browser settings, and our website will still work.
We take the protection of your information seriously, and review how we do it regularly.
Secure physical and electronic storage systems, with access controls, and encryption where appropriate.
We review our security practices regularly rather than setting them once and forgetting them.
All staff receive ongoing training in data privacy and confidentiality.
We may update this policy from time to time to reflect changes in legislation or in the way we operate. The most current version is always the one on this page.
Your information, your say
You have the right to see the personal information we hold about you, and to ask us to correct it if it is wrong or incomplete.
Send an enquiry and tell us what you would like to see or change. We will respond within a reasonable timeframe.
Tell us directly. We take privacy complaints seriously and will work to resolve your concerns promptly and fairly.
You can take it to the Office of the Australian Information Commissioner, who handles privacy complaints independently of us.
Locations
Gledswood HillsLevel 2, 25/13 Digitaria Drive, Gledswood Hills. We call from (02) 8319 1945.
KingswoodLevel 3, 302/13 Barber Avenue, Kingswood. We call from (02) 8528 4620.
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Unbound Minds provides general mental health information and professional psychological services. This website is not a substitute for personalised advice, diagnosis or treatment.