top of page


Privacy Policy

Management of Personal Information

This document describes the privacy policy of Grace Pope at Grace Pope Psychology for the management of clients’ personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).


Client information

Client files are held securely using an online practice management software called Halaxy which is accessible only to Grace Pope. An administration assistant has limited access to register clients, add personal information (e.g. date of birth, address, referral concerns) and schedule appointments. The information on each file includes personal information such as name, address, contact phone numbers, medical history, and other details collected as part of providing the psychological service.


How clients’ personal information is collected

A client’s personal information is collected in a number of ways during psychological consultation with Grace Pope, including when:

  • The client provides information directly to Grace Pope using forms or surveys, in consultations and correspondence via phone or email;

  • The client interacts directly with Grace Pope Psychology employees (e.g. administration assistant); and

  • Other health practitioners provide personal information to Grace Pope via referrals, correspondence and medical reports.


Consequence of not providing personal information

If the client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, Grace Pope may not be in a position to provide the psychological service to the client. In some circumstances, clients may request to be anonymous or to use a pseudonym. This will be accommodated unless it is impracticable for Grace Pope to deal with the client or if Grace Pope is required or authorised by law to deal with identified individuals.


Purpose of holding personal information

A client’s personal information is gathered and used for the purpose of providing psychological services, which includes assessing, diagnosing and treating a client’s presenting issue. The personal information is retained in order to document what happens during sessions, and enables Grace Pope to provide a relevant and informed psychological service.


Disclosure of personal information

Clients’ personal information will remain confidential except when:

  1. It is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or

  2. Failure to disclose the information would in Grace Pope’s reasonable belief place a client or another person at serious risk to life, health or safety; or

  3. The client’s prior approval has been obtained to:

a) Provide a written report to another professional
or agency. e.g. a GP or a lawyer; or

b) Discuss the material with another person. e.g. a parent, employer, health provider, or third-party funder; or
c) Disclose the information in another way. e.g. for purposes of supervision; or

d) Disclose to another professional or agency (e.g. your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected.

A client’s personal information is not disclosed to overseas recipients, unless the client consents or such disclosure is otherwise required by law. Clients’ personal information will not be used, sold, rented or disclosed for any other purpose.


In the event that unauthorised access, disclosure or loss of a client’s personal information occurs Grace Pope Psychology will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.


Requests for access and correction to client information

At any stage, clients may request to access and correct the personal information about them kept on file. Grace Pope may discuss the contents with them and/or give them a copy, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by clients for access to or correction of personal information held about them should be lodged with Grace Pope. These requests will be responded to in writing within 14 days, and an appointment will be made if necessary for clarification purposes.



If clients have a concern about the management of their personal information, they may inform Grace Pope. Upon request they can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at or by post to: Office of the Australian Information Commissioner, GPO Box 5288, Sydney, NSW 2001.


Charter for Clients of APS Psychologists

Please click on the link below for information regarding the charter for clients of APS psychologists.

bottom of page