Privacy Policy

Privacy Policy & Consent to Collect Information

Making Minds Psychology Coffs Coast

1. Nature and Purpose of Our Service

To provide high-quality psychological support, Making Minds collects personal information relevant to your child’s care (e.g., name, developmental history, and treatment goals). This information helps us understand your needs and provide a safe, effective service.

We manage all personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Confidentiality and Its Limits

Your information is stored securely using encrypted systems (Splose, AWS Sydney servers) with two-factor authentication. In accordance with the Health Records and Information Privacy Act 2002 (NSW), records are kept for at least 7 years, or until a child reaches age 25.

Information remains confidential except when:

• Legal Obligation: We receive a subpoena or have mandatory reporting duties (e.g., child protection).

• Safety: There is a serious risk of harm to you, your child, or others.

• Collaboration: You have provided consent to share information with your support team (GP, Paediatrician, School, or NDIS provider).

• Professional Support: We discuss cases in clinical supervision to ensure best practice; however, no identifying details are disclosed.

3. Resource Development & Community Projects

To support the broader community and our creative mission, Making Minds may use de-identified clinical themes and frameworks to:

• Improve service provision and internal resource creation.

• Develop educational materials, customised storybooks, or online courses.

• Note: No individual client can ever be identified in these materials. Your privacy is paramount.

4. Triage & Enquiry Forms

If you complete an Enquiry Form on our website but do not proceed to become a client, your data will be held for 6 months for clinical record-keeping and then securely destroyed.

5. Use of Technology & AI

• Telehealth: We use secure platforms; however, you acknowledge the inherent technical risks of digital communication.

• AI Tools: We use Splose AI for transcribing and drafting clinical notes. This data is processed under strict confidentiality, is not used to train AI models, and is always reviewed by your psychologist before being added to your record.

6. Professional Boundaries

To protect your privacy and maintain professional standards, your psychologist will not engage with clients on social media or enter into personal/financial relationships outside of therapy.

7. Website & Device Information

When you visit our site, we automatically collect basic "Device Information" (IP address, browser type, and cookies) to ensure the website functions correctly and to prevent abuse. This data is statistical and does not identify you personally. You may choose not to provide personal data via our web forms, though this may limit our ability to contact you or provide a newsletter.

Contact & Rights

You have the right to access or correct your personal information at any time. For questions or to exercise your rights under the APPs, please contact: Email: info@makingminds.com.au Address: 2.01B B Block Innovation Hub, Coffs Harbour Education Campus.