Connected Minds Pty Ltd ATF/ Castello Trust (ABN: 43 696 803 642)
Level 1, 79 Little Oxford Street,

Collingwood, VIC 3066

Effective Date: 1st January 2026

 

Connected Minds Pty Ltd ("Connected Minds", "we", "us", "our") is committed to protecting your privacy and managing your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

As a private psychology practice, we understand the importance of confidentiality and the sensitive nature of the information entrusted to us.

This Privacy Policy explains how we collect, use, disclose and store your personal information.

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1. What is Personal and Sensitive Information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Sensitive information includes health information and information about your mental health, which receives additional protection under Australian law.

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2. What Information We Collect

We may collect the following types of information:

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General Personal Information

• Full name

• Date of birth

• Address

• Phone number

• Email address

• Emergency contact details

• Medicare details

• Private health insurance details

• GP and referrer information

 

Health and Clinical Information

• Presenting concerns

• Mental health and medical history

• Assessment results

• Risk assessments

• Treatment plans

• Clinical notes

• Reports and correspondence

 

Website and Digital Information

When you visit our website, we may collect:

• IP address

• Browser type and device information

• Website usage data (via cookies and analytics tools)

• Information submitted via online contact or intake forms

 

3. How We Collect Information

We collect information in several ways:

• Directly from you (in person, via phone, email, website forms or intake forms)

• Through our secure practice management platform, Halaxy

• Via Telehealth consultations conducted using Coviu

• Through clinical documentation tools, including AI-assisted note-taking software such as Heidi or NovoNote, which may be used to support accurate and efficient clinical record-keeping during sessions.

• Through client enquiries submitted via our website (Wix) or CRM system (HubSpot)

• From third parties with your consent (e.g. GPs, psychiatrists, allied health professionals, schools)

Where reasonable and practicable, we collect personal information directly from you.

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4. Why We Collect Your Information

We collect and use your information to:

• Provide psychological assessment and treatment

• Manage appointments, billing and Medicare claims

• Communicate with you regarding your care

• Liaise with other healthcare providers (with your consent)

• Comply with legal, regulatory and professional obligations

• Improve our services and client experience

• Manage our website and marketing communications

We will only use or disclose your information for the primary purpose for which it was collected, or for a secondary purpose where permitted or required by law.

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5. Disclosure of Personal Information

We may disclose your personal information to:

• Other healthcare providers involved in your care (with your consent)

• Medicare or private health insurers

• Professional advisors (e.g. accountants or auditors)

• IT and software providers that support our systems, including Halaxy, Coviu, HubSpot, Heidi, NovoNote and secure cloud hosting providers

• Regulatory authorities or professional bodies where required

• Courts or law enforcement agencies where legally required

Our internal team communications may occur via secure platforms such as Slack, which are used in accordance with confidentiality obligations.

We do not sell, trade or rent your personal information.

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6. Data Storage and Security

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Security measures include:

• Secure, password-protected clinical management systems (Halaxy)

• Encrypted telehealth consultations (Coviu)

• Restricted staff access to information

• Two-factor authentication where available

• Staff confidentiality agreements

• Secure cloud-based data storage

• Secure destruction of records when legally appropriate

Clinical records are retained in accordance with Australian legal and professional requirements. Where AI-assisted documentation tools (such as Heidi) are used, they are implemented in accordance with confidentiality obligations and Australian privacy requirements. We take reasonable steps to ensure that any third-party software providers comply with appropriate data protection and security standards.

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7. Overseas Disclosure

Some of our third-party service providers (including certain cloud-based software providers) may store data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure that your personal information is handled in a manner consistent with Australian privacy laws.

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8. Marketing Communications

If you provide your email address via our website, we may send you information about workshops, services or clinic updates through Mailchimp.

You may opt out of marketing communications at any time by using the unsubscribe link or contacting us directly. We do not include clinical information in marketing communications.

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9. Access and Correction

You may request access to the personal information we hold about you and request corrections if you believe it is inaccurate, incomplete or

out-of-date.

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Requests should be made in writing to:

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Practice Manager

Connected Minds Pty Ltd
Level 1, 79 Little Oxford Street,

Collingwood, VIC 3066
mmoren@connectedminds.com.au
+61 414 722 343

We will respond within a reasonable timeframe and in accordance with the Privacy Act.

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10. Complaints

If you have concerns about how your personal information has been handled, please contact us in writing.

We will investigate and respond within a reasonable timeframe. If you are not satisfied with our response, you may contact:

 

Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au
1300 363 992

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11. Updates to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available on our website.