Privacy policy.

At Mindcare Neuroscience we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Information We Collect

We collect personal information necessary for the provision of psychological services, including but not limited to:

  • Personal Details: Name, date of birth, contact details.

  • Health Information: Medical history, psychological assessments, treatment plans, and progress notes.

  • Session Information: Details of sessions, including notes taken during consultations.

We may collect this information directly from you or from other sources with your consent.

How We Use Your Information

We use your personal information for the following purposes:

  • To provide psychological assessment, diagnosis, and treatment.

  • To communicate with you about your appointments and care.

  • To maintain accurate and up-to-date health records.

  • To fulfill legal and professional obligations.

We will not use your information for purposes unrelated to your care without your explicit consent.

Disclosure of Your Information

We may disclose your personal information in the following circumstances:

  • With Your Consent: We may share your information with other health professionals or third parties if you provide consent.

  • Legal Requirements: We may disclose information if required by law or in response to a court order.

  • Emergency Situations: We may disclose information if necessary to protect your health or safety or that of others.

Data Security

We take reasonable steps to protect your personal information from unauthorized access, use, or disclosure. This includes:

  • Using secure technology and encryption for online communications. Client notes are held on Power Diary, a secure private practice software program. Your notes are kept secure and private.

  • Implementing physical and administrative safeguards to protect paper and electronic records.

  • Restricting access to your information to authorized personnel only.

6. Your Rights

You have the right to:

  • Access: Request a copy of the personal information we hold about you.

  • Correction: Request corrections to any inaccurate or incomplete information.

  • Deletion: Request the deletion of your personal information, subject to certain exceptions.

7. Cookies and Online Tracking

We use cookies and other tracking technologies to improve your experience on our website. Cookies help us understand how you use our site and tailor our services to your preferences. You can manage your cookie preferences through your browser settings.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and the revised policy will apply from the date it is posted. We encourage you to review this policy periodically.

AI Policy

At Mindcare Neuroscience, we are committed to providing high-quality psychological care while ensuring that our use of artificial intelligence (AI) technologies aligns with ethical standards and regulatory requirements. This AI Policy outlines our approach to integrating AI tools into our practice, including how these tools are used, the benefits they offer, and how we safeguard your privacy and data security.

Therapist’s use of AI Tools

Some of our therapist may chose to use AI as part of their administration process, such as compiling clinical notes and correspondence. Our therapist have a contractual obligation to comply with Mindcare Neuroscience AI policy.

Therapist may chose their preferred AI tools that is approved by Mindcare Neuroscience and comply with date security standards. Therapist are only to use AI tools as part of their administration assistance and will not rely on AI tools to perform therapy. Therapist are to reframe from inputting any identifiable information about our client in AI tools.

Data Privacy and Security

We ensure that any AI tools used comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988. Our data privacy and security measures include:

  • Data Encryption: All patient data processed by AI tools is encrypted to protect it from unauthorized access.

  • Access Control: Only authorized personnel have access to data processed by AI tools.

  • Data Anonymization: Where possible, data is anonymized to prevent identification of individual patients.

Informed Consent

Before using AI tools that involve processing personal or sensitive information, we obtain your informed consent. This includes:

  • Explanation of AI Use: We provide clear information on how AI tools will be used in your care and the benefits and risks associated with their use.

  • Opt-Out Option: You have the right to opt out of AI-based assessments or recommendations if you choose.

Ethical Considerations

We adhere to ethical guidelines when using AI technologies, including:

  • Transparency: We are transparent about how AI tools are used and how they affect your care.

  • Accountability: Human practitioners are responsible for interpreting AI-generated insights and making clinical decisions.

  • Bias and Fairness: We ensure that AI tools are regularly evaluated for biases and fairness to avoid discriminatory practices.Monitoring and Evaluation

AI tools are regularly monitored and evaluated to ensure they:

  • Meet Professional Standards: Comply with clinical guidelines and ethical standards.

  • Are Effective: Continue to deliver value and accuracy in clinical and administrative functions.

  • Protect Privacy: Adhere to our data protection policies and privacy regulations.

Changes to This Policy

We may update this AI Policy from time to time to reflect changes in technology, regulations, or our practice. Updated policies will be posted on our website, and we will notify you of significant changes.

User Agreement

Introduction

Welcome to Mindcare Neuroscience [Your Service Name] ("Service", "we", "our", or "us"). By accessing or using our online psychology service, you agree to be bound by the following terms and conditions ("Agreement"). Please read these terms carefully before using our Service.

Services Provided

Our Service offers online psychological consultations and support provided by registered psychologists allied health professionals. These services are intended for therapeutic purposes only and are not a substitute for emergency services.

User Obligations

  • Eligibility: You must be at least 18 years old or have the consent of a guardian to use our Service.

  • Registration: To access certain features, you may be required to create an account and provide accurate, complete information. You agree to update your information as necessary to keep it accurate and complete.

  • Confidentiality: You agree to keep your login details confidential and notify us immediately of any unauthorized use of your account.

Professional Conduct

  • Qualifications: Our psychologists allied health professionals are registered with the appropriate Australian regulatory bodies and adhere to professional standards.

  • Therapeutic Relationship: We strive to provide high-quality services, and we use technology facilitate and reinforce positive therapeutic relationship. You should discuss any concerns with your psychologist.

Privacy and Confidentiality

  • Privacy Policy: Your use of our Service is subject to our Privacy Policy, which outlines how we collect, use, and protect your personal information. Please review our Privacy Policy for more details.

  • Confidentiality: We are committed to maintaining the confidentiality of your information. However, there are legal exceptions where confidentiality may be breached (e.g., risk of harm to yourself or others).

Fees and Payment

  • Fees: The fees for our services are outlined on our website or provided by your psychologist. Payment is due as per the terms agreed upon at the time of booking.

  • Refunds: Refunds, if applicable, will be processed according to our refund policy, which is available on our website.

User Conduct

  • Prohibited Activities: You agree not to use our Service for any unlawful or prohibited activities. This includes, but is not limited to, harassment, abuse, or illegal activities.

  • Content: You are responsible for the content you share during your sessions and must ensure it complies with all applicable laws and regulations.

Limitation of Liability

  • Disclaimer: Our Service is provided "as is" without warranties of any kind. We do not guarantee that the Service will be error-free or uninterrupted.

  • Liability: To the maximum extent permitted by law, we are not liable for any direct, indirect, incidental, or consequential damages arising out of your use of the Service.

Termination

  • Termination by You: You may terminate your use of the Service at any time by notifying us.

  • Termination by Us: We reserve the right to terminate or suspend your access to the Service for any reason, including violation of this Agreement.

Changes to the Agreement

We may update this Agreement from time to time. Any changes will be posted on our website, and your continued use of the Service constitutes acceptance of the new terms.

By using our Service, you acknowledge that you have read, understood, and agreed to the terms of this Agreement.

Cancellation Policy

Overview

This Cancellation Policy outlines the procedures and conditions for cancelling or rescheduling appointments provided by Mindcare Neuroscience. Please read this policy carefully to understand your rights and obligations.

Appointment Cancellation by the Client

  • Notice Period: To avoid cancellation fees, you must notify us at least 24 hours before the scheduled appointment time. Notifications should be made via phone or online booking system.

  • Late Cancellations: If you cancel an appointment with less than 24 hours' notice, you may be charged a cancellation fee of 50% of the session fee.

  • No-Show Policy: If you fail to attend a scheduled appointment without providing notice (a "no-show"), you will be charged the full session fee.

3. Rescheduling Appointments

  • Notice Period: To reschedule an appointment without incurring a fee, you must provide at least 24 hours' notice before the original appointment time.

  • Availability: Rescheduling is subject to availability. We will make every effort to accommodate your preferred new appointment time.

Cancellation by the Service

  • Notice Period: If we need to cancel an appointment, we will provide you with at least 24 hours' notice. We will offer to reschedule the appointment at a time convenient for you or a full refund if a suitable alternative cannot be arranged.

Exceptional Circumstances

We understand that unforeseen circumstances may arise. In cases of emergency or exceptional circumstances (e.g., medical emergencies), please contact us as soon as possible to discuss your situation. We will consider waiving fees or making alternative arrangements on a case-by-case basis.

Policy Changes

We reserve the right to amend this Cancellation Policy at any time. Changes will be posted on our website, and your continued use of our services constitutes acceptance of the revised policy.

Acknowledgment

By booking an appointment with us, you acknowledge that you have read, understood, and agree to the terms of this Cancellation Policy.