Privacy Policy
1. Introduction
Marvellous Minds Psychology is committed to protecting your privacy and complying with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant State and Territory laws governing the management of personal information.
This Privacy Policy applies to the personal information we handle about clients, prospective clients, visitors to our website www.marvellousmindspsychology.com.au, users of services we provide, and members of the public. By accessing our website or using our services, you agree to the terms of this Privacy Policy.
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2. Meanings and Definitions
References to “Marvellous Minds Psychology”, “Dr Sally Clifford”, “we”, “us”, and “our” refer to Marvellous Minds Psychology (ABN 75428248080). References to “you” and “your” refer to any individual about whom we collect personal information.
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3. Personal Information We Collect
3.1 Types of Personal Information
We collect personal information necessary to provide psychological services, including:
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Identifying information (name, date of birth)
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Contact details (phone number, email address, residential address)
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Medicare details and health fund information
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Emergency contact details
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Health and mental health history, current conditions, and presenting concerns
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Psychological assessment data, treatment plans, progress notes, and reports
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Family, social, educational, and occupational history relevant to treatment
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Information relating to funding arrangements (e.g. NDIS, third-party payers)
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Financial information for billing and payment purposes
As a health service provider, we may also collect sensitive information as defined under the Privacy Act, particularly information about your mental health and wellbeing. This information is collected with your informed consent and handled with the highest level of confidentiality and care.
3.2 Information from Third Parties
We may collect personal information from third parties such as:
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Referring health practitioners (e.g. GPs, psychiatrists, allied health professionals)
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Schools or educational providers (e.g. reports, learning assessments, NAPLAN results), where relevant and authorised
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Government agencies (e.g. Medicare, NDIS)
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Carers, guardians, or legally authorised representatives
If you provide us with personal information about another individual, you must ensure that you have their consent and that they are aware of this Privacy Policy.
4. How We Collect Personal Information
We collect personal information in a variety of ways, including:
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Directly from you during consultations (in person or via telehealth)
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Through intake forms, questionnaires, consent forms, and correspondence (electronic or hardcopy)
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Via telephone, email, or secure online systems
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From referrals, reports, or correspondence from other health professionals
We aim to collect personal information directly from you wherever possible.
5. How We Store and Retain Personal Information
Personal information is stored securely in electronic form using our practice management system Zanda. Some information may initially be collected in paper format and later converted to electronic records, after which the paper copy is securely destroyed unless required to be retained.
Paper records that are retained are stored in locked filing cabinets at our Bondi Junction, NSW practice location.
Clinical records are retained in accordance with legal and professional obligations:
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At least 7 years from the date of the last entry; or
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For clients under 18 years of age, until the client turns (or would have turned) 25 years of age.
5.1 Use of Cloud Storage and Google Drive
Marvellous Minds Psychology may use Google Workspace / Google Drive to securely store administrative and clinical documents (including reports and correspondence). Access is restricted to authorised personnel only. Files are protected through password security, access controls, and two-factor authentication where available. Google services are used in accordance with applicable privacy and security standards.
6. Use of AI-Assisted Note-Taking (NovoNote)
To support accurate and efficient clinical documentation, psychologists at Marvellous Minds Psychology may use NovoNote, a secure, Australian-based AI-assisted note-taking tool within the NovoPsych platform.
NovoNote:
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Is hosted on secure Australian servers
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Complies with the Privacy Act 1988 (Cth) and Australian Privacy Principles
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Encrypts data in transit and at rest
In line with the AHPRA Code of Conduct (2025), psychologists avoid entering identifying information (such as client names, schools, workplaces, or specific locations) during the drafting process.
6.1 Destruction of Drafts
Any preliminary notes or drafts (paper-based, digital, or within NovoNote) are securely deleted or destroyed once the final clinical note is reviewed and stored in the client record. Identifiable information is included only in the final, secure clinical file.
7. How We Protect Your Personal Information
We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification, or disclosure, including:
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Physical security measures (locked cabinets, secure premises)
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Electronic safeguards (passwords, firewalls, encryption, two-factor authentication where available)
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Restricted access to authorised personnel only
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Secure destruction or de-identification of information when no longer required
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Periodic privacy and data security reviews
While we take these precautions, no method of transmission or storage is completely secure. We cannot guarantee the security of information once it is in your possession (e.g. emailed reports).
8. Why We Collect, Use, and Hold Personal Information
We collect personal information to:
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Assess suitability for and provide psychological services
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Deliver assessments, diagnoses, and treatment
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Communicate regarding appointments and care
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Manage billing, rebates, and funding arrangements
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Comply with legal, ethical, and regulatory requirements
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Improve the quality and safety of our services
9. Disclosure of Personal Information
Your personal information is treated as confidential. Disclosure may occur only:
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With your written consent (e.g. to a GP, school, or other professional)
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When required or authorised by law (e.g. subpoena, mandatory reporting)
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To prevent or lessen a serious threat to life, health, or safety
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For administrative or IT support purposes with trusted service providers
9.1 Children and Young People
For clients under 18 years of age, confidentiality is maintained subject to mandatory reporting obligations and situations where disclosure is required to ensure safety.
10. Website Collection and Analytics
Our website uses Google Analytics. Google Analytics collects aggregated website usage data and may transmit data to servers outside Australia. It does not identify individual users.
By using our website, you consent to this data processing. You may opt out via browser settings or Google’s opt-out tools.
Our website may contain links to third-party websites. We are not responsible for their privacy practices.
11. Access and Correction of Personal Information
You may request access to or correction of your personal information in writing. We will respond within 30 days. Identity verification may be required.
Access may be refused where legally permitted (e.g. risk of harm). In such cases, written reasons will be provided. Access is generally facilitated via a scheduled appointment with the treating psychologist and is billed at standard rates. Copies of clinical records are not provided without a court subpoena.
12. Consequences of Not Providing Personal Information
If required personal information is not provided, we may be unable to offer or continue psychological services. Requests for anonymity or pseudonym use are generally impractical due to legal and clinical requirements.
13. Complaints and Concerns
If you have concerns about privacy or information handling, contact us at admin@marvellousmindspsychology.com.au. We will acknowledge and investigate complaints and aim to respond within 30 days.
If unresolved, complaints may be made to:
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Office of the Australian Information Commissioner (OAIC) – www.oaic.gov.au
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Australian Health Practitioner Regulation Agency (AHPRA) – www.ahpra.gov.au
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Australian Psychological Society (APS) – www.psychology.org.au
14. Data Breach Protocol
In the event of a data breach, we will activate our data breach response plan, minimise harm, and notify affected individuals and the OAIC where required under the Notifiable Data Breaches scheme.
15. Changes to This Policy
This Privacy Policy may be updated from time to time. The current version will always be available on our website.
16. Further Information
For general information about privacy rights, visit www.privacy.gov.au.
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Last updated: 9 January 2026
Working with Separated Parents Policy
1. Introduction
At Marvellous Minds Psychology, our primary focus is the emotional and psychological wellbeing of the children and young people we support. Some of the children attending our clinic come from separated or divorced families.
Parental separation can be a challenging time for families, and ongoing conflict or communication breakdown can impact collaboration with health professionals and, in turn, treatment outcomes for the child. This policy outlines our practice philosophy and expectations when working with separated parents, ensuring that the best interests of the child remain central at all times.
2. Practice Scope and Limitations
For all services provided, the child or young person is the primary client. Effective treatment outcomes depend on parents working together, where possible, to prioritise their child’s wellbeing.
Please note that Dr Sally Clifford does not provide specialised services for high-conflict families or matters involving active family law proceedings. Where significant conflict or court-related issues are present, families may be referred to specialised services with appropriate expertise.
3. Our Practice Position
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3.1 Shared Parental Responsibility
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It is an expectation of this practice that separated parents communicate respectfully and cooperatively regarding their child’s care.
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Decisions about a child’s psychological treatment (e.g. commencing therapy or assessments) should, wherever possible, be made jointly by both parents.
3.2 Appointments and Parental Involvement
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Either parent or legal guardian may:
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Schedule an appointment for their child
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Attend the appointment
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Request to receive copies of reports
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This applies unless a court order restricts a parent’s involvement. Any relevant court orders must be provided to the clinic prior to or at the first appointment.
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Both parents are welcome to attend appointments, where appropriate
3.3 Communication and Information Sharing Between Parents
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When an appointment is booked by one parent, that parent is responsible for:
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Informing the other parent of the appointment
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Inviting them to attend, where appropriate. The clinic does not take responsibility for ensuring both parents are informed of the appointment.
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Sharing relevant feedback, reports, or updates following the session
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Parents are expected to communicate directly with each other regarding the child’s treatment and recommendations.
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Marvellous Minds Psychology does not take responsibility for how information is communicated between parents outside of sessions.
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Marvellous Minds Psychology will not provide routine communication outside of sessions to parents who are not present at the appointment.
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Marvellous Minds Psychology does not act as an intermediary for communication between parents and will not relay messages, requests, or disagreements from one parent to the other.
3.4 Written Reports
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Reports are issued to the parent who attends the appointment.
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It is the responsibility of that parent to forward the report to the other parent. Copies of reports can be provided to each parent if specifically requested.
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Diagnostic feedback sessions may occur separately but require two separate booked clinical services.
3.5 Fees and Payments
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Payment is required on the day of the child’s appointment.
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Where a legal agreement exists regarding shared or reimbursed costs, the attending parent remains responsible for settling the account and arranging reimbursement independently.
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Credit card details may be retained on file in accordance with our payment policy.
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For external appointments, meetings, or phone consultations, payment must be made in advance by the parent who has agreed to pay.
3.6 Managing Conflict
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Research indicates that prolonged exposure to parental conflict can negatively affect children.
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Where disagreements arise regarding a child’s psychological care, we will attempt to manage these concerns ethically and in the child’s best interests.
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In situations of significant or ongoing conflict, we reserve the right to:
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Request relevant court orders
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Limit or pause services until disputes are resolved
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Discharge a family from the clinic if conflict disrupts clinical care or clinic operations
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Where appropriate, families may be referred to external services such as Family Dispute Resolution Practitioners.
3.7 Consent Requirements
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We may require written consent from both parents prior to commencing or continuing services, unless a court order specifies otherwise. This ensures transparency and shared understanding of the psychologist’s role in the child’s care.
3.8 Legal Documentation
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Parents are responsible for providing copies of any relevant court orders, parenting plans, or legal documents.
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These documents are necessary to ensure services are provided in accordance with legal requirements.
3.9 Legal and Forensic Matters
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We do not accept referrals where the primary purpose of assessment or therapy is to generate information for legal decision-making related to custody or parenting disputes.
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Our role is therapeutic, not legal.
3.10 Neutrality and Ethical Boundaries
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Marvellous Minds Psychology remains neutral and unbiased.
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If therapy is being used for legal purposes, or where coercion, pressure, or parental alienation is identified, services will be discontinued and an appropriate external referral will be provided.
4. Working Collaboratively
We aim to accommodate diverse family circumstances wherever possible. To support the best outcomes for your child, we ask that all relevant family and legal information is disclosed at the first appointment.
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Last updated: 9 January 2026
Informed Consent, Confidentiality, and Young People
When working with children and adolescents, psychologists balance a young person’s right to privacy with the important role parents or guardians play in supporting their wellbeing. This page explains how Marvellous Minds Psychology approaches consent and confidentiality for children and young people.
We follow the Psychology Board of Australia Code of Conduct (updated 1st December 2025) and relevant legal principles. Consent is an ongoing process and always guided by the young person’s best interests.
1. Consent, Mature Minors, and Gillick Competence
Some young people are able to provide their own informed consent to treatment. This is known as being a mature minor and is based on capacity rather than age alone. In Australia, this is often assessed using the principle of Gillick competence.
Typically, children around 14 years and older may be able to consent to therapy themselves, but age alone is not the deciding factor. A young person is considered Gillick competent if they can understand what therapy involves, why it is being offered, and the possible benefits, risks, and consequences. This assessment is based on professional judgement and may change over time.
For children who are not yet Gillick competent or assessed as mature minors, consent is provided by their parent(s) or guardian, and therapy is delivered in a way that considers the child’s developmental stage and understanding. We always aim to involve the child in decisions about their care as much as possible.
2. Confidentiality
If a young person is assessed as a mature or Gillick-competent minor:
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Confidentiality applies in the same way as for adults.
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Information will not be shared with parents without the young person’s consent, unless required by law or to manage serious risk.
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We work with young people to encourage appropriate parental involvement wherever possible.
3. Parental Involvement
Parents and guardians play an important role in supporting their child’s wellbeing. How parents are involved depends on the young person’s age, maturity, type of service, and any legal requirements. When a young person is a mature or Gillick-competent minor, it may not be necessary to obtain consent from both parents or share therapy updates routinely. These arrangements are discussed clearly at the start so expectations are understood. Court orders, parenting arrangements, and other legal obligations are always considered.
Respecting the Young Person’s Voice
As children grow older, their views and preferences become increasingly important. We respect the developing autonomy of young people and aim to provide a safe, trusting space where they feel heard and understood. Our practice centres on ethical care and the young person’s welfare, dignity, and rights.
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Last updated: 9 January 2026