Client Confidentiality & Records Policy at Kensington Psychology Clinic
Client Confidentiality & Records Policy
Kensington Psychology Clinic
Effective June 2025
Purpose
This policy outlines how Kensington Psychology Clinic manages the confidentiality, security and retention of client records in line with professional ethical standards, legal requirements and best practice.
Confidentiality Commitment
We are committed to protecting the confidentiality of all client information obtained during the course of providing psychological services. Your personal and clinical information will only be used and disclosed with your informed consent, or as required by law.
Types of Records
We maintain secure records including but not limited to:
Client personal details
Clinical assessments and treatment notes
Correspondence related to care
Informed consent documentation
Access to Records
Clients have the right to request access to their records.
Requests should be made in writing to the clinic’s Director.
Access may be subject to reasonable conditions, including clinical considerations and legal restrictions.
Where appropriate, access may be provided via a professional discussion to ensure information is understood and supported.
Use and Disclosure of Records
Client information will only be shared with third parties (such as other healthcare providers or insurers) with your explicit written consent, except where disclosure is legally mandated (e.g., court orders, mandatory reporting).
We may disclose information without consent in situations where there is a serious risk to your or others’ safety, in compliance with relevant laws and ethical obligations.
Security and Storage
Client records are stored securely in locked filing systems and/or encrypted electronic systems with restricted access.
Digital records are protected using current industry-standard security measures.
Only authorised staff have access to client records.
Retention and Disposal
Records are retained for a minimum of 7 years from the last date of service, in compliance with professional guidelines and legal requirements.
For clients under 18, records are retained until the client turns 25 or 7 years after the last service, whichever is longer.
When records are no longer required, they are destroyed securely (e.g., shredding physical documents, permanently deleting electronic files).
Client Privacy Rights
You may request corrections or updates to your records to ensure accuracy.
You may withdraw consent for the use or disclosure of your information, subject to legal and clinical considerations.
You may lodge a complaint if you believe your privacy has been breached, which will be handled in accordance with our complaints policy.
Legal and Ethical Obligations
Kensington Psychology Clinic adheres to:
The Australian Privacy Principles under the Privacy Act 1988 (Cth)
The Code of Ethics and guidelines of the Australian Psychological Society (APS)
Relevant state and federal laws including mandatory reporting requirements
Contact for Privacy and Records Matters
If you have questions about your privacy or wish to access your records, please contact:
Kensington Psychology Clinic
Email: hello@kensingtonpsychologyclinic.com.au
Phone: 0450 344 999
This policy is reviewed regularly to remain consistent with legislative changes and best practices.