Meadowlark Psychology

Privacy Policy – Version 1.0

Last updated: March 2026

Meadowlark Psychology collects and holds personal and health information in order to provide psychological services. This policy explains how information is collected, used, stored, and disclosed in accordance with Australian privacy laws.

1. Practice Details

Meadowlark Psychology is operated by Nathan Dean McNamara (sole trader) trading as Meadowlark Psychology.

ABN: 34 510 213 356

Location: Victoria, Australia

Privacy enquiries or complaints: admin@meadowlarkpsychology.com.au

2. Legal Framework

Meadowlark Psychology manages personal information in accordance with:

• Privacy Act 1988 (Cth)

• Australian Privacy Principles (APPs)

• Health Records Act 2001 (Vic)

• Health Privacy Principles (HPPs)

These laws regulate how personal and health information is collected, used, stored, and disclosed.

3. Collection of Personal Information

Identification Requirements

Due to the nature of psychological services and applicable legal, clinical, and Medicare requirements, Meadowlark Psychology cannot provide services anonymously or under a pseudonym.

Identifying information is required in order to provide psychological services safely and maintain appropriate clinical records.

Why Information Is Collected

Personal and health information is collected because it is reasonably necessary to provide psychological services.

Meadowlark Psychology only seeks information that is relevant and necessary for the provision of psychological assessment, treatment, administration, or legal compliance.

Sensitive health information may be collected with consent, where required to provide a health service, or where authorised or required by law.

If requested information is not provided, Meadowlark Psychology may be unable to provide services safely or meet legal or Medicare obligations.

How Information Is Collected

Information may be collected through intake forms, questionnaires, clinical interviews, therapy sessions, email, SMS, referrals from health professionals, and information provided by parents, schools, or other professionals with consent.

Types of Information Collected

Identity and contact information (name, date of birth, address, email, phone number, emergency contact).

Clinical information (health history, psychological history, session notes, treatment plans, assessment data).

Educational information where relevant (school details or consultation information).

Referral and Medicare information (referral letters, Medicare details, Mental Health Care Plan information).

Financial information (invoices, payment status, authorised payment methods).

Administrative communication (email correspondence and SMS appointment reminders).

4. Storage and Security

Clinical records are stored primarily in a secure practice management system.

Draft reports and correspondence may also be stored within secure cloud-based business systems used for clinical documentation and administration.

Security safeguards include device encryption, multi-factor authentication, secure password management, and restricted system access.

Access to client information is limited to the sole practitioner.

Payment details are processed through secure third-party payment processors integrated with the practice management system.

Use of Artificial Intelligence

Artificial intelligence tools may be used to assist with aspects of documentation.

AI tools may assist with tasks such as drafting or summarising session notes and assisting with report writing or document drafting.

AI tools do not make clinical decisions, do not generate diagnoses, and do not replace professional judgement.

All clinical documentation is reviewed and approved by the psychologist.

Where AI-assisted documentation tools are used in clinical contexts, clients will be informed and consent will be obtained as part of the clinical consent process.

Identifiable client information is not entered into public or open AI systems.

5. Communication and Telehealth

Psychological services may be delivered via telehealth (for example, video conferencing platforms). Sessions are not recorded.

Meadowlark Psychology takes reasonable steps to protect the privacy and security of electronic communications. However, email, SMS, and other electronic communication methods may involve inherent privacy risks that cannot be completely eliminated.

Clients who prefer not to communicate electronically may request alternative communication methods where reasonably practicable.

6. Use and Disclosure of Information

Personal information may be disclosed with consent (for example communication with GPs, schools, or other treating professionals).

Information may also be disclosed where required or authorised by law, including mandatory reporting obligations, subpoenas or court orders, or Medicare compliance audits.

Information may be disclosed for professional or regulatory purposes such as to professional indemnity insurers or regulators including AHPRA.

Legal Requests for Information

If Meadowlark Psychology receives a subpoena, court order, or other lawful request for information, records may be disclosed where legally required.

Where appropriate and permitted by law, reasonable steps may be taken to notify the client and limit disclosure to information that is legally required.

Meadowlark Psychology does not confirm whether a person is a client without consent unless required or authorised by law.

7. Overseas Disclosure

Some technology service providers used by Meadowlark Psychology may process or store information overseas, including in jurisdictions such as the United States.

Where personal information is disclosed overseas, the recipient may not be subject to Australian privacy laws. Reasonable steps are taken to ensure appropriate privacy and security safeguards are implemented.

8. Access and Correction

Clients may request access to their personal information by contacting admin@meadowlarkpsychology.com.au.

Requests are generally acknowledged within 7 days and responded to within 14 days where practicable.

Identification may be required before personal information is released.

Access may be limited where disclosure would pose a serious threat to life, health, or safety or where other legal grounds apply.

Psychological test protocols are not released directly to clients due to professional test security obligations but may be provided to another registered psychologist.

Protection of Third-Party Information

Clinical records may contain information about other individuals such as family members, teachers, or other professionals. Information may be redacted or withheld to protect the privacy of those individuals.

Nature of Clinical Records

Clinical records are created primarily as professional working documents to support the provision of psychological services. Records may contain technical language, clinical observations, or preliminary impressions that form part of the therapeutic process.

A reasonable administrative fee may apply for extensive records requests or preparation of summaries.

Clients may request correction of inaccurate information.

9. Record Retention

Adult client records are retained for a minimum of 7 years from the date of the last entry.

Records relating to clients under 18 years of age are retained until the individual reaches 25 years of age, or longer where legally required.

When records are no longer required, they are securely destroyed or permanently de‑identified.

10. Data Breaches

Meadowlark Psychology complies with the Notifiable Data Breaches Scheme under the Privacy Act 1988 (Cth).

If an eligible data breach occurs Meadowlark Psychology will assess the breach, contain the breach, notify affected individuals, and notify the Office of the Australian Information Commissioner where required.

11. Complaints and Updates

Privacy complaints may be submitted to admin@meadowlarkpsychology.com.au.

Complaints will be acknowledged and Meadowlark Psychology will aim to respond within 30 days where practicable.

If unresolved, complaints may be made to:

Office of the Australian Information Commissioner (OAIC) – www.oaic.gov.au

Health Complaints Commissioner (Victoria) – www.hcc.vic.gov.au

Website Data

The Meadowlark Psychology website may collect limited technical information such as IP address or browser type through standard analytics tools used by the website hosting provider.

This information is used to improve website functionality and user experience.

Policy Updates

This policy may be updated to reflect changes in legislation, professional standards, or practice systems. The current version is available on the Meadowlark Psychology website.