Privacy Policy
James Clinch, Registered Psychologist
Last updated: July 2026
About this policy
This policy explains how your personal and health information is handled when you use my psychology services or this website. In this policy, "I", "me" and "my" refer to James Clinch, Registered Psychologist, providing psychology services through Schoolhouse Social Pty Ltd (ABN 58 670 132 466).
This policy applies only to my adult psychology practice and this website. Other programs and services operated by Schoolhouse Social Pty Ltd are covered by a separate privacy policy, available at www.schoolhousesocial.com.au.
I handle your information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Health Records Act 2001 (Vic).
What information I collect
Identity and contact information — your name, date of birth, address, phone number, email address, and the details of an emergency contact you nominate.
Health information — referrals and Mental Health Treatment Plans from your doctor, clinical notes, assessment information, information about medications and medical history, and correspondence with other health professionals involved in your care.
Medicare and billing information — your Medicare card details, DVA details where relevant, and records of invoices and payments. Card payments are processed by a secure third-party payment provider (e.g. Stripe); I do not store your full card number.
Website and communication information — anything you submit through the contact form or online booking system (Splose), and emails, SMS messages and phone messages you exchange with the practice.
How I collect it
Most information is collected directly from you — through intake and consent forms, in sessions, and in correspondence. Information may also be collected from your referring doctor, from other treating professionals with your consent, from Services Australia when processing Medicare claims, and through this website's contact form and booking system.
You are welcome to make general enquiries anonymously or using a pseudonym. However, psychological services cannot be provided anonymously, as identification is required for safe clinical care and Medicare claiming.
Why I collect it
Your information is collected and used to provide psychological assessment and treatment, maintain accurate clinical records, communicate with you about your appointments and care, process billing and Medicare claims, meet the reporting requirements of the Medicare Better Access initiative, and comply with my legal, professional and insurance obligations.
If sufficient information cannot be collected, it may not be possible to provide a safe or appropriate psychological service.
When information may be disclosed
I do not sell personal information, and I do not disclose your information without your consent except in the limited circumstances below:
- Your referring doctor. Under Medicare's Better Access initiative, I am required to provide a written report to your referring practitioner following each course of treatment. Your consent to this is obtained at intake.
- Serious risk. Where there is a serious threat to your life, health or safety, or to that of another person.
- Legal requirements. Where disclosure is required or authorised by law — for example, in response to a subpoena or under mandatory reporting obligations.
- Professional supervision. Aspects of clinical work may be discussed in professional supervision or peer consultation. Information shared is limited to what is necessary and is de-identified wherever possible. Your consent to this is obtained at intake.
- Service providers. Trusted providers that support the practice — practice management software (Splose), payment processing (Stripe) and telehealth platforms — handle information on my behalf under their own privacy and security obligations.
Some of these service providers may store data on servers located outside Australia.
Storage, security and retention
Clinical records are held electronically in Splose, which uses encryption and access controls. Access is limited to me. Reasonable steps are taken to protect your information from misuse, interference, loss, and unauthorised access or disclosure.
Health records are retained for at least 7 years from your last appointment, as required by the Health Records Act 2001 (Vic), after which they are securely destroyed or de-identified.
Website and electronic communication
This website's contact form and booking system collect only the information you choose to enter. The site may use basic cookies necessary for these features to function. Links to third-party websites are provided for convenience; I am not responsible for their privacy practices.
Email and SMS cannot be guaranteed to be completely secure. Please avoid including sensitive health information in the website contact form, and do not use it for urgent matters. If you are in crisis, contact 000, Lifeline (13 11 14), or attend your nearest emergency department.
Access and correction
You may request access to the health information I hold about you, or ask for it to be corrected, by contacting me using the details below. There is no charge for making a request, though a reasonable fee may apply to cover the cost of providing copies. Requests are usually actioned within 30 days. In limited circumstances access may be refused where the law permits (for example, where access would pose a serious threat to someone's health or safety); if so, I will explain the reasons in writing.
Complaints
If you have a concern about how your information has been handled, please contact me first using the details below — I take privacy concerns seriously and will respond within 30 days. If you are not satisfied with the outcome, you can contact:
- Office of the Australian Information Commissioner (OAIC) — oaic.gov.au(https://www.oaic.gov.au) | 1300 363 992
- Health Complaints Commissioner (Victoria) — hcc.vic.gov.au(https://hcc.vic.gov.au) | 1300 582 113
Contact
James Clinch, Registered Psychologist
admin@jamesclinch.com
0423 405 957
Changes to this policy
This policy may be updated from time to time. The current version will always be published on this page with its "last updated" date.