Privacy Policy

Kin Clinic is committed to protecting your privacy and ensuring the confidentiality of your personal information. This privacy policy explains how we collect, use, store, and protect your personal information, and outlines your rights in relation to that information. By accessing or using our services, you agree to the terms outlined in this policy.

1. Introduction

Kin Clinic is a mental health clinic that provides psychiatry and psychology services and other mental health or neurodiversity services. We understand the sensitive nature of the personal information we collect and handle, and we are committed to complying with the Privacy Act 1988 (Cth)and the Australian Privacy Principles (APPs). This policy describes how we collect, use, disclose, and protect your personal information in accordance with these laws.

2. Types of Information We Collect

We collect and store personal information necessary to provide quality care and treatment. The types of information we may collect include:

Personal Identification Information: Full name, date of birth, contact details (e.g., address, phone number, email).

Health Information: Medical history, psychological assessments, diagnoses, treatment plans, session notes, medication history, and any other information necessary for your care.

Sensitive Information: As a mental health clinic, we may collect sensitive information about your psychological and psychiatric health, including your mental health status, therapy or treatment plans, and related health conditions.

Billing Information: Payment details, Medicare or private health fund information, and any other details related to billing and payment for our services.

Emergency Contact Information: Contact details of a person who can be reached in case of an emergency.

3. How We Collect Information

We collect personal information in the following ways:

Directly from you or your carer/ collateral source you provide: During consultations, intake forms, assessments, and through your interactions with our clinic (in person, by phone, email, or online platforms). Only with your consent we may also include people in your life in the assessment to provide information about you.

Third-party providers: From referring health professionals, hospitals, or other healthcare providers / referral sources when necessary for your treatment or care.

4. How We Use Your Information

We use your personal information for the following purposes:

To provide mental health services: To assess, diagnose, and treat your mental health condition.

To manage your care: To maintain accurate medical records and treatment plans, including follow-up care and referrals.

To communicate with you: To contact you regarding appointments, treatment updates, or follow-up information.

Billing and payment: To process payments, Medicare claims, health insurance claims, and any other administrative purposes related to billing.

To comply with legal obligations: To meet our legal obligations, including reporting requirements to regulatory bodies, health authorities, or legal entities when required.

5. Disclosure of Your Information

Please kindly note there are limits to confidentiality for all clinicians who do have a legal duty of care to share information with selected health care services or legal professionals as in scenarios where there is risk to a patient or notes are subpoenaed for court.

We will only disclose your personal information in the following circumstances:

For Connected Care: We routinely share information with your GP and other professionals involved in your care, such as other specialists. This is often required for safety reasons, for example, if a doctor is prescribing medication, it is important that the GP be aware of this due to medication interactions. It is a best practice standard for your clinician to communicate regarding your welfare and mental health with your GP. Kin Clinic Consultants retain the right to decline to provide clinical services in instances where a patient declines to share GP details or is not registered with a GP. Safety critical health or risk information may be necessary to share with your GP. However, if there is more detailed information not safety or risk critical, you do not wish to be shared with your GP please advise your clinician at your first appointment of this or let our reception team know so we can make a note on your file.

For Data Entry & Administrative services: Kin Clinic Administrators or Allied Health Assistants are often involved in data collection or sending reports for clinicians. Administrators, practice managers and Allied Health Assistants are bound by confidentiality laws within their contracts and are trained in the confidential nature of their work.

To comply with the law: If required by law, we may disclose your information to comply with legal or regulatory obligations, including in response to court orders or requests from law enforcement agencies.

To prevent harm: If we believe there is a serious risk to your health or safety, or the safety of others, we may share your information with appropriate care team members, emergency services, crises teams, specialists or authorities to prevent harm.

For Supervision: Professionals working with sensitive data are required by their professional bodies for best practice to discuss cases in a professional meeting called supervision. Professionals providing supervision are also bound by confidentiality meaning they cannot discuss cases outside of the supervision. Supervision is a requirement of maintaining registration to practice for psychiatry and psychology and is designed to ensure best care. Other team members involved in your care may also confidentially discuss cases with a supervisor where required for best care. Where you have consented to shared care between a Kin Clinic contractor and another service, you are providing consent for us to discuss your case with the specified professional.

Individual health records held by Kin Clinic are Governed by the Health Records Act 2001. Whilst typically under 16s have parental involvement in care. Adolescents may be considered capable of consenting independently, as per Gillick competence. Involvement of guardians in care can depend on older adolescent consent in such circumstances.

6. Security of Your Information

We take the protection of your personal information seriously. We have implemented appropriate physical, technical, and administrative safeguards to prevent unauthorized access, misuse, alteration, or disclosure of your personal data. This includes:

Secure storage of paper-based and electronic records.

Encryption of sensitive information stored electronically.

Access controls limiting access to personal information to authorised members only.
Clinicians who are independent consultants at Kin Clinic are also bound within their services and facilities agreements to comply with the Privacy Act and all other applicable privacy laws.

7. Access to and Correction of Your Information

You have the right to:

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

Correction: Request that we correct any inaccurate, outdated, or incomplete information we hold about you.

To request access or corrections, please contact us at pm@kinclinic.com.au. We will respond to your request in a timely manner, in accordance with the relevant laws.

8. Retention of Your Information

We will retain your personal information for as long as it is necessary to provide services to you and to comply with legal or regulatory requirements. Once your information is no longer needed, we will securely destroy or de-identify it.

9. Your Rights

Right to withdraw consent: You may withdraw consent for the use or disclosure of your information at any time (subject to certain legal limitations).

If you would like to exercise any of these rights, or if you have any concerns or complaints about how we handle your information, please contact us at pm@kinclinic.com.au

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or to comply with new laws or regulations.

11. Software

Kin Clinic clinician consultants and administrators utilise secure software compliant with privacy regulations as follows: 

Practice management Software Halaxy.

Video Software compliant with the privacy regulations in Australia such as Zoom. The software utilised by clinicians for video conferencing may vary but clinicians have a responsibility to use appropriate video conferencing compliant with Australian privacy laws.

AI tools for note taking and proof reading; HeidiHealth & Zoom.

 NovoPsych Questionnaires for improving collation of patient data.

Your data is processed and stored in your jurisdiction and in accordance with applicable privacy laws. None of your data is ever used for secondary purposes.

By using our service you are consenting to your clinician’s use of the above tools and the privacy policy & terms and conditions on the kin clinic website for us to provide the service.