This document explains the management of personal information whilst engaging in psychological services with Dianne Casotti (Registered Psychologist). ‘Personal Information’ refers to information that includes information/data that can include your identity, and/or information/data that can be reasonably linked to your identity. Providing consent to access your personal information is important for treatment planning when engaging in psychological treatment.

 

Dianne Casotti (Registered Psychologist) adheres to the Australian Privacy Principles in the Privacy Act 1988 (cth). This document explains how your personal information, including information/data about your psychological treatment, is stored, used and shared with third parties when appropriate/required. Reasons for use of your information outside of these reasons will be asked for with consent by Dianne. If there is any breach of security, loss of personal information, and/or unauthorised access, Dianne will do what is within her power/control to minimise risk of harm and minimise further access to your personal information.

 

As a sole practitioner without administration support, it will only be Dianne Casotti (Registered Psychologist) managing your personal information. In the event she becomes incapacitated or dies, a suitably qualified colleague will be granted access to your personal information so they can inform you of events, and conduct needed steps including closing your files, communicating with your GP and Medicare, responding to legal requirements.
This policy is reviewed regularly to ensure currency. Please note updates to regulations, laws or practice policies may result in changes within this document. These changes will be effective immediately and will be done with the sole discretion of Dianne Casotti (Registered Psychologist).

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Purpose of Collecting Personal Information
Collecting your personal information aids the planning and implementation of your psychological treatment. It also helps retain records for treatment, assessment, diagnosis and provide informed psychological treatment.
Collected personal information is also used for Medicare claims and payments, general practice processes and routine practice audits by governing and licensing bodies. It is necessary to disclose your personal information to such bodies in order to continue providing you with psychological services.
 

Personal Information Collected

The personal information collected can include:

 

• Names, date of birth, contact details, including emergency contact details

• Medicare number

• Medical or psychiatric diagnoses

• Specific documentation including medical or psychiatric reports, previous referral letters, treatment reports, your personal history, medications, personal experiences, family history or possible risk factors

• Private Health Fund details

• Banking details, including credit card details, bank accounts for direct debits/deposits

• Psychology session notes, including records from our interactions

• Assessment data

Your personal information will be collected from your initial contact with Dianne Casotti (Registered Psychologist) and will include information from in person and electronic channels of communication. This also includes personal information from forms you complete, information gathered during sessions/interactions, and further information about you collected from third parties including your GP, Psychiatrist, Medicare, Private Health Fund, or any other body needed to be communicated with over the course of your treatment.

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How Personal Information is Used

Dianne Casotti (Registered Psychologist) is committed to maintaining your privacy and ensuring confidentiality of your personal information, except for when limits are reached (e.g., subpoena). Your information will not be sold or traded with a third party, nor will it be uploaded to My Health Record. Except in the course of providing psychological treatment/services, or as outlined in this policy, your information will not be shared with a third party without your consent. Furthermore, your information will not be disclosed to anyone outside of Australia without your consent unless required by law. Additionally, your information, including any de-identified information, will not be provided to organisations conducting research unless you give permission.

 

Your personal information can be used to update you with information, services, or updates provided by Dianne Casotti (Registered Psychologist). Dianne may also contact you through various communication channels including phone, email or text. Although your personal information is not shared without your consent, Dianne can share your personal information with third parties involved in the running of her practice including; information technology providers, accountants, insurers, auditors, professional advisors, lawyers; all of whom are required to comply with the Australian Privacy Principles (APPs) and this policy.

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In order to provide psychological services, your personal information may be shared with other healthcare providers including; GPs, Psychiatrists, specialist health care professionals, selected family members, employers, third party funders (including Medicare or Private Health Funds) as well as clinical supervisors or training institutions accessed for ongoing professional development.

 

Furthermore, Dianne Casotti (Registered Psychologist) may be required to write psychological reports to other professional agencies, including lawyers, GPs, or share your personal information with another professional when the disclosure directly relates to preventing harm or requiring their services to support your treatment. Dianne may also be required by law to share your information (e.g., subpoena).

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Personal Information Shared with Third Parties
Personal information needs to be shared with third parties that are involved with your wellbeing including GPs, Psychiatrists, and other allied health clinicians. Once your information is shared, Dianne Casotti (Registered Psychologist) has no control over the handling of that information within these third parties. Be aware that these third parties may need to share your information with other necessary groups, e.g., your GP may share your information from me with another health professional, or upload them to My Health Record.

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Currency of and Access to Personal Information
If your personal information requires updating, please inform Dianne Casotti (Registered Psychologist) to ensure your personal information remains current. Dianne will also take reasonable steps to update your information if it is believed to be out of date, incomplete or inaccurate.

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Access to your personal information may be shared with you, however this is subject to the exceptions in the Privacy Act 1988 (cth). Requests to access personal information need to be requested in writing to Dianne Casotti (Registered Psychologist). Your request will be responded to within a reasonable timeframe. An appointment could be made to discuss your request. Please note this appointment, and the administration of your request will incur fees. Please note Dianne withholds the right to refuse to provide your information under certain circumstances outlined in the privacy act such as when legal proceedings surround your information or if the law requires me to withhold information. In such case, refusal of your request will be stated in writing.

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Storage of Personal Information

Steps are taken to ensure your personal information is stored in a safe, secure system. Your information can be stored in hard copy format, in which case these documents are stored in a locked cabinet only accessible by Dianne Casotti (Registered Psychologist). However, the preferred method of storage is online via secure electronic systems including;

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1. Client management platforms that manage accounts, store correspondence to GPs and other related third parties and store client notes and data

2. Online claiming of Medicare benefits

3. Administering and collecting assessment data via a third party provider

4. Client communication via phone, telehealth, email and text

 

External parties are used to deliver assessments, and manage client data, and these systems have their own privacy polices and security systems in place. No data security can guarantee 100% security. Furthermore, digital communication (e.g., texts, emails, phone calls etc) cannot be guaranteed to be 100% secure, therefore there are innate risks to confidentiality despite reasonable measures taken to prevent risks of data privacy issues.

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Complaints Procedure
Complaints or concerns raised regarding privacy are taken seriously. You can request a copy of the Australia Privacy Principles, which explains your rights and how personal information is recommended to be handled. Express any privacy complaint or concern in writing and Dianne Casotti (Registered Psychologist) will respond within a reasonable timeframe and attempt to resolve the issue. Please note if you are dissatisfied with the handling of your complaint, you can contact the Office of the Australian Information Commissioner via;

 

Phone:     1300 363 992
Internet:   https://www.oaic.gov.au/privacy/privacy-complaints
Post:         GPO Box 5288, Sydney, NSW, 2001

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Please note if you are unclear about any part of this form, please contact Dianne Casotti (Registered Psychologist) directly to discuss.

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Updated: October 2025