In Depth: Clinical Confidentiality

Clinical Confidentiality, Privacy and Record Keeping

PeopleSense by Altius is committed to protecting your privacy and maintaining the confidentiality, security and appropriate handling of your personal and health information. Confidentiality is a fundamental part of psychological practice and supports trust, safety, and effective care.

Counselling services provided by PeopleSense are delivered in line with professional obligations established by the Psychology Board of Australia and Australian Health Practitioner Regulation Agency (Ahpra), as well as the Altius Group - Privacy and Records Management Policy and Procedures. This policy incorporates requirements under the Privacy Act 1988 (Cth), the Australian Privacy Principles, and relevant health records legislation.

Collection and Use of Information

Personal and health information is only collected where it is relevant and necessary for the assessment, treatment, and support of clients. This may include information shared during counselling sessions, assessment material, treatment notes, and limited demographic details such as age range or referral pathway.

Where services are delivered as part of an Employee Assistance Program (EAP), certain themes, non‑identifying demographics and service‑use information may also be collected for quality assurance and reporting purposes. This information is used to monitor service utilisation, identify broad trends, and meet organisational reporting requirements.

Any information shared through EAP reporting is aggregated and de‑identified. This means:

• no individual client is identified,

• no clinical notes or session content are shared, and

• no information is provided that could reasonably identify you.

Information is used only for the purposes for which it was collected or for directly related purposes that would reasonably be expected, and always in line with consent and privacy laws.

Storage, Security and Retention of Records

Clinical records are stored securely, and access to records is limited to authorised team members involved in service delivery and management, and systems are protected through appropriate technical and administrative safeguards.

Records are retained for legally required periods, including a minimum of seven years for adult clients, or longer where required for children, adolescents, or specific service contexts. Information is archived and disposed of in accordance with legal, regulatory, and organisational requirements.

Confidentiality and Its Limits

Information shared with your psychologist is treated as confidential and will not be disclosed without your consent, except where disclosure is required or authorised by law.

There are specific circumstances where psychologists may need to share information without consent. These include situations where:

• there is a serious risk to your safety or the safety of another person,

• disclosure is required by law, such as mandatory reporting obligations or court processes, or

• disclosure is required to assist regulators or enforcement bodies.

Where possible and appropriate, psychologists aim to discuss these circumstances with clients and to disclose only the minimum information required.

Access to Your Records

Clients have the right to request access to their clinical records. Requests are handled in accordance with the Altius Group - Privacy and Records Management Policy and Procedures.

In limited circumstances, access may be restricted where the law requires this to protect safety or privacy. This may include situations where providing access could pose a serious risk to health or safety, or where records contain information relating to another person that cannot reasonably be disclosed.

Where access is limited or refused, the reasons will be explained, and alternative options may be discussed, such as reviewing information together during a session or providing a summary where appropriate.

Supervision and Professional Consultation

To maintain high standards of care and ensure safe and ethical practice, psychologists regularly participate in professional supervision and peer consultation. In these settings, aspects of clinical work may be discussed in a confidential and de‑identified manner.

This process supports quality care, reflective practice, and professional accountability while protecting client privacy.

Consent and Information Sharing

Consent is an important part of psychological services and is treated as an ongoing process. Information is shared with other health professionals, organisations, or stakeholders only with appropriate consent, unless disclosure is otherwise required or authorised by law.

Where services are delivered via telehealth, the same standards of confidentiality, privacy, and record keeping apply as for in‑person services.

Questions and Concerns

Clients are encouraged to raise any questions or concerns about confidentiality, privacy, or record keeping with their psychologist at any time. Requests for access to information and privacy‑related enquiries are managed in line with organisational procedures, with clear pathways for escalation or complaint where required.