Last updated: 25 January 2026 

AlongSide Collective (ABN: 54692874052) is committed to protecting your privacy and managing personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the National Law and the Psychology Board of Australia’s Code of Conduct. 

This Privacy Policy describes how we collect, store, use and disclose personal information in the provision of psychological services and related activities, including telehealth and community‑based services. 

 

1. Definitions 

For the purposes of this policy: 

• Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable (whether true or not, and whether recorded in a material form or not). 

• Sensitive information includes health information and other information such as mental health history, disability information, and information about race, ethnicity, sexual orientation or criminal history, which is subject to additional protections under the Privacy Act. 

• Health information is a type of sensitive information and includes information about an individual’s physical or mental health, health services provided, and other associated details such as treatment plans and reports. 

 

2. What Information We Collect 

To provide safe, ethical psychological services, we may collect and hold personal and sensitive information including: 

• Identification and contact details (name, address, email, phone number, date of birth). 

• Health, mental health and medical history and current presentation. 

• Family, education, social and employment history where clinically relevant to assessment or treatment. 

• Results of psychological tests, questionnaires and standardised assessments. 

• Session notes, case formulations, treatment plans, progress notes and reports. 

• Referral information and correspondence from GPs, psychiatrists, Employment Providers, NDIS providers, insurers and other services. 

• Telehealth safety information (for example, current location and emergency contact during telehealth sessions). 

• Information from communications with you, such as email, SMS, phone calls or online forms. 

• Temporary audio recordings used only to generate accurate case notes (see Section 7). 

We only collect information that is reasonably necessary for, or directly related to, the provision of psychological services, practice management and our legal and regulatory obligations. 

Services for children and minors 

AlongSide Collective does not currently provide services to individuals under 18 years of age. If this changes, this Privacy Policy and associated consent documentation will be updated to reflect additional requirements for minors and people with limited decision‑making capacity. 

 

3. How We Collect Information 

We collect personal information in a variety of ways, including: 

• Intake and consent forms completed online or in person. 

• Directly from you in sessions (in‑person, telehealth or outreach). 

• Through Splose, our secure clinical case‑management system. 

• Through Microsoft Teams or other approved telehealth platforms. 

• From referrals and correspondence provided by health professionals, Employment Providers, NDIS providers and other support agencies (where you have consented or it is otherwise authorised by law). 

• Through participation in group programs or community‑based services. 

We may also collect information from family members, carers or other supports where it is clinically appropriate and with your consent, or where authorised or required by law. 

Website enquiries and online forms 

Our website (hosted on Wix) may collect limited personal information through online forms, including referral forms, contact forms and FAQ enquiries. Information submitted may include your name, contact details and the content of your enquiry. 

• Referral form submissions are securely transmitted into Splose (our clinical case‑management system). 

• General website and FAQ enquiries are stored within Wix and email systems and are accessed only by authorised personnel. 

Submitting a website enquiry does not establish a therapeutic relationship. A formal client relationship begins only after intake is completed, consent is obtained, and services commence. 

 

4. Consequences of Not Providing Information 

You may choose not to provide some or all of the requested information. However, if you do not provide information that is necessary for safe and effective psychological practice, we may be unable to offer services or may need to limit the services we provide in order to meet professional and ethical standards. 

 

5. How We Use Your Information 

We use your personal information for purposes directly related to the delivery and management of psychological services, including: 

• Conducting psychological assessment, formulation and intervention. 

• Coordinating care with other services and practitioners where you have consented or where authorised or required by law. 

• Preparing clinical records, letters and reports (for example to your GP, psychiatrist, Employment Provider, NDIS or other funders). 

• Managing appointments, invoicing, billing and practice administration. 

• Meeting our legal, ethical and regulatory obligations, including record‑keeping and reporting duties. 

• Ensuring safety in community‑based, telehealth and outreach services (for example, safety planning and emergency response). 

We will not use your personal information for purposes unrelated to the above unless you give consent, or we are required or authorised by law to do so. 

Marketing and sale of personal information 

• AlongSide Collective does not sell personal information. 

• Personal information is not used for direct marketing without your explicit consent, and you can opt out of such communications at any time. 

• Our website does not sell services or process payments directly; contact submissions and referrals are used solely for enquiry and service coordination purposes. 

Crisis and emergency communications 

AlongSide Collective’s website, email and online forms are not monitored for urgent mental health concerns. If you are in immediate danger or experiencing a mental health crisis, please contact 000, Lifeline (13 11 14), or local emergency services. 

 

6. Digital Tools, Cookies and Third‑Party Services 

Digital tools and AI‑assisted documentation 

AlongSide Collective may use secure digital tools (including AI‑assisted features within Splose or other approved platforms) to assist with documentation, letter generation and practice management. These tools: 

• Operate within encrypted, access‑controlled systems. 

• Are configured so that identifiable health information is not transmitted to public or consumer AI platforms. 

• Are used under clinician oversight; all clinical content is reviewed and verified by your clinician. 

We do not use public AI tools (such as general web‑based chatbots) to process identifiable client information. 

Website cookies and analytics 

Our website does not intentionally use advertising cookies or behavioural tracking tools. Basic website performance or security analytics may be enabled through Wix to maintain site functionality and protect against misuse. 

Where cookies are used, they are limited to those required for basic site operation. You can manage or disable cookies via your browser settings; however, this may affect website functionality. 

Third‑party platforms and service providers 

We use reputable third‑party providers to deliver services and manage information, including: 

• Splose – clinical records, scheduling, billing and SMS reminders. 

• Microsoft (Microsoft 365 and Microsoft Teams) – email, document management and telehealth. 

• Wix – website hosting and enquiry forms. 

• Xero – accounting and financial records. 

Where these providers host data, we take reasonable steps (such as contract terms and platform selection) to ensure that they maintain appropriate privacy and security protections, consistent with the APPs and professional standards. 

 

7. Data Retention, Record Storage and Temporary Audio Recording 

Storage and security 

We store personal information in secure electronic systems protected by passwords, encryption and access controls. Only authorised personnel who require access for clinical or administrative reasons can access your information. 

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure and to destroy or de‑identify personal information when it is no longer required, subject to legal and professional obligations. 

Retention of clinical records 

Clinical records are retained in accordance with legal, ethical and professional requirements for health service providers. As a general rule, records are kept for at least 7 years from the date of last client contact, and for clients under 18 years (if services are introduced in future) until at least age 25 or 7 years after last contact, whichever is longer. 

In some cases, it may be clinically or legally appropriate to retain records for longer (for example, where there is a risk of future legal proceedings). 

Temporary audio recording 

To support accurate and comprehensive documentation: 

• Audio recording may be used temporarily (for example, to assist in drafting detailed case notes). 

• You will always be informed beforehand and your participation is optional. 

• Where used, recordings are stored securely and are permanently deleted as soon as notes are finalised, and in any event within 24 hours. 

• Only written clinical notes and associated documentation are retained in your record. 

Website enquiries and non‑client records 

Website enquiries and records of non‑client contact are retained only for as long as reasonably necessary for communication, administrative purposes or record‑keeping obligations, and are periodically deleted or de‑identified when no longer required. 

 

8. Disclosure of Personal Information 

Personal information is treated confidentially. We will not disclose your information except in the circumstances below: 

• Where you have provided consent to share information with: 

• GPs and other treating health professionals. 

• Employment Providers and related vocational services. 

• NDIS providers and plan managers. 

• Schools, community agencies or family members involved in your care. 

• Third‑party funders such as insurers or government programs. 

• When required or authorised by law, including: 

• In response to a subpoena, court order, warrant or other legal process. 

• Mandatory reporting obligations (for example, child protection or serious criminal offences, as required by relevant legislation). 

• When a report is required by a regulator or complaints entity such as AHPRA or a Health Complaints body. 

• When necessary to prevent or lessen a serious and imminent threat to your life, health or safety, or that of another person, and it is unreasonable or impracticable to obtain your consent. 

• In de‑identified form, for clinical supervision, training, service evaluation and quality improvement (see below). 

We do not disclose personal information overseas unless it is reasonably necessary in the circumstances and you have given informed consent, or the disclosure is otherwise authorised by law. 

Consent and withdrawal 

You may withdraw or vary your consent to information sharing at any time. Withdrawal of consent does not affect: 

• Disclosures that have already occurred with your consent. 

• Disclosures required or authorised by law, court order or professional duty of care. 

De‑identified information for supervision and quality improvement 

We may use de‑identified information for professional supervision, training, service evaluation and quality improvement. Identifying details are removed wherever possible, and any use of identifiable information for these purposes would require your consent. 

Overseas data storage 

• Splose currently stores client data on Australian‑based servers. 

• Microsoft and Wix may store some communication and website‑related data on secure servers that are located outside Australia. 

• Where overseas storage occurs, we take reasonable steps to ensure that such providers handle personal information in a way that is consistent with the APPs, including through provider selection, technical safeguards and contractual terms. 

 

9. Data Breaches 

If we become aware of unauthorised access, disclosure or loss of personal information that is likely to result in serious harm, we will: 

• Activate our Data Breach Response Plan and take immediate steps to contain and assess the breach. 

• Take reasonable steps to reduce the risk of harm to affected individuals. 

• Notify affected clients where required, including providing recommendations for steps they can take to protect themselves. 

• Notify the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breach Scheme, where legally required. 

 

10. Access to and Correction of Personal Information 

You have rights under the Privacy Act and APPs to request access to personal information we hold about you and to request correction if you believe that information is inaccurate, out‑of‑date, incomplete, irrelevant or misleading. 

You may also: 

• Withdraw consent for information sharing where legally permissible. 

• Request deletion or de‑identification of personal information that is no longer required, subject to our legal and professional retention obligations. 

• Opt out of non‑essential communications (for example, practice newsletters or non‑critical reminders). 

• Raise concerns about how your personal information is managed. 

Requests for access or correction should be submitted in writing using the contact details below. We will respond within a reasonable timeframe, usually within 21 days, and may request further information to verify your identity. Access may be refused in limited circumstances as permitted by the Privacy Act or other applicable laws, and if so we will explain the reasons for refusal and available complaint options. 

 

11. Complaints About Privacy 

If you have questions or concerns about your privacy or this policy, or believe your personal information has not been handled in accordance with the APPs, you may contact us: 

AlongSide Collective 
Email: support@alongsideco.com.au 
Website: www.alongsideco.com.au 

We will acknowledge privacy complaints within 7 business days and aim to investigate and respond within 30 days, or explain if more time is required. 

If you are not satisfied with our response, you may contact: 

• Office of the Australian Information Commissioner (OAIC) 
  Phone: 1300 363 992 
  Website: www.oaic.gov.au 

You may also raise concerns regarding professional conduct with: 

• Australian Health Practitioner Regulation Agency (AHPRA) / Psychology Board of Australia 
  Website: www.ahpra.gov.au 

 

12. Changes to This Policy 

We may update this Privacy Policy from time to time to reflect changes in law, technology, practice operations or clinical services. The most current version will be available on our website or on request. Continued use of our services after any update indicates your acceptance of the revised Privacy Policy. 

 

13. Contact Details 

For any questions about this Privacy Policy or how your information is handled, please contact: 

AlongSide Collective 
Email: support@alongsideco.com.au 
Website: www.alongsideco.com.au 
ABN: 54692874052