Martin Kiem — Registered Psychologist

ABN: 24 113 472 519 | Mobile: 0480 664 276 | Email: martin@martinkiem.com

AHPRA No.: PSY0002855265 | AAPi Member No.: 20329

8/1A Greengate Road, Killara NSW 2071

Privacy Policy for the Management of Personal Information

This document describes the privacy policy of Martin Kiem, Registered Psychologist, for the management of clients' personal information. This practice is bound by the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).

Client Information

Client files are held securely within our practice management system, which uses encrypted, cloud-based storage. Access is restricted to Martin Kiem. Information held includes personal details such as name, address, contact information, relevant medical and psychological history, and other personal information collected as part of providing psychological services.

How Your Personal Information Is Collected

Your personal information is collected in a number of ways during the course of psychological consultation. This includes information you provide directly, whether in person, by phone, by email, or through online forms, and information provided by other health practitioners via referrals, correspondence, or reports.

Consequence of Not Providing Personal Information

If you do not wish for your personal information to be collected in the way anticipated by this Privacy Policy, Martin Kiem may not be in a position to provide you with a psychological service.

Purpose of Holding Personal Information

Your personal information is gathered and used for the purpose of providing psychological services, including assessment, diagnosis, and treatment of the concerns you bring to therapy. This information is retained to document what occurs during sessions and to enable the provision of relevant, informed, and continuous psychological care.

Use of Artificial Intelligence and Assistive Technologies

With your consent, Martin Kiem may use Artificial Intelligence/Assistive Technologies to support note-taking during sessions. This technology is used solely as an administrative documentation aid; clinical judgement and decision-making remain solely the responsibility of your psychologist. Any AI-generated notes are reviewed by your psychologist before being finalised and stored in your clinical file.

Session recordings used for AI-assisted note-taking are manually deleted by Martin Kiem at the end of each working day. This is generally expected to occur within 24 hours of the session, though this may vary depending on the day and time of the appointment.

Disclosure of Personal Information

All personal information gathered during the provision of services will remain confidential, except where:

  • Disclosure is required or authorised by law, including in response to a court subpoena;

  • Disclosure is necessary to lessen or prevent a serious threat to your life, health, or safety, or that of another person, consistent with the Privacy Act 1988;

  • You have given prior approval for a written report to be provided to another professional or agency (for example, your GP), or for information to be discussed with another person;

  • Clinical consultation with another professional or supervisor is required to provide appropriate care. In these instances, identifying details are not disclosed;

  • You would reasonably expect the disclosure, and it is directly related to the primary purpose for which the information was collected — for example, informing your referring GP of your progress, or processing a Medicare rebate on your behalf.

Your personal information will not be used, sold, rented, or disclosed for any purpose other than those described in this policy.

In the event that unauthorised access, disclosure, or loss of your personal information occurs, this practice will activate its data breach response plan and take all reasonable steps to minimise any risk of harm.

Overseas Disclosure and Cloud-Based Services

This practice uses secure, cloud-based software to support practice management, telehealth, psychometric assessment, and AI-assisted documentation. Personal information may be stored or processed by these service providers in the course of delivering these services. Where a service provider processes information outside Australia, this practice takes reasonable steps to use providers that maintain privacy and security standards consistent with the Australian Privacy Principles.

Requests for Access and Correction

At any time, you may request to see and correct the personal information held about you. Martin Kiem may discuss the contents of your file with you and/or provide a copy, subject to the exceptions set out in the Privacy Act 1988. Where personal information is found to be inaccurate, out of date, or incomplete, reasonable steps will be taken to correct it. Requests should be made directly to Martin Kiem and will be responded to within 30 days.

Data Breaches

This practice maintains a data breach response plan consistent with the Notifiable Data Breaches scheme under the Privacy Act 1988. In the event of an eligible data breach, affected clients and the Office of the Australian Information Commissioner will be notified in accordance with this scheme.

Privacy Complaints

If you have a concern about how your personal information has been handled, please raise this with Martin Kiem in the first instance. If you remain dissatisfied, you may lodge a formal complaint with the Office of the Australian Information Commissioner (OAIC):

Complaints about the professional conduct of your treatment, as distinct from the handling of your personal information, may be directed to the Psychology Board of Australia (AHPRA) or the Health Care Complaints Commission (NSW) — see your Informed Consent document for details.

This Privacy Policy is reviewed periodically and may be updated from time to time. The current version is available on request.