Privacy Policy
 

Internal Compass Psychology
Aidan Ma, trading as Internal Compass Psychology

Last updated: September 2026
 

Internal Compass Psychology respects your privacy and is committed to protecting your personal information.
 

This Privacy Policy explains how personal information is collected, used, stored and disclosed when you use this website or engage with Internal Compass Psychology for psychological services.
 

This policy should be read together with the Privacy & Consent Form provided to clients when commencing psychological services.
 

1. What information we collect

Depending on how you interact with Internal Compass Psychology, we may collect personal information including:

• your name and contact details;

• information provided through website contact or enquiry forms;

• appointment and administrative information;

• information required to provide psychological services;

• health information and other sensitive information relevant to your care;

• information discussed during psychological sessions;

• Medicare, payment and billing information where applicable; and

• information required to meet legal, professional and regulatory obligations.

We generally collect information directly from you. In some circumstances, information may also be received from another person or organisation where this is authorised by you or permitted or required by law.
 

2. How we use your information

Personal information may be collected and used for purposes including:

• responding to enquiries and requests;

• arranging and managing appointments;

• providing psychological assessment, treatment and clinical care;

• maintaining appropriate clinical records;

• communicating with you about your care;

• processing payments and applicable Medicare claims;

• coordinating care with other health professionals where authorised;

• managing the operation and administration of the practice;

• improving our services; and

• meeting legal, professional and regulatory obligations.

Personal information will not be used for unrelated purposes unless permitted or required by law or you have provided appropriate consent.
 

3. Website information

When you visit this website, certain technical information may be collected automatically by the website or its hosting and technology providers. This may include information such as your IP address, browser type, device information and general website usage information.

This information may be used for purposes such as website security, functionality, analytics and improving the website.

Where the website uses cookies, analytics tools or similar technologies, these may collect information about how visitors interact with the website.
 

4. Contact forms and online enquiries

If you contact Internal Compass Psychology through a website form, email or other online communication, the information you provide may be collected and used to respond to your enquiry or manage your request.

Please avoid including detailed or highly sensitive health information in website enquiry forms or social media messages unless specifically requested through an appropriate secure process.

Submitting an enquiry does not establish a psychologist–client relationship.
 

5. Disclosure of personal information

Your personal information will generally only be disclosed where necessary for providing services, managing your care, administering the practice, or where authorised or required by law.

Depending on the circumstances, information may be disclosed to:

• Medicare or other relevant funding bodies where applicable;

• referring practitioners or other health professionals involved in your care, where authorised;

• insurers or other third parties where authorised or required;

• service providers who assist with the operation of the practice;

• payment and practice-management providers; and

• government, regulatory or legal authorities where disclosure is required or authorised by law.

Information may also be disclosed where reasonably necessary to lessen or prevent a serious threat to the life, health or safety of you or another person.
 

6. Confidentiality

Information provided during psychological services is generally confidential.

There are circumstances where confidentiality may be limited, including where disclosure is:

• required or authorised by law;

• reasonably necessary to lessen or prevent a serious threat to the life, health or safety of you or another person; or

• authorised by you.

Further information about confidentiality and its limits is provided in the Privacy & Consent Form.
 

7. Storage and security

Reasonable steps are taken to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Personal and clinical information may be stored electronically using secure practice-management, clinical record, communication and other technology systems.

No electronic system can be guaranteed to be completely secure. Where appropriate, reasonable security measures are used to protect information.
 

8. Electronic communication and telehealth

Internal Compass Psychology may use email, SMS, telehealth, Halaxy and other electronic systems to communicate with clients and manage psychological services. Electronic communication and telehealth involve some privacy and security risks. Clients are encouraged to discuss any concerns about electronic communication or telehealth with their clinician.
 

9. AI-assisted clinical documentation

With appropriate consent, Internal Compass Psychology may use NovoNote, an AI-assisted documentation tool provided by NovoPsych, to assist with clinical note-taking. Where NovoNote is used, information from a psychological session may be processed to assist in generating a transcript and clinical summary. The clinician remains responsible for reviewing and maintaining the final clinical record. Further information about the use of NovoNote, including information about consent and the ability to withdraw consent, is provided in the Privacy & Consent Form.
 

10. Access and correction

You generally have the right to request access to personal information held about you and to request correction of information that is inaccurate, incomplete or out of date, subject to applicable legal exceptions.

Requests for access to or correction of personal information can be made by contacting:

Email: info@internalcompasspsychology.com

You may be asked to provide sufficient information to verify your identity before access to personal information is provided.
 

11. Privacy concerns and complaints

If you have a concern or complaint about how your personal information has been handled, please contact Internal Compass Psychology in the first instance.

We will consider your concern and respond within a reasonable period.

Privacy enquiries and complaints:
info@internalcompasspsychology.com

You may also have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC) if you are not satisfied with how your privacy concern has been handled.
 

12. Anonymity and pseudonymity

Where practicable, you may choose not to identify yourself or may use a pseudonym when interacting with Internal Compass Psychology.

However, this may not be possible where identification is required or authorised by law or is reasonably necessary to provide psychological services. If you do not provide information reasonably necessary for your care, Internal Compass Psychology may be unable to provide some or all services.
 

13. Changes to this Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes to our practices, technology, legal requirements or services.
The current version will be published on this website with the date of the most recent update.
 

Contact

If you have questions about this Privacy Policy or how your personal information is handled, please contact:
 

Internal Compass Psychology
37 Bosisto St, Richmond, VIC 3121
info@internalcompasspsychology.com