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Your privacy

Privacy Policy.

How we collect, use, store and share your personal and health information — and the rights you have over it.

Your privacy at a glance.

One key, yours

Your privacy at a glance

  • We are an adult service. We work with people aged 18 and over and do not provide psychological services to children or adolescents. If you are under 18 and get in touch, we will treat you kindly and help you find a service that works with young people.
  • We collect only the information needed to support your care and run our clinic ethically.
  • You can access, correct, or request deletion of your information, subject to our professional and legal obligations.
  • We share your information only with your explicit consent, with our vetted service providers, or when required by law.
  • We keep your information secure, will notify you as soon as practicable after any serious data breach, and keep client records for 7 years from the date of last service.
  • We tell you plainly which AI tools we use, what each does, and how to decline them.
  • You can have this policy in large print, audio, or translation at no cost from our Privacy Officer, Brydan Xavier, at privacy@liminalclinic.com.au.

Key definitions

  • Personal information — information or an opinion about you from which you are reasonably identifiable, such as your name and contact details.
  • Sensitive information — personal information needing extra protection, including health information, racial or ethnic origin, political opinions, religious beliefs, sexual orientation or practices, and criminal record. As a psychology clinic, we routinely collect it.
  • De-identified — direct identifiers removed. Re-identification may be theoretically possible by combining data, so we apply strict controls to prevent it.
  • Anonymised — irreversibly processed so you cannot be identified, directly or indirectly.

We are bound by the Australian Privacy Principles under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).

Privacy governance

This policy covers The Liminal Clinic (ABN 52 901 034 317), which trades as The Liminal Clinic and The Liminal Academy. It is also known by its former names Intersectional Psychology, Brydan Xavier Psychology, Identity Health Hub, Global Minds Psychology and The Liminal Identity.

Our Privacy Officer is Brydan Xavier, Director, who oversees policy reviews, conducts Privacy Impact Assessments for new services and technologies (including AI tools), ensures staff privacy training, maintains our Data Breach Response Plan, and responds to privacy enquiries and complaints.

We build privacy into every new service, system and process, with regular reviews and internal audits to identify and reduce privacy risks.

What we collect and why.

Information we collect

We collect only what is reasonably necessary to provide your care and run our clinic ethically and legally:

  • Contact and identity — preferred and legal name, date of birth, residential address, email, phone and other identity details. With your explicit consent, we may also collect your cultural background, sexual orientation, gender identity and other lived experiences where relevant to your care.
  • Clinical and sensitive details — psychological and medical history, previous treatments, current symptoms, session notes, treatment plans; results of psychological screening, assessments, questionnaires and outcome measures; information from dictation, scribing and other note-taking; video recordings of formal assessments; and reports from our assessment platforms.
  • Billing and rebates — Medicare, NDIS and private health insurance details, and payment information. Payments are processed by Tyro Health, with Stripe as a back-up. Stored card details are held only as secure tokens, never in client notes, forms or email.
  • Consent and communication records — consents you give and records of your communications with us.
  • Recruitment — if you apply for a job, your CV, qualifications and references.
  • Website use — IP address, device and browser, referral source, pages viewed and time on site, collected through cookies and similar technologies (see our Cookies and Tracking Notice).

How and why we collect it

How: directly from you (our main method) — in person, by phone or email, through our online intake and screening forms, in sessions; from others with your explicit permission, such as a referring GP; and automatically through analytics and cookies on our website.

Why we collect, hold, use and disclose your information:

  • Plan and deliver safe, effective care — assessments, screening and tailored treatment plans.
  • Manage appointments and billing, including rebate claims.
  • Coordinate care with your referrer or other health professionals, with your informed, written consent.
  • Communicate with and support you.
  • Evaluate and improve our services — research information is always de-identified or anonymised where possible.
  • Marketing, only if you opt in, and you can opt out at any time.
  • Meet legal and ethical obligations, including mandatory reporting where there is a serious and imminent risk of harm.
  • Recruitment.

Our use of AI

We use artificial intelligence to make mental health support more accessible, efficient and higher quality, in line with the Psychology Board of Australia Code of Conduct and the Australian Privacy Principles.

  • Heidi Scribe — with your consent, transcribes and drafts notes from your session. No audio of your consultation is retained; transcripts are held for 12 months, then deleted. Your practitioner reviews and approves every note before it enters your file. You may decline a scribe at any time.
  • Lyngo AI (our AI reception assistant) — handles first-contact enquiries by phone, web chat and email. It makes no clinical decisions; a staff member reviews any enquiry about your clinical care. Lyngo AI is not a crisis service.
  • NovoScribe Pro — assessment reporting support.
  • ChatGPT Pro and Google Gemini — administrative and drafting support only. Personally identifying client information is never entered.

We never enter personally identifying client information into public AI tools. Any AI processing of client data is subject to ethical review, and a human reviews every AI-informed output that affects your care.

Video recording of formal assessments. All formal assessments not conducted by the Director are video recorded so they can be reviewed for quality and accuracy. Recordings are stored securely on our Australian Google Drive, accessible only to the Director and your treating clinician, and deleted after 12 months. We ask for your consent at the time of recording, and you may decline.

Sharing, security and your rights.

When we share your information

We share or disclose your personal information only:

  • With our staff and contractors who need it to provide your services or safely run the clinic, all bound by confidentiality agreements.
  • With your consent — communicating with your GP, psychiatrist or another provider only with your explicit, informed, written consent.
  • With our service providers (cloud hosting, payment processing, AI tools and similar), contractually bound to confidentiality and privacy obligations.
  • When required or authorised by law — a court order, mandatory reporting, funding-body claims, or preventing a serious and imminent threat to someone's safety.
  • For clinical supervision or peer review, with identifying details removed.
  • If the business changes hands, with notice to you of the event and your rights.

Your privacy rights

  • Access — request access to the information we hold about you in writing to our Privacy Officer. We respond within a reasonable time, generally 30 days.
  • Correction — if information is inaccurate, incomplete or out of date, tell us in writing and we will take reasonable steps to correct it.
  • Deletion — you may request deletion where lawful; professional and legal obligations may require us to keep health records for set periods.
  • Withdrawing consent — you can withdraw consent at any time for uses beyond core care, such as marketing, AI scribing or assessment recording.
  • Complaints — see the contact details at the end of this page.

Security and retention

Information is held digitally in encrypted, secure systems. Personal and health information is not stored long-term at our practice location — paper received at our Prahran clinic is digitised promptly and then securely destroyed. Staff devices are secured with multi-factor authentication, and shared drives use strict, need-to-know permissions.

If we suspect a serious data breach, we follow our Data Breach Response Plan and the Notifiable Data Breaches scheme, notifying the OAIC and affected individuals as soon as practicable.

As an adults-only service, we keep your clinical record for 7 years from the date of last service. Heidi Scribe transcripts and assessment video recordings are kept for 12 months. After the retention period, records are securely destroyed or anonymised.

Our website and cookies

Our website uses cookies and similar technologies to improve your browsing, analyse traffic and understand how the site is used — see our Cookies and Tracking Notice for detail. You can manage cookies through your browser or our cookie banner. Links to third-party sites are not under our control.

Overseas disclosure

Some of our service providers may use servers or operate overseas — for example the United States or Ireland — so in limited circumstances your information may be transferred to or accessed from outside Australia. Your clinical record itself is held on Australian servers. We take reasonable steps to ensure overseas recipients meet standards substantially similar to the Australian Privacy Principles.

An adults-only service, and how to reach us.

An adults-only service

The Liminal Clinic provides psychological services to adults aged 18 and over. We do not work with children or adolescents, and we do not accept referrals for people under 18.

If you are under 18 and contact us, you are not doing anything wrong and we will not simply turn you away. We will respond kindly and confidentially, and help you find a service that works with young people:

Concerns and complaints

Talk to our Privacy Officer first: Brydan Xavier, Director, privacy@liminalclinic.com.au, phone (03) 7042 9820, or post to PO Box 401, Prahran, VIC 3181. We will handle your concern promptly and respond within a reasonable time, usually 30 days.

If you are not satisfied, you can contact:

  • Office of the Australian Information Commissioner (OAIC) — how your personal information was handled under the Privacy Act. 1300 363 992, oaic.gov.au
  • Health Complaints Commissioner (HCC) Victoria — health service providers in Victoria. 1300 582 113, hcc.vic.gov.au
  • Australian Health Practitioner Regulation Agency (Ahpra) — a registered health practitioner's conduct. ahpra.gov.au

We are not a crisis or emergency service. If you or someone else is in immediate danger, call 000. Lifeline 13 11 14 · Beyond Blue 1300 22 4636 · 13YARN 13 92 76 (for Aboriginal and Torres Strait Islander people).

Contact and updates

We may update this policy when our practices, services, technology or legal obligations change. The current version is always on our website, and we will notify you of significant changes where the law requires.

The Liminal Clinic (ABN 52 901 034 317) · Clinic: 386 Malvern Road, Prahran, VIC 3181 · Post: PO Box 401, Prahran, VIC 3181 · Phone: (03) 7042 9820 · Email: privacy@liminalclinic.com.au

*Effective 18 September 2026 · Version 1.0 · Next review due 15 September 2027 · Also available in a shorter, plain-language version.*

Questions about your privacy?

Ask our Privacy Officer, Brydan Xavier, at privacy@liminalclinic.com.au, or ring the clinic. You can have this policy in large print, audio or translation.

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