Privacy Policy
Last updated: 12 August 2025
Clinic: Clinic of the Cracked Cup
1. Introduction
This Privacy Policy explains how the Clinic of the Cracked Cup manages personal and health information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. It also explains optional use of artificial intelligence tools in care and how consent is obtained and recorded.
2. What the Clinic collects
To provide safe and effective healthcare, the Clinic may collect identification and contact details, medical and mental health history, referrals and correspondence, session notes and treatment plans, and payment and billing information. Information may also be collected from third parties involved in care where the patient has provided consent.
3. Use of AI in patient care
Clinicians at the Clinic of the Cracked Cup may be using AI note taking programs (for example Novo Note Taker and Heidi Health), automated tools designed to assist clinicians with taking notes during sessions. Below is an explanatory statement about the technology and a consent form for its use.
Please note: It is not mandatory to use the AI notetaking, and you as the client do not need to consent to this in order to have a session with your clinician. You can also withdraw your consent at any time. If you have any questions about any of the above, please discuss with your clinician at the time of your appointment.
Purpose of the automated note taker: The use of an AI enhanced note taker was adopted to assist clinicians with note taking and enable them to focus more on communication and your care during the sessions, over extensive manual note taking. While these programs assist with documentation, it will still be reviewed and finalised by the clinician and not replace professional judgement or decision making.
What we save: As a healthcare provider, we keep notes of our sessions with you to help us provide better care. The AI note taker, helps us by transcribing the session and then providing a summary of the session. Typically, the transcript of the session will not make up part of your patient file, though it may be held in a de-identified form in the note-taking software. The generated and clinician-approved summary is saved as part of your file. Audio of the session is never saved.
Compliance and security: The AI note taking programs used at the Clinic of the Cracked Cup comply with the Australian Privacy Principles and are compliant with AHPRA standards. They adhere to industry encryption and security protocols. They operate on a secure server in Australia and your data does not contribute to training AI models. Personal identifying details, such as your name, are not stored in the AI-generated summaries and your information will not be disclosed with third parties without your explicit consent, except where required by law or professional ethics (as outlined in our consent form). For more detailed information on security measures and protocols of the programs, please visit: https://novopsych.com.au/novonote-security/ and https://www.heidihealth.com/au/legal/privacy-policy
4. Storage and security
Records are stored in secure, password-protected clinical systems with encryption in transit and at rest, role-based access controls, authentication, and secure off-site backups.
5. How information is used and disclosed
Personal information is used only for purposes related to patient care, including clinical services, communication with other health professionals where consent has been provided, administration and billing, and meeting legal or regulatory obligations. The Clinic does not sell or share personal information for marketing.
6. Limits to confidentiality
Disclosure may be required where there is a serious and imminent risk of harm, where required by law or court order, for mandatory reporting, or if thresholds for mandatory notification to AHPRA under the National Law are met. Where possible and appropriate, the need to disclose will be discussed with the patient before action is taken.
7. Therapy for health professionals and AHPRA notifications
Seeking therapy does not itself trigger a mandatory notification. Mandatory reporting applies only in specific circumstances, such as substantial risk to the public due to impairment, intoxication at work, a significant departure from accepted standards, or sexual misconduct. Boundaries of confidentiality can be discussed at or before the first session.
8. Access and correction
Patients may request access to their information and request corrections where information is inaccurate, out of date, or incomplete. Requests should be made in writing and will be responded to within a reasonable timeframe.
9. Telehealth
Where clinically appropriate, services are delivered by secure video or phone. Patients are responsible for a private space and a suitable device and connection. The Clinic uses technology that is compliant with Australian standards for online security and encryption.
10. Contact and complaints
Privacy concerns can be sent in writing to the Clinic via email info@crackedcupclinic.com . If a concern is not resolved, patients may contact the Office of the Australian Information Commissioner at www.oaic.gov.au or 1300 363 992.