Privacy Policy

Last updated: September 2026

Process Advisory Co Pty Ltd trading as Mentum Psychology ("Mentum", "we", "us" or "our") respects your privacy.

This Privacy Policy explains how we collect, use, store and disclose your personal information in accordance with applicable privacy laws, including the Privacy Act 1988 (Cth), the Australian Privacy Principles and, where applicable, the Health Records Act 2001 (Vic).

1. Collection of information

We may collect personal information necessary to provide psychological services, including your:

• name and contact details
• date of birth and Medicare details
• referral and funding information
• payment information
• health and psychological information
• relevant medical and personal history
• information provided by you or your treating health professionals

Health and psychological information is sensitive information and is handled with particular care.

2. How we collect information

Information may be collected through our website, enquiry and suitability processes, patient onboarding forms, consultations, email, telephone, SMS, Medicare claims, referrals and payment processes.

Where appropriate and with your consent, we may also collect information from your GP, psychiatrist or other treating health professional.

Mentum engages independent psychologists to provide psychological services through the practice. Your personal and health information may therefore be accessed and handled by your treating psychologist as necessary to provide services to you.

3. How we use and disclose information

We use your information to:

• provide psychological services
• maintain clinical records
• manage appointments and communicate with you
• process payments and Medicare claims
• meet our legal, regulatory and professional obligations

Where appropriate, information may be disclosed to your treating psychologist, other health professionals involved in your care, Medicare/Services Australia, supervisors or consultants, and relevant practice management, clinical software, telehealth, payment or other service providers.

We do not routinely disclose your information to employers, insurers, NDIS, workers compensation providers or courts unless you have authorised this or disclosure is otherwise permitted or required by law.

4. AI-assisted tools

Psychologists working with Mentum may use AI-assisted tools to support clinical documentation, such as generating draft notes or summaries from consultation information. This may include tools such as Heidi, NovoNote or Halaxy AI Scribe.

Where AI-assisted note taking is used during your session, you will be informed and may choose not to have it used.

Any AI-generated content is reviewed by your psychologist, who remains responsible for the accuracy and appropriateness of your clinical records.

Information processed through third-party AI-assisted tools may be handled by those providers in accordance with their own privacy practices and applicable privacy requirements.

5. Payment information

If you provide card payment details through our patient onboarding or payment processes, payment information may be securely processed and stored through our practice management and payment systems, including Halaxy.

You may choose not to have your card details stored in Halaxy and instead use a secure payment link or other payment method made available by Mentum.

Please do not send card details by email or SMS.

6. Storage and security

We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification or disclosure. However, no electronic system can be guaranteed to be completely secure.

Your clinical and personal information is stored electronically using practice systems and other service providers used by Mentum. Personal information may be stored or processed through third-party data centres, which may be located overseas, or in secure physical storage.

7. Access and correction

You may request access to the personal information we hold about you and ask us to correct information that is inaccurate, incomplete or out of date.

To request access to or correction of your information, please contact us using the details below. We may ask you to verify your identity before responding to your request.

8. Privacy breaches

If we become aware of a data breach involving your personal information, we will assess and respond to the breach in accordance with our legal obligations, including the Notifiable Data Breaches scheme where applicable.

Where notification is required by law, we will notify affected individuals and the Office of the Australian Information Commissioner as required.

9. Complaints

If you have a concern about how Mentum Psychology has handled your personal information, please contact us first so we can try to resolve the issue.

If you are not satisfied with our response, you may make a privacy complaint to the Office of the Australian Information Commissioner (OAIC).

The OAIC can be contacted through its website at www.oaic.gov.au or by telephone on 1300 363 992.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, information-handling practices or applicable privacy requirements.

The most recent version will be published on our website.

11. Contact us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact:

Mentum Psychology
Email: hello@mentumpsychology.com
Phone: 0468 222 209