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Terms and Conditions

These terms and conditions manage the relationship between clients/supervisees and Kaleidoscope Assessment.

Bookings, Confirmation and Cancellations

1.1 A minimum of 24 business hours (1 business day's) notice is required to cancel an appointment with Kaleidoscope Assessment. This minimum notice period is required so that appointments can be offered to other clients/supervisees. Payment of full fees for late cancellation or non-attendance covers business costs and clinician income that would otherwise be lost. Cancellation fees are as follows:

  • More than 24 business hours (1 business day's) notice - No Fee.

  • Less than 24 business hours (1 business day's) notice - Full Standard Consultation Fee ($210).

  • Non attendance - Full Standard Consultation Fee ($210).

1.2 If you have not connected for your online appointment at the designated start time, you will receive a text message at 5 minutes past your scheduled appointment time, then again at 15 minutes past this time. If you are unable to be reached, the appointment is considered as a non attendance and you will be charged the full standard session fee ($220 for assessment, $180 for supervision). Your Psychologist will make further communication with you to ensure that you are safe, and may need to contact your nominated next-of-kin in the event you do not return contact in a reasonable timeframe to confirm your wellbeing. 


2.1 Kaleidoscope Assessment accepts online debit/credit card payment using Halaxy's securely encrypted platform. By making an appointment with Kaleidoscope Assessment and providing your credit/debit card details, you authorise us to store and use your card securely to complete online payments. Fees are charged to the credit card during the scheduled appointment time. 

2.2 Direct deposit is also offered as a payment option. Bank account information can be provided on your invoice. 

2.3 All fees and charges are in Australian (AU) Dollars and are inclusive of GST (where applicable). 

2.4 Further appointments are not able to be booked or confirmed when fees are outstanding, including late cancellation/non-attendance fee payment. 

Intellectual Property and Copyright

3.1 The Website and all related products of Kaleidoscope Assessment are subject to copyright. All written and visual material on the Website is protected by under copyright law in Australia and Internationally. Unless expressly indicated, Kaleidoscope Assessment owns, controls and reserves all rights, including copyright, related to the Website (including and extending past written/typed text, images, logos, design and interactive features). 

3.2 Services provided by Kaleidoscope Assessment are the intellectual property of Kaleidoscope Assessment and Rebecca Gannon. Services under this intellectual property consideration are face-to-face assessment protocols and procedures (excluding published third-party testing materials), written assessment reports and report templates, supervision content and resources, social media content and blog posts. 

3.3 You may not, without obtaining the prior written consent of Kaleidoscope Assessment and any other relevant rights owners: Transmit, post, re-publish, broadcast, share on a third-party platform, adapt, play in public or change in any way any Services provided by Kaleidoscope Assessment, for any purpose. This does not apply to resources on the Website that are freely available or are part of public domain.

Storage of Client Information 

4.1 As part of providing psychological services (including assessment), client information will be collected, recorded and stored in the practice management software program Halaxy, which is securely encryped.

4.2 Psychologists are required by law to retain client files for a minimum of 7 years from the time of last contact (this includes emails, phone calls and SMS sent/received via Halaxy). Your file will contain all interactions between yourself and Kaleidoscope Assessment.

4.3 If you are under the age of 18 at the time of psychological services, files are mandated to be retained until you are 25 years of age. Files of Aboriginal and Torres Straight Islander clients must be kept permanently.


4.4 These requirements override any client requests to dispose of files. Files can only be disposed of after the legally prescribed minimum timeframes have lapsed. 

4.4 You may access information in your file on request, subject to exceptions outlined in the National Privacy Principles. In this instance you would be encouraged to book a consultation to discuss the contents of your file and any foreseeable risks of releasing information in it. 

Disclosure of Personal/Client Information 


5.1 All personal client information gathered during the provision of psychological services (including assessment) remains private and confidential except for in the following circumstances: 


5.1.1 The information is subpoenaed by a court or law (or disclosure is required/authorised by law;
5.1.2 If there is reasonable belief that failure to disclose information would place a client or another individual at significant risk to their life or safety;
5.1.3 If a client provides consent for the information to be disclosed (e.g. as part of informed consent when preparing Medicare letters for GP Mental Health Care Plans); 
5.1.4. If your Psychologists seeks supervision related to your care (with the caveat that any identifying personal information about clients remains private). ​

5.2 If a Psychologist becomes aware of risk to an individual's life or safety via information disclosed to them through the course of psychological services, Psychologists are required to report these matters to appropriate state/federal agencies.


6.1 Kaleidoscope Assessment is committed to high standards of ethical conduct and clinical practice. In the spirit of this, clients are advised of their right to make a complaint and to have their concerns addressed. Anyone making a complaint will be treated with fairness, courtesy and respect. Complaints are aimed to be resolved within 30 business days of receipt. 

6.2 Records of complaints are handled in line with the Privact Act (1988). 

6.3. Steps to complaint management and handling are as follows: 

6.3.1 Resolving: At times, complaints involve the clarification of simple misunderstandings or the desire for grievances to be heard. These can be responded to informally (e.g. via conversation with the Psychologist). This involves acknowledging receipt of the complaint, assessing the nature of the complaint to determine how to proceed, responding with outcomes, findings and your options if dissatisfied, and improvement to policies and procedures if the requirement to do so is highlighted. 
6.3.2 External Review: If dissatisfied with the response or resolution received, clients have the right to seek external review by way of making a complaint or lodging a concern with agencies including the Office of the Health Ombudsman (OHO) or the Australian Health Practitioner Regulation Agency (AHPRA). External reviews are subject to independent timelines outside the control of Kaleidoscope Assessment. 

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