Legal
Terms of Service
These terms set out the agreement between your practice and PsychRooms. Please read section 3 in particular: it explains where clinical responsibility sits.
1. Agreement
These terms govern your use of PsychRooms, operated by Change Your Mind Psychology Pty Ltd. By creating an account or using the service you agree to them. If you are agreeing on behalf of a practice, you confirm you are authorised to bind that practice.
2. Eligibility
PsychRooms is intended for use by psychologists and provisional psychologists registered with AHPRA, and by the administrative staff of their practices. You are responsible for ensuring your registration and any required professional indemnity insurance remain current.
3. Clinical responsibility
PsychRooms is a record-keeping, scheduling and billing tool. It does not provide clinical advice and does not exercise clinical judgement.
- You remain solely responsible for all clinical decisions, diagnoses and treatment
- You remain solely responsible for the accuracy, completeness and appropriateness of every clinical record, including any record generated with AI assistance
- You remain solely responsible for the accuracy of every Medicare or patient claim you submit
- Psychometric instruments must be administered and interpreted within your scope of practice and in accordance with each instrument's requirements
4. Plans and pricing
| Plan | Monthly | Intended for |
|---|---|---|
| Trainee Logbook | $29 | Provisional psychologists and registrars |
| Supervision Bundle | $59 | One supervisor plus up to 3 provisionals |
| Solo Practitioner | $89 | Independent psychologists |
| Clinic Practice | from $229 | Multi-practitioner practices |
| Enterprise | Custom | 25+ psychologists, training clinics, networks |
All prices are in Australian dollars and include GST unless stated otherwise. Annual billing is charged upfront at a 20% discount. Additional practice locations are $49 per month ($39 on annual billing). Additional Logbook seats on the Supervision Bundle are $15 per seat per month.
We may change pricing on 30 days' notice. A price change does not take effect during a prepaid annual term.
5. AI fair use
AI-assisted drafting — session note drafts, clinical letters, treatment plan drafts and psychometric interpretation narratives — is included on Solo and Clinic plans under a fair-use policy. Trainee and Supervision Bundle plans do not include clinical AI.
Usage is metered. Published allowances, and any charges that apply above them, will be notified in-app and by email at least 30 days before they take effect. Until then no AI usage charge applies. If your usage is far outside the norm we will contact you to discuss a better-fit plan before changing your billing.
6. Term, cancellation and refunds
- Monthly plans may be cancelled at any time. Access continues to the end of the current billing period. There is no lock-in contract
- Annual plans are billed upfront for 12 months and are non-refundable after 30 days
- Annual terms do not auto-renew into a further annual term without your confirmation
- Upgrades take effect immediately and are prorated; downgrades take effect at the next billing period
Nothing in these terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law that cannot lawfully be excluded.
7. Your data
You retain all rights in the data you and your practice enter. We claim no ownership of your clinical records. We use your data only to provide the service, as described in our Privacy Policy.
Logbook and supervision records can be exported at any time. Practice data is exported on request. On cancellation, export remains available on request for 30 days, after which clinical records are retained in line with AHPRA requirements as described in the Privacy Policy.
8. Record immutability
Signed clinical notes cannot be edited or deleted. This is deliberate and aligns with Australian medicolegal record-keeping expectations. Corrections are made by appending a timestamped addendum. Do not sign a note you have not reviewed.
9. Acceptable use
You must not: share account credentials; access records you have no clinical or administrative reason to access; attempt to circumvent access controls or security measures; use the service unlawfully or to infringe another party's rights; reverse engineer the platform; or resell access without our written agreement.
10. Availability
We aim for high availability but do not warrant uninterrupted service. We may perform maintenance, and will give advance notice of planned maintenance where practicable. We are not liable for unavailability caused by factors outside our reasonable control.
11. Intellectual property
The PsychRooms platform, its software, design and documentation remain our property. You receive a non-exclusive, non-transferable licence to use the service for the duration of your subscription. Third-party psychometric instruments remain the property of their respective copyright holders, and your use of them is subject to their licence terms.
12. Liability
To the maximum extent permitted by law, and subject to clause 6, our aggregate liability arising out of or in connection with the service is limited to the fees you paid us in the 12 months preceding the claim. We are not liable for indirect or consequential loss, loss of profits, or loss of data to the extent that loss was avoidable by you maintaining your own exports.
13. Suspension and termination
We may suspend or terminate an account for material breach of these terms, non-payment after reasonable notice, or where required by law. Where we terminate other than for your breach, we will refund the unused portion of any prepaid term.
14. Changes to these terms
We may amend these terms. Material changes take effect 30 days after we notify you in-app or by email. Continued use after that date constitutes acceptance.
15. Governing law
These terms are governed by the laws of Victoria, Australia. The parties submit to the non-exclusive jurisdiction of the courts of Victoria.
16. Contact
Change Your Mind Psychology Pty Ltd
Altona Meadows, Victoria, Australia
brett@cymp.com.au