Policy for Management of Personal Information

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This document describes the policy of Olive Branch Psychology (Sandy Hunter) for the management of clients’ information. Psychological services provided are bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act (1988) and by the Psychological Board of Australia’s Code of Ethics (2007).

 

Client Information

​Client files are stored on a secure Australian cloud-based practice management system (electronic file) which is encrypted and protected and /or in a secure filing cabinet (paper file) which is accessible only to authorised employees. The information which may be held on file includes personal information such as name, address, contact phone numbers, Medicare numbers, referral letters, session notes, assessment results, reports, correspondence and other personal information collected as part of providing psychological services. Payment details (including credit card and banking details), may also be collected from yourself or a third party, for the purpose of administering your appointment payment arrangements.

 

How Personal Information Is Collected

Your personal information is collected in a number of way before, during and after consultations including when you:

• Visit our website (general enquiry forms)

• Provide information to book your appointment

• Complete intake documents/ forms and questionnaires

• Provide information to your psychologist verbally, or in writing including emails and forms

• When other professionals or stakeholders provide your personal information to Olive Branch Psychology (Sandy Hunter) by correspondence and medical or other reports.

 

Consequence of not providing your personal information  

If your do not wish for your personal information to be collected in a way anticipated by this Privacy Policy, Olive Branch Psychology (Sandy Hunter) may not be in a position to provide a psychological service to you. In some circumstances, you may request to be anonymous or to use a pseudonym, where it is lawful and practicable (for example, when making a general enquiry). Generally, it is not practicable to deal with individuals anonymously or pseudonymously on an ongoing basis. If we do not collect personal information about you, you may be unable to utilise our services.

 

Purpose of holding information

We use your personal information;

• To improve our services

• Respond to your enquiries and communicate with you

• Process payments for services

• Send you updates

• Comply with legal obligations

• Provide a relevant and informed psychological service.

 

Disclosure of Personal Information

Client’s personal information will remain confidential except when:

1. It is subpoenaed by a court; or

2. Failure to disclose the information would, in the reasonable belief of your psychologist, place you or another person at serious risk to life, health or safety; or

3. Your prior approval has been obtained to:

   1. provide a letter or report to another professional or agency (e.g. GP or lawyer);

or

1. discuss or share the information with another person (e.g. parent, carer or employer);

or

1. disclose the information in another way (e.g. via email); or

1. You would reasonably expect your personal information to be disclosed to another health practitioner or professional, and disclosure of your personal information to that third party is for a purpose directly related to the primary purpose for which your personal information was collected (i.e. your psychology service); or

2. Disclosure is otherwise required by law.

Your personal information will not be used, sold, rented or disclosed for any other purpose.

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Cookies

Cookies are used to analyse web traffic and ensure a personalised user experience of our website. Cookies are small files sent from a website and stored on your browser. While cookies collect information regarding your web browsing use, they do not access information stored on your computer or any personal information that could identify you. While most web browsers automatically accept cookies, you are able to reject cookies via your browser settings. Rejecting cookies may impact your experience of our website.

 

Professional Supervision

From time to time, your psychologist may consult with their professional supervisor or another registered health practitioner about your case for the purpose of supervision and guidance to enhance their service to you.  In such instances, your information will be deidentified (i.e. using a pseudonym), to protect your identity. The supervisor is also bound by the same Privacy Act (1988). 

 

Access to Your Information

At any stage clients may request to see the information about them kept on file. The psychologist may discuss the contents with them and/ or give them a copy. All requests by clients for access to information held about them should be lodged with Olive Branch Psychology (Sandy Hunter), in writing at sandy@olivebranchpsychology.net.au. These requests will be responded to within 14 days and an appointment will be made if necessary for clarification purposes.

 

Disposal of Client Records

Psychologists are required to hold adult clients’ files for 7 years and to hold child clients’ files until the child has turned 25 years old. Client records are stored in a secure electronic practice management system, any duplicate paper information that are held in a secure filing cabinet will be shredded six months after a client’s last appointment. Once your record is due to be disposed of, your electronic file will be permanently deleted.  

 

Concerns

We will notify you immediately on becoming aware of any breach to this policy or the security of your personal information.If you have a concern about the management of your personal information, please inform Olive Branch Psychology (Sandy Hunter).

 

Olive Branch Psychology

Email: sandy@olivebranchpsychology.net.au

 

Upon request you can obtain a copy of the National Privacy Principles, which describe your rights and how your information should be handled. Ultimately, if you wish to lodge a formal complaint about the use of, or access to, your personal information, you may do so with the Office of the Federal Privacy Commissioner on 1300 363 992, or GPO Box 5218, Sydney, NSW 1042.

 

Changes to this privacy policy

We may make changes to this privacy policy from time to time, we will notify clients of any substantive change to this policy as they occur.