Open Road Counselling Privacy Policy
Open Road Counselling is committed to complying with the Privacy Act 1988 and the Australian Privacy Principles 2014, as well as the privacy provisions of all applicable legislation.
This privacy policy covers all personal information we hold, that is, information or an opinion about an individual whose identity is apparent, or can be reasonably ascertained, from that information or opinion. This includes information we have collected from people through our office, over the phone, and over the internet.
Collecting Information
When we collect personal information from an individual, we ensure that we do so in a fair manner. If we collect sensitive information (as defined under the Act), we treat it with the utmost security and confidentiality. We ensure it is not collected for any purposes other than those for which we have obtained the individual’s consent, unless the law requires otherwise or other exceptional circumstances prevail as described under the Act. This includes during therapeutic consultations, including when the client provides information directly using hardcopy forms, correspondence via email, when the client interacts directly with the therapist, and when other health practitioners provide personal information to the therapist, via referrals, correspondence, and medical reports.
A client’s personal information is gathered and used for the purpose of providing therapeutic services, which includes assessing, diagnosing, and treating a client’s presenting issue. The personal information is retained to document what happens during sessions and enables the therapist to provide a relevant and informed therapeutic service.
Where an individual chooses not to provide requested information, we will advise that individual of the consequences this non-disclosure may have, including not being in a position to provide therapeutic services to the client. Clients may request to be anonymous or to use a pseudonym unless it is impracticable for the therapist to deal with the client or if the therapist is required or authorised by law to deal with identified individuals. In most cases, it will not be possible for the client to be anonymous or to use a pseudonym. However, if the therapist agrees to the client being anonymous or using a pseudonym, the client must pay consultation fees at the time of the appointment.
Disclosing Information
We will only disclose personal information in accordance with the Privacy Act. This means that a client’s personal information will remain confidential except when:
- It is subpoenaed by a court; or
- Failure to disclose the information would, in the reasonable belief of the therapist, place a client or another person at serious risk to life, health, or safety; or
- The client’s prior approval has been obtained to: a. provide a written report to another professional or agency, e.g., a GP or a lawyer; or b. discuss the material with another person, e.g., a parent, employer, or health provider; or c. disclose the information in another way; or
- You would reasonably expect your personal information to be disclosed to another professional or agency (e.g., your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected; or
- Disclosure is otherwise required or authorised by law.
In the course of our business activities, we may need to disclose some of your personal information to relevant staff. A client’s personal information is not disclosed to overseas recipients unless the client consents or such disclosure is otherwise required by law.
Clients’ personal information will not be used, sold, rented, or disclosed for any other purpose.
Unauthorised Disclosure or Access
As Open Road Counselling is committed to protecting the privacy of individuals, we will view unauthorised disclosure of, or access to, personal information by our employees or contractors as a serious breach of this policy. Appropriate action (which may include disciplinary or legal action) will be taken in such cases.
Access to Personal Information
At any stage, clients may request to see and correct the personal information about them kept on file. The therapist may discuss the contents with them and/or provide a report, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that personal information is inaccurate, out of date, or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by clients for access to or correction of personal information held about them should be lodged with the director in writing. These requests will be responded to in writing within 30 days, and an appointment will be made if necessary for clarification purposes. We may also charge a fee to cover the cost of meeting requests for information.
Security
Our goal is to protect the personal information collected by Open Road Counselling and its associates. Client files are stored on our secure client database, which is accessible only to authorised employees. The information on each file includes personal information such as name, address, contact phone numbers, medical history, referrals, and other personal information collected as part of providing the therapeutic service. Personal information will be managed confidentially and securely and destroyed appropriately when no longer required. We will monitor and implement appropriate technical advances or management processes to safeguard personal information.
Data Quality
We will take all reasonable steps to ensure that the data we collect, use, or disclose is accurate, complete, and up to date, and has been obtained directly from individuals or other reputable sources.
Privacy Inquiries
If clients have a concern about the management of their personal information, they may contact Open Road Counselling. Upon request, they can obtain a copy of the Australian Privacy Principles, which describes their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or post to: Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.
