This document describes the privacy policy of Kinunity Psychology for the management of clients’ personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).

Client Information:

Client files are held in:

• a secure room filing cabinet

• cloud-based practice management platform called Halaxy

The security and privacy of your data is Kinunity Psychology’s top priority. Client data is managed through Halaxy practice management system. Halaxy ensures that your personal data is protected by software that meets the highest global standards for information security management (ISO 27001 - Information Security Management System) and complies with applicable privacy regulations such as the Privacy Act 1988 (Cth). It is important you understand how Halaxy collect, store and use your data, including data protection and security, payments security, keeping data safe and their design and architecture that ensures privacy and confidentiality is upheld throughout their platforms, as you accept their policies when you provide consent to this Policy. You can read more in their Privacy Policy here and their Terms and Conditions here.

The information on each file includes personal information such as name, address, contact phone numbers, medical history, and other personal information collected as part of providing the psychological service.

How Information is Collected:

A client's personal information is collected in a number of ways during psychological consultation. These include times when the client provides information directly to their psychologist using hardcopy forms, correspondence via email, when the client interacts directly with employees of Kinunity Psychology such as administration staff, and when other health practitioners provide personal information to your psychologist, via referrals, correspondence and medical reports.

Consequence of not providing personal information:

If a client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, the psychologist may not be in a position to provide the psychological service to the client. In some circumstances, clients may request to be anonymous or to use a pseudonym, unless it is impracticable for the psychologist to support the client, or if the psychologist 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 psychologist agrees to the client being anonymous or using a pseudonym, the client is responsible for psychological service fees as prescribed.

Purpose of Holding Personal Information:

A client’s personal information is gathered and used for the purpose of providing psychological services, which includes assessing, diagnosing and treating a client’s presenting issue. The personal information is retained in order to document what happens during sessions and enables the psychologist to provide a relevant and informed psychological service.

Disclosure of Personal Information:

All personal information gathered by the psychologist during the provision of psychological service will remain confidential and secure except when:

• A court subpoena or other disclosure is required or authorised by law

• Your consent cannot be gained due to a requirement to get you emergency services during a medical crisis

• If there is unauthorised access to data held by the clinic some limited information may need to be shared with the Office of the Information Ombudsman.  

• Failure to disclose the information would place you or another person at risk of harm

• Given your prior approval or consent of a parent or guardian who is legally authorised to act on your behalf to provide a written report to another professional or agency or discuss information with another person, e.g., parent or employer

• You have provided your consent to share your information for a specific reason and purpose.

• You would reasonably expect your personal information to be disclosed to another professional or agency, and disclosure is directly related to the primary purpose for which it was collected, such as to inform your GP of treatment and progress, to claim Medicare rebates on your behalf etc.

• Clinical consultation with another professional is required to provide better services. If this occurs, identifying details will remain confidential.

• If during treatment, the psychologist becomes aware of a risk to someone's life, health, or well-being, the psychologist is required to report the matter to the appropriate agencies.

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.

In the event that unauthorised access, disclosure, or loss of a client’s personal information occurs the psychologist will activate a data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.

As an Australian Health Practitioner Regulation Agency (AHPRA) registration requirement, Psychologists engage in regular supervision with other psychologists to improve their practice. Upon signing this form, you understand that your psychologist may raise your situation with their supervisor to receive feedback, and that they will only seek supervision from other professionals who are bound by the same requirements for confidentiality.

Requests for Access and Correction to Client Information:

At any stage a client may request to see and correct the personal information about them kept on file. The psychologist may discuss the contents with them and/or give them a copy, 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 Kinunity Psychology. These requests will be responded to in writing within 21 days, and an appointment will be made if necessary for clarification purposes.

Concerns:

If clients have a concern about the management of their personal information, they may inform Kinunity Psychology. Upon request they can obtain a copy of the Australian Privacy Principles, which describe 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 by post to:

Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.