Privacy Policy for Management of Personal Information​​

EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd

 

• Privacy Policy for Management of Personal Information

This document describes the privacy policies of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd for the management of clients’ personal information. The assessment and counselling 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 secure locked rooms, electronically in the practices’ software on password protected electronic devices, which are accessible only to authorised EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd and employees. 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 assessment and/or counselling service.

Information will be collected from the client, immediate family member (including a parent, partner/spouse, member of the individuals’ household who is a relative or a person nominated to the health provider by the individual as a person to whom health information relating to the individual may be disclosed) or a parent (including step-parent, adoptive parent, foster parent, guardian, or person who has custody or daily care and control of the child).

Any information collected about a third party will not contain any more identifying information than is reasonably necessary to provide a safe and effective treatment to the client.

 

• How clients' personal information is collected

A client's personal information is collected in a number of ways during an assessment and/or counselling consultation with EVOLVE Counselling Gippsland Pty Ltd, including when the client provides information directly to EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd using hardcopy forms, correspondence via email, when the client interacts directly with EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd and employees such as the receptionist, and when other health practitioners provide personal information to EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd via referrals, correspondence and medical reports.

 

Consequence of not providing personal information

If the client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd may not be in a position to provide the assessment and counselling service to the client. Clients may request to be anonymous or to use a pseudonym, unless it is impracticable for EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd to deal with the client or if EVOLVE Counselling Gippsland Pty Ltd 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 EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd agrees to the client being anonymous or using a pseudonym, the client must pay consultation fees at the time of the appointment.

 

• Purpose of holding personal information 

A client’s personal information is gathered and used for the purpose of providing assessment and counselling 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 EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd to provide a relevant and informed assessment and counselling service.

 

• Disclosure of personal information

Clients’ personal information will not be disclosed except when:

1. It is subpoenaed by a court; or

2. Failure to disclose the information would, in the reasonable belief of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd, place a client or another person at serious risk to life, health or safety; or

3. 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

5. Disclosure is otherwise required by law.

 

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. 

 

When using EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd waiting rooms, clients will come into contact with members of the public using the services of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd. Clients may also come into contact with EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd practitioners and other staff outside of consultation. Client’s privacy will be maintained by all staff of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd, please discuss any concerns you may have about this with staff of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd.

 

• Requests for access and correction to client information

At any stage clients may request to see and correct the personal information

about them kept on file. EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd practitioners and staff 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 staff at EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd using the

following address: Suite 5, 63 Argyle Street, Traralgon, Victoria 3844. These requests will be responded to in writing within 30 days, and an appointment will be made if necessary for clarification purposes.

Provisions exist to parts of client’s records that may be legitimately refused, if you have questions or concerns please speak with relevant staff of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd. Please note that fees for access to files and related activities may apply, please speak to relevant staff of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd if you require further information.

 

• Concerns

If clients have a concern about the management of their personal information,

they may inform relevant staff of EVOLVE Counselling Gippsland (EVOLVE Counselling Victoria) Pty Ltd using the above address. 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-complaintor by post to: Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.