Privacy Policy

Purpose

This document describes the privacy policy of Rural Psych for the management of clients’ personal information. The psychological services provided by Rural Psych are bound by the legal requirements of the Privacy Act 1988, National Privacy Principles, Health Records and Information Privacy Act 2002 and all other relevant Government laws and regulations. These services are provided in adherence with relevant guidelines set out by AHPRA and the APS.

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Client information

Client files are held in a secure and locked filing cabinet within a security monitored premises or on password protective electronic databases, including our day-to-day diary system, ‘Halaxy’, which is accessible only to authorised employees and the Treating Psychologist. The information on each file includes personal information such as name, address, contact phone numbers, medical and mental health history, and other personal information collected as part of providing the psychological service.

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How clients' personal information is collected

A client's personal information is collected in several ways during psychological consultation with Rural Psych including when the client provides information directly to Rural Psych using hardcopy forms, correspondence via email, when the client interacts directly with Rural Psych employees such as the receptionist, and when other health practitioners provide personal information to Rural Psych, via referrals, correspondence and medical reports.

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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, Rural Psych may not be able 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 Rural Psych to deal with the client or if Rural Psych is required or authorised by law to deal with identified individuals.

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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 or providing psychometric testing. Personal information is retained to document what happens during sessions and enables the Treating Psychologist to provide a relevant and informed psychological service.

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Disclosure of personal information

Clients’ personal information will remain confidential except when:

1. it is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or

2. failure to disclose the information would in the reasonable belief of Rural Psych 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 agency or professional, e.g., a GP or a lawyer; or

   • b) discuss the material with another person, e.g. a parent, partner, employer, health provider, or third-party funder; or

   • c) disclose the information in another way; or

   • d) disclose 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.

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A client’s personal information is not disclosed to overseas recipients, unless the client consents or such disclosure is otherwise required by law. Client’s personal information will not be used, sold, rented or disclosed for any other purpose.

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If unauthorised access, disclosure or loss of a client’s personal information occurs, Rural Psych will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.

 

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. The Treating Psychologist may discuss the content with them and/or give them a copy, subject to the exceptions in the Privacy Act 1988. If satisfied that personal information in 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 Treating Clinician via the Client Relationship/Reception Team. 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 the Treating Clinician and/or the Director, Alexandra Donoghue. 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, disclose of, or access to, their personal information, they may do so with the Office of the Australian Information Commission by phone on 1300 363 922.