Who we are
This policy outlines how Sara Torpey Counselling and https://www.saratorpeycounselling.com handle the personal information of our clients. As a professional practice, we take privacy seriously and are committed to complying with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
Personal Information
Personal information is any information about an individual that can be used to identify them directly or indirectly, such as name, address, phone number, email address, and date of birth.
Sensitive information is a type of personal information which includes details, for example, about a person’s racial or ethnic origins, political or religious beliefs, sexual orientation, health or genetic information, family court orders, or criminal record. The breach of sensitive information is likely to leave people open to discrimination or embarrassment.
Why we collect personal information
The sharing of personal information by a client to Sara Torpey Counselling assists us in assessing and supporting the client in processing their identified concerns. Personal information is retained to enable us to provide relevant and informed services. Within our practice and due to our duty of care, a client cannot be anonymous. A client may request to use a pseudonym, but a name as listed on ID is required.
How we collect personal information
We collect personal information through a variety of means, including:
- The information you verbally share with us
- Written communication received from you via contact form, email, SMS, or letter
- Our online booking system, Cliniko
- Our intake form
- Social media
- The guardian of those under 18 years of age
- A referral from your GP or another treating practitioner or service.
Use of AI-Assisted Clinical Notes with Heidi Health
To enhance the accuracy and efficiency of clinical documentation, we use an AI-assisted tool called Heidi Health. Heidi Health is a secure platform that assists us in transcribing, summarising, and managing clinical notes during your sessions.
- Data Processing: Clinical notes or any personal health information you provide during sessions may be processed using the AI technology from Heidi Health. The AI helps to transcribe, summarise, and organise session notes, but it is always reviewed and validated by your clinician before being added to your record.
- Data Security: Heidi Health employs industry-standard security measures, including encryption, to protect your data. Your personal health information is stored securely and is only accessible to your clinician and authorised staff.
- Data Retention: Notes generated via Heidi Health are securely stored on the platform and are retained for the minimum period necessary to comply with our legal obligations and clinical requirements.
- Confidentiality: Any information processed through Heidi Health is protected and not shared with third parties, except as required by law. All personal health information is treated in accordance with our privacy policies and the Privacy Act 1988 (Cth).
Our storage of personal information
To protect the personal information we hold from misuse or loss, we store it securely, accessible only by approved individuals. The method of storage varies between types of information, including both hard copies and digital versions (either on a secure server or offline).
We do not retain any credit card or banking details once the payment process is finalised. We also strive to minimise unnecessary information retention and dispose of it securely based on its type and legal requirements.
If we become aware of a security breach, we will promptly investigate, take remedial action where appropriate, and notify the individual affected in accordance with the Privacy Act.
Embedded content from Cliniko
We’re committed to protecting the privacy of all individuals that provide personal information to us, including the data recorded by clients in Cliniko, which relates to their clients or patients. This Privacy Policy explains how we collect, protect, use, and share personal information.
We may review and change this policy from time to time. When we do, we’ll update this version located at https://www.cliniko.com/policies/privacy/ and notify our customers within Cliniko, and in other suitable places.
Disclosure of your personal information
We will not disclose personal information about you to third parties without your consent, except when disclosure is required by law.
It is unlikely that we will disclose any information to a recipient outside of Australia.
Accessing your personal information
You may request access to the personal information we hold about you. We may ask you to specify what information you require and may charge a fee if we provide access.
We deal with all requests for access to personal information as required by the Privacy Act. We may refuse to provide access if the Privacy Act allows us to do so.
Integrity of your personal information
We try to ensure that the personal information we collect is accurate and up-to-date. You may request an update or correction to personal information we hold about you, and we will deal with all such requests as required by the Privacy Act.
Complaints
If you think your personal information has not been handled in line with the Privacy Act, please contact us in the first instance. We will investigate your complaint and try to resolve it promptly.
If you are not satisfied with the outcome, you may make a complaint to the Office of the Australian Information Commissioner (OAIC). For information about how to make a complaint, please refer to the OAIC website: http://www.oaic.gov.au/
Changes to this privacy policy
We may make changes to this privacy policy from time to time. When we do, we will notify clients by email or on our website.
Contact us
If you have any questions relating to privacy matters, please contact us by email at [email protected].