Privacy Policy
This policy outlines our ongoing obligations to you in respect of how we manage your Personal Information here at John Bingley Counselling.
We have adopted the National Privacy Principles (NPPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure, and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Federal Privacy Commissioner at https://www.oaic.gov.au.
What is Personal Information and Why Do We Collect It?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include names, addresses, email addresses, phone numbers, and other contact details.
We collect your Personal Information for the primary purpose of providing counselling services to you and offering information related to these services. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.
When we collect Personal Information, we will, where appropriate, explain to you why we are collecting the information and how we plan to use it.
This Personal Information is obtained in numerous ways, including consultations, correspondence, telephone and email communication, and referrals from third parties. Please note, we do not guarantee the privacy policies or security of third-party websites or links.
Use of Personal Information
A client’s personal information is gathered and used for the purpose of providing counselling services. This includes conducting assessments, supporting clients in addressing their identified concerns, and guiding clients to achieve their goals.
Personal information is retained to document what occurs during counselling sessions and to ensure the counsellor provides a relevant and informed service.
Identification
Within this practice, and in compliance with our duty of care, clients cannot remain anonymous. Clients may request a pseudonym for correspondence; however, a name matching official identification is required for records.
Collection Methods
During counselling, personal information may be collected through:
Hardcopy forms provided by the client.
Phone or email communication.
Referrals, correspondence, and medical reports from other health professionals.
If a client does not wish for their personal information to be collected as outlined in this Privacy Policy, John Bingley Counselling may not be able to provide counselling services.
Preferred Methods of Communication
For written communication, we recommend using encrypted email or posted letters to protect your privacy. While we strive to maintain secure communication, it is important to note that standard email may not always guarantee full security.
Third Parties
Where reasonable and practicable to do so we will collect your personal information only from you. However, in some circumstances, we may be provided with information by third parties. In such a case, we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
Disclosure of Personal Information
Clients’ personal information will remain confidential except in the following situations:
Legal Obligation: It is subpoenaed by a court or otherwise required or authorised by law.
Safety Risk: There is a reasonable belief that failure to disclose would place the client or another person at serious risk to life, health, or safety.
Client Consent: The client has provided prior written approval to:
Provide a written report to another agency or professional (e.g., GP, lawyer).
Discuss the information with another person (e.g., employer, health provider, or other third party).
Disclose the information in another agreed-upon manner.
We will not disclose personal information to overseas recipients unless required by law or explicitly consented to by the client. Personal information will not be used, sold, rented, or disclosed for any other purposes.
Security of Personal Information
Your Personal Information is stored securely to protect it from misuse, loss, unauthorised access, modification, or disclosure.
Client clinical files are stored on a dedicated private computer, with daily backups and no use of cloud-based storage. Only your treating counsellor has access to this information. Basic client information is also stored in an encrypted electronic booking system for administrative purposes only, such as booking appointments, processing payments, and facilitating Medicare rebates.
When your Personal Information is no longer needed for the purpose for which it was collected, we will take reasonable steps to securely destroy or permanently de-identify it. However, most Personal Information will be retained in client files for a minimum of seven (7) years in compliance with legal obligations.
In the event of unauthorised access, disclosure, or loss of Personal Information, John Bingley Counselling will activate its data breach procedures to minimise any risk of harm.
Maintaining the Quality of your Personal Information
It is important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete, and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
At any stage clients may request to see and correct the personal information about them kept on file. The counsellor 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 these 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 counsellor. These requests will be responded to in writing by the treating counsellor within 28 days, and an appointment will be made if necessary for clarification purposes.
Policy Updates
This Policy may change from time to time and is available on our website.
Privacy Policy Complaints and Enquiries
If you have concerns about the management of your Personal Information, please contact us directly.
For unresolved concerns, you may contact the Office of the Australian Information Commissioner:
Phone: 1300 363 992
Post: GPO Box 5218, Sydney, NSW 2001
If you have any queries or complaints about this Privacy Policy, please contact us via encrypted email at john@bingleycounselling.com.au.
Your Acceptance of these Terms
By engaging with John Bingley Counselling services, you signify your acceptance of this policy. If you do not agree, please inform us promptly. Continued use of our services will be deemed acceptance of any updates to this policy.