Privacy Policy for Management of Personal Information

(Reviewed January 2022)

This document describes the privacy policy of Dr Marchiene van der Veen 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 filing cabinet which is accessible only by Marchiene or persons authorised by Marchiene. The information on each file includes personal information such as name, address, contact phone numbers, psychological history, and other personal information collected as part of providing the psychological service.

How clients’ personal information is collected

A client’s personal information is collected in a number of ways during psychological consultation with Marchiene, including when the client provides information directly to Marchiene using hard-copy forms, correspondence via email or text, when the client interacts directly with Marchiene or related employees such as the receptionist, and when other health practitioners provide personal information to Marchiene, 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, Marchiene may not be in a position to provide the psychological service to the client. Clients may request to be anonymous or to use a pseudonym, unless it is impracticable for Marchiene to deal with the client or if Marchiene 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 Marchiene 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 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

Clients’ personal information will not be disclosed except when:

1. It is subpoenaed by a court.
2. Failure to disclose the information would in the reasonable belief of Marchiene, place a client or another person at serious risk to life, health or safety.
3. The client’s prior approval has been obtained to:
   1. provide a written report to another professional or agency, e.g. a GP or a lawyer.
   2. discuss the material with another person, e.g. a parent, employer or health provider.
   3. disclose the information in another way.
4. Disclosure is otherwise required by law.
5. You have been referred under the Mental Health Care Plan where liaison with your treating team and a written report to the referring person is required.

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 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 Dr Marchiene van der Veen. These requests will be responded to within 30 days from date of receipt, 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 Marchiene. 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 https://www.oaic.gov.au/privacy/privacy-complaints or by post to:Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.