This policy explains how Refocus Child & Family therapy handles personal information.
Refocus Child & Family therapy is committed to protecting the privacy and confidentiality of all personal information which the organisation collects, holds and administers. Refocus Child & Family therapy respects everyone’s rights to privacy and any personal information collected by Refocus Child & Family therapy is managed in accordance with the privacy principles contained in the Australian Privacy Act (1988)
What is Personal Information
Personal information is almost any information that can be used to personally identify a person such as name, address, phone number, email address, occupation or photographs etc. Some personal information is considered sensitive, such as ethnic origin, sexual orientation or criminal record. It may also include health information which is information that relates to an identifiable living or deceased person and concerns their health, disability or genetic make-up.
What personal information does Refocus Child & Family therapy collect
Refocus Child & Family therapy collects a range of personal information from members, staff, volunteers and the general public that is necessary and required for its primary functions and activities and for legal requirements only.
Refocus Child & Family therapy may collect the following types of personal information:
- mailing or street address;
- email address;
- telephone number;
- age or birth date;
- profession, occupation or job title;
- details of any calls or enquiries made to Refocus Child & Family therapy as well as any additional information that was necessary to respond to those calls or enquiries;
- information obtained through surveys and consultations with Refocus Child & Family therapy members, stakeholders and the general public;
- any additional information relating to a person that is provided to us directly through our websites or indirectly through use of our websites or online presence, or otherwise.
Refocus Child & Family therapy may also collect some information that is not personal information because it does not identify any individual. For example, Refocus Child & Family therapy may collect anonymous answers to surveys or aggregated information about visitors to the Refocus Child & Family therapy website.
How does Refocus Child & Family therapy use personal information?
The main ways Refocus Child & Family therapy uses personal information are to:
- The administrative purpose of running the practice.
- Billing either directly or through Medicare, PHN, NDIS or other approved funding agency.
- Approved disclosure of information to other professionals including referring GP, PHN, NDIS or other funding body as appropriate.
- Answer enquiries and resolve complaints.
- Provide updates on our publications and services.
- Meet our workplace safety obligations.
Refocus Child & Family therapy also uses this information, after removing identifying details, to meet its reporting obligations.
When does Refocus Child & Family therapy disclose personal information?
Refocus Child & Family therapy will generally only disclose information for the primary purpose for which it was collected or a directly related secondary purpose where the individual would reasonably have expected us to use it for those purposes. Times when Refocus Child & Family therapy may be required by law to share information include:
- If you disclose information regarding suspected harm or abuse to yourself or someone else.
- If we are subpoenaed by a court of law.
- If we have your consent to do so.
For other uses Refocus Child & Family therapy will obtain consent from the affected person, unless the disclosure is required by law or the need for the disclosure (e.g. health & safety of individuals) outweighs the need for privacy.
How does Refocus Child & Family therapy ensure the quality of personal and health information recorded?
Refocus Child & Family therapy takes all reasonable steps to ensure the information collected about individuals is accurate, up-to-date and relevant to the functions and activities of the organisation. Refocus Child & Family therapy will ask people to tell us when their personal information changes so we can update our records. Where possible, Refocus Child & Family therapy checks the accuracy of information before it is used.
How does Refocus Child & Family therapy keep personal and health information safe?
Personal information held by Refocus Child & Family therapy is stored in electronic form on our client management system Halaxy. Refocus Child & Family therapy does its best to protect information from loss, misuse, unauthorised access, modification and disclosure. To do this Refocus Child & Family therapy uses procedural, physical and software safeguards.
The Refocus Child & Family therapy website and social media pages are linked to the internet which can be insecure. Refocus Child & Family therapy cannot provide any assurance regarding the security of transmission of information sent to us online. Refocus Child & Family therapy also cannot guarantee that information supplied will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information transmitted to Refocus Child & Family therapy online is transmitted at a person’s own risk.
Refocus Child & Family therapy requires staff to handle personal information with care and access only what they need to do their job.
Refocus Child & Family therapy destroys personal information when it is no longer required.
Anonymity of Personal Information
In the course of its service provision Refocus Child & Family therapy frequently uses personal experiences and stories in its communications and publications. Members or individuals who have provided this information will not be identified unless they have specifically consented to be identified. Refocus Child & Family therapy will also adhere to any requests from members or individuals to not use their personal experiences.
Refocus Child & Family therapy can change information to a pseudonym or treat it anonymously if required by the person whose information Refocus Child & Family therapy holds. Refocus Child & Family therapy also provides clients and service users the option of not identifying themselves when completing evaluation forms or opinion surveys.
Refocus Child & Family therapy may collect sensitive information
Refocus Child & Family therapy does sometimes ask for sensitive information (as defined in the Privacy Act 1988). Such information is only ever collected with the person’s consent or if required by law.
Personal Information and Social Media
Refocus Child & Family therapy social media pages including Facebook, LinkedIn and Instagram are public pages on the internet.
Any personal information posted on these sites are provided at a person’s own risk as Refocus Child & Family therapy cannot guarantee the privacy of the information. Refocus Child & Family therapy uses information provided on these social media sites, such as experiences and stories to inform the delivery of our services.
The Refocus Child & Family therapy website may contain links to other websites operated by third parties. Refocus Child & Family therapy make no representations or warranties in relation to the privacy practices of any third-party website and are not responsible for the privacy policies or the content of any third-party website. Third party websites are responsible for informing individuals about their own privacy practices.
Accessing and Updating Personal Information
Refocus Child & Family therapy will, on request by an individual, give the individual access to their personal information except where it is a threat to life or health, it could interfere with the privacy of others or if it is authorized by law to refuse. If Refocus Child & Family therapy are unable to provide access to personal information the person will be informed in writing of the reasons.
If a person is able to establish that their personal information is not accurate, then Refocus Child & Family therapy will take steps to correct it.
Refocus Child & Family therapy will make no charge to individuals for making a request for personal information, correcting the information or associating a statement regarding accuracy with the personal information.
Complaints about Privacy and Confidentiality
Any individual who has a complaint about how Refocus Child & Family therapy has handled their personal information should contact Refocus Child & Family therapy as soon as possible (see www.refocuschildfamilytherapy.com.au for contact information). Refocus Child & Family therapy aims to resolve complaints quickly and fairly (see Complaints and Compliments Policy).
Refocus Child & Family therapy Director is responsible for adopting the Privacy & Confidentiality Policy.
Refocus Child & Family therapy’s Director and all staff members, contractors and volunteers are responsible for the implementation of the Privacy & Confidentiality Policy and Procedures.
The Director is responsible for monitoring changes in Privacy legislation and for implementing regular reviews to the Privacy & Confidentiality Policy.