Privacy & Confidentiality Policy

Policy statement

Integrative Counselling & Mediation Services collects and stores personal information in order to provide a safe therapeutic environment, deliver high-quality services and meet legal and professional obligations.

Personal information is managed in accordance with applicable privacy legislation, professional standards and secure data disposal guidelines.

This policy supports compliance with relevant National Disability Insurance Scheme (NDIS) Practice Standards, including:

• Rights and Responsibilities (Privacy and Dignity)
• Provision of Supports (Access to Supports)

Scope

This policy applies to the owner and practitioner of Integrative Counselling & Mediation Services.

It covers the confidentiality and management of information relating to:

• clients and participants
• referrers
• professionals engaged in service delivery

Principles

Integrative Counselling & Mediation Services is committed to the following:

• Personal information is collected with consent and used only where necessary to provide services and meet compliance requirements.
• Information is protected from misuse, loss and unauthorised access.
• Information no longer required is securely destroyed in accordance with legal and compliance requirements.
• Reasonable steps are taken to ensure information is accurate, complete and up to date.
• Personal information is released only:
  • with informed consent
  • where required by law
  • or when an individual requests access to their own file

Access to personal files may incur a fee to cover the time required to prepare and facilitate access.

Confidentiality

Services are confidential. Information shared in sessions will not be disclosed without your consent (verbal or written), except where required by law or where there is a serious risk of harm.

Confidentiality may be limited where there is reasonable belief that:

• a person is at risk of harming themselves
• a person is at risk of harming another person
• a person is at risk of serious harm or abuse

Where possible, this will be discussed with you prior to any necessary disclosure.

Next of kin details may be requested where there are significant concerns regarding safety.

Personal information will not be used for marketing or disclosed to third parties without permission.

Court Attendance and Subpoenas

If records or testimony are required by court subpoena, an upfront fee of $4,500 applies for preparation and initial response.

Additional time, travel and accommodation costs (if required) will be charged at the applicable hourly rate and are payable by the requesting party.

Key Actions and Procedures

Clients are asked to review this policy when commencing services. Consent is obtained as part of the intake and booking process.

The practitioner maintains objective, accurate and up-to-date records in accordance with legal, contractual and mandatory reporting requirements.

Information transmitted via email is recorded in the secure client database and then removed from email systems where practicable.

Requests for correction of personal information are processed in accordance with privacy legislation as soon as reasonably possible.

In limited circumstances, access to personal information may be declined where providing access would pose a serious threat to the life, health or safety of any individual or unreasonably impact the privacy of others. Where access is declined, a written explanation will be provided.

Feedback and Complaints

Concerns or difficulties are encouraged to be raised directly so that resolution can be sought respectfully and promptly.

If direct resolution feels difficult, either party may engage a support person with mutual consent.

If a matter cannot be resolved, concerns may be directed to the appropriate external body, such as:

• Australian Association of Social Workers
• Victorian Association of Dispute Resolution Inc
• Attorney-General’s Department
• NDIS Quality and Safeguards Commission

Contact details can be provided upon request.

Public forums or social media are not considered appropriate avenues for complaints, in order to protect the privacy and integrity of all parties.

Definitions

Confidential Information
Information that identifies, or could reasonably identify, an individual.

Informed Consent
Voluntary agreement where the person has received adequate information, understands the implications of the decision and has capacity to consent.

Related Legislation and Standards

• Privacy Act 1988
• NDIS Act 2013
• NDIS Practice Standards and Quality Indicators
• Disability Services Act 1993 (WA)
• Equal Opportunity Act 1984 (WA)
• Carers Recognition Act 2004
• Fair Work Act 2009
• National Standards for Disability Services

Review

This policy is reviewed annually.

Owner: Integrative Counselling & Mediation Services
Review date: 19 February 2027
Signature: