Privacy Policy

Personal information refers to any information that can identify you, including your name, contact details, and date of birth.

Sensitive information includes details about your health, mental health, beliefs, sexual orientation, or other personal matters. As a counselling practice, most information collected falls under this category and is handled with the highest level of care.

I collect personal information to provide counselling services and to support you effectively in addressing your concerns. This includes maintaining accurate records, fulfilling legal and ethical obligations, and communicating with you regarding your care.

Due to my duty of care and professional obligations, clients cannot remain anonymous. However, you may request the use of a preferred name, while legal identification details may still be required.

Personal information may be collected through:

• Information you provide verbally during sessions
• Written communication (including email, SMS, forms, and website enquiries)
• Intake forms and booking systems
• Telehealth sessions conducted via secure video conferencing platforms
• Referrals from GPs or other treating professionals
• A parent or guardian (for clients under 18 years of age)

Your information is used to:

• Provide counselling services
• Maintain appropriate clinical records
• Communicate with you regarding appointments and your care
• Meet legal and ethical obligations as a registered counsellor
• Support clinical supervision, where identifying details are protected to the extent possible

Your personal information is stored securely using password-protected digital systems and, where applicable, encrypted cloud-based services and/or locked physical storage. Reasonable steps are taken to protect your information from misuse, loss, unauthorised access, modification, or disclosure.

I do not retain banking details after payment has been processed.

Your personal information will not be disclosed to any third party without your written consent, except where required or permitted by law. Circumstances where disclosure may occur without consent include:

• A reasonable belief that a child under 18 years is at risk of abuse or neglect, as required under the Children, Youth and Families Act 2005 (Vic)
• A serious and imminent risk of harm to you or another person
• A legal obligation such as a court subpoena or coronial inquiry
• Family violence concerns under the Family Violence Protection Act 2008 (Vic)

Your personal information will not be disclosed to any person or organisation outside of Australia without your explicit consent, except where required by law.

You have the right to request access to your personal information or to request corrections if you believe any information held is inaccurate, incomplete, or out of date. Requests should be made in writing and will be handled in accordance with the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).

Client records are retained in accordance with professional and legal requirements:

• For adult clients, records are retained for a minimum of seven (7) years from the date of the last session
• For clients under 18 years of age at the time of counselling, records are retained until the client reaches 25 years of age
• Records are securely destroyed once the retention period has passed

Telehealth sessions are conducted via reputable, encrypted video conferencing platforms. While reasonable steps are taken to ensure the privacy and security of online sessions, absolute confidentiality cannot be guaranteed when using internet-based communication due to the inherent risks of digital technology.

To protect your own privacy during telehealth sessions, you are encouraged to:

• Use a private space where you cannot be overheard
• Use a secure and private internet connection
• Ensure your device is password protected

If you have concerns about how your personal information has been handled, I encourage you to contact me directly in the first instance. I will aim to respond and resolve your concern within five (5) business days.

If you are not satisfied with the outcome, you may lodge a complaint with:

• Office of the Australian Information Commissioner (OAIC) — for privacy-related matters
  • Website: www.oaic.gov.au
  • Phone: 1300 363 992
• Health Complaints Commissioner Victoria (HCC) — for health information matters
  • Website: www.hcc.vic.gov.au
  • Phone: 1300 582 113
• Australian Counselling Association (ACA) — for professional conduct matters
  • Website: www.theaca.net.au
  • Phone: 1300 784 333

This Privacy Policy is updated as required to reflect changes in legislation, practice, or services. Clients will be notified of any significant changes at their next scheduled session or via email.

If you have any questions regarding this Privacy Policy, please contact:

Shierly Irawan Halim
Email: hello@shierlytherapy.com.au
Phone: 0435 557 712
Website: shierlytherapy.com.au