Privacy
This document describes the privacy policy of Katrina Stephen Psychology for the management of clients' information. The psychological service provided is bound by the requirements of the Australian Privacy Principles (2014; APP) and the Victorian Health Privacy Principles (HPP).
Client information
Client files are stored in Halaxy, a secure electronic system used for managing client information. These files contain personal details, including client name, address, phone number/s, medical history, and other relevant information gathered during psychological services.
Halaxy
Halaxy is a global platform for clinical software utilised by many health practitioners, including Psychologists. Halaxy is protected by 256-bit bank-grade security and encryption, which means records, notes and personal information is protected to the same level used in banks. All information is encrypted and stored in a securely protected data centre. Your data is hosted on servers with state-of-the-art security and are located within Australia. To learn more about Halaxy’s privacy and security please refer to Halaxy’s Privacy Policy.
Purpose of collecting and holding personal information
Personal information is gathered for the purpose of providing psychological services, including assessment,
diagnoses and treatment and is seen only by Katrina Stephen. It is retained to document client sessions and
ongoing support, enabling the Katrina Stephen to provide an appropriate psychological service. In addition, information is required to be held for a period of time to meet the legal requirements of the APP and HPP.
Disclosure of information
Client’s personal information will remain confidential except when:
it is subpoenaed by a court, or disclosure is otherwise required or authorised by law;
failure to disclose the information would place a client or another person at serious risk to life, health or safety; or
your prior approval has been obtained to: a) provide a written report to another agency or professional, e.g., a GP or a lawyer; or b) discuss the material with another person, e.g. a parent, employer, health provider, or third party funder; or c) disclose the information in another way; or d) disclose to another professional or agency (e.g. your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected.
Professional Supervision
Psychologists are encouraged to seek regular professional supervision to ensure an extensive and informed approach to psychological service provision. Client information shared for supervision will be handled sensitively, with no identifying information shared unless it is directly relevant to discussion. All registered psychologists in Australia are bound by the same professional, ethical, and legal obligations. Information shared during professional supervision is bound by Katrina Stephen Psychology confidentiality and privacy policies. Your personal information will not be used, sold, rented or disclosed for any other purpose.
Artificial Intelligence (AI) Tools
Katrina Stephen Psychology may use AI tools to assist in providing psychological services. Any information input into an AI system, as well as the output data generated, will be handled in accordance with the Australian Privacy Principles (APPs). Consent will be obtained for the use of AI tools prior to psychological services commencing with information about how AI is used and who has access to the data. Personal information is not entered into publicly available AI tools for any reason due to privacy risks.
Requests for access and correction to client information
Clients may request to see and correct their personal information kept on file. Katrina Stephen 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 correct the information. Requests by clients for access to personal information held should be lodged with Katrina Stephen. These requests will be responded to in writing within fourteen days, and an appointment will be made if necessary.
Concerns
If you have any concerns about the management of your personal information, please inform Katrina Stephen. Upon request a copy of the Australian Privacy Principles, which describe rights and how personal information should be handled, is available. If you wish to lodge a formal complaint about the use of, disclosure of or access to, your personal information, you may do so with the Office of the Australian Information Commissioner at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or on 1300 363 992, or the Health Complaints Commissioner on 1300 582 113.
If you have any concerns about the conduct of Katrina Stephen, please feel free to discuss them with her. If your concerns are not resolved following this conversation, you can contact the Psychology Board of Australia on 1300 419 495 or the Australian Psychological Society on 8662 3300.