Privacy Policy

Purpose of This Policy
At Coburg Therapy, we are committed to protecting your privacy and ensuring the confidentiality of your personal and health information. This policy explains how we collect, store, use, and disclose your information, your rights to access and correct your information, and how you can contact us about any privacy concerns. It is publicly available on our website and applies to all clients, including those attending online or telehealth sessions.

Information We Collect
We only collect information necessary to provide counselling services and meet our legal obligations. This may include your name, date of birth, and contact details, as well as information about your health and mental health, such as presenting concerns, treatment notes, and relevant medications. We also record session information, including dates of sessions, interventions used, and progress notes, along with risk and emergency information like emergency contacts, location during online sessions, and risk assessments. Additionally, we collect signed consent forms for counselling, telehealth sessions, and confidentiality limits.

While you may choose not to provide certain information, this may affect the services we are able to offer you.

How We Collect Information
Information is collected directly from you through intake forms, consent forms, and session notes. We also collect information during counselling sessions, whether in-person or online. In some cases, information may be obtained from relevant third parties, such as your GP or other health professionals, but only with your consent. Forms may be completed by you independently or collaboratively with your practitioner during sessions.

How We Use Your Information
Your information is used to provide counselling tailored to your individual needs, manage clinical records, and track your progress. It is also used to assess and manage risks to yourself or others, comply with legal obligations including mandatory reporting, facilitate referrals to other healthcare providers with your consent, and communicate regarding sessions, scheduling, and follow-up. We do not use your information for marketing purposes and will only disclose it with your consent or as required by law.

Circumstances Where Confidentiality May Be Broken
While your privacy is very important to us, there are legal and ethical situations where we may need to disclose information without your consent. This includes if there is a serious risk of suicide or self-harm, or if you may pose a risk to others. Confidentiality may also be broken if we become aware of abuse or neglect of a child or vulnerable adult, domestic violence, or elder abuse.

Other circumstances include situations required by law, such as mandatory reporting or court orders, or in medical emergencies where you are in imminent danger and emergency services need to be contacted. Information may also be shared in professional supervision or peer consultation, with identifying information kept confidential, or in any situation where withholding information could result in serious harm. We will always aim to discuss the need to share information with you beforehand, except in emergencies.

Notification of Collection
At or before the time of collection, we will inform you about the purpose of collecting your information, how it will be used and stored, and any consequences of not providing the information.

Storage and Security of Your Information
Coburg Therapy takes reasonable steps to ensure your information is secure. Digital records are stored on encrypted cloud platforms such as Zoho Forms, Proton Drive, and Tresorit. Access is restricted to authorised personnel only, and all online communications are encrypted. Regular, encrypted backups are maintained. Some platforms may store data overseas, and safeguards are in place to comply with the Australian Privacy Principles (APP 8).

Access and Correction Rights
You have the right to access your personal and health information at any time. If your information is inaccurate, incomplete, or out of date, you may request corrections by contacting us in writing at amiru@coburgtherapy.com. Identity verification may be required before access is granted.

Retention and Disposal of Records
Records are retained in accordance with Victorian legal requirements. For adults, records are kept for a minimum of 7 years from the last contact. For minors, records are kept until they turn 25, or 7 years after the last contact, whichever is longer. Records that are no longer required are securely deleted or permanently destroyed to maintain confidentiality.

Sharing Your Information
Your information is only shared in specific circumstances, such as with your consent for referrals or collaboration with other health professionals, when legally required in situations of risk, or for supervision or professional development with identifying information kept confidential. We never sell your information or use it for marketing purposes.

Telehealth / Online Session Considerations
Online counselling sessions carry some privacy risks due to internet and technical issues. You are responsible for participating in a private, secure location. Your current location is collected during each session for emergency purposes. Platforms used, including Google Meet, Microsoft Teams, and phone calls, are secure and encrypted, but absolute confidentiality cannot be guaranteed due to the nature of the internet.

Data Breaches
In the unlikely event of a data breach likely to result in serious harm, we will notify affected clients and the Office of the Australian Information Commissioner (OAIC).

Quality of Information
We take steps to ensure your information is accurate, complete, and up to date. You may update your details at any time. Access and correction requests can be made via email or phone, and are generally processed within 30 days.

Changes to This Policy
Coburg Therapy may update this privacy policy from time to time. Updates will be posted on our website and communicated to clients as required.

Contact Information
For any questions or concerns about privacy, access, or correction of your information, please contact:

Amiru Kifamunyanja
Email: amiru@coburgtherapy.com
Phone: 0423 337 250