II. Why and when your consent is necessary
When you register as a client of Mariane's practice, you provide consent for the Australian registered business ‘Mariane Power’ to access and use your personal information, so she can provide you with the best possible healthcare. Only staff and authorised third parties who need to see your personal information will have access to it. If Mariane needs to use your information for anything else, she will seek additional consent from you to do this.
III. Why do we collect, use, hold and share your personal information?
Mariane's practice will need to collect your personal information to provide healthcare services to you. The main purpose for collecting, using, holding and sharing your personal information is to manage your health. Mariane also uses it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (e.g. in the instance of staff training).
IV. What personal information does Mariane collect?
The information Mariane will collect about you on this site, through intake forms, and within session may include your:
names, date of birth, addresses, phone, email, country of birth, religious affiliation
contact details of your nominated person to be notified in the event of an emergency
payment details collected via our clinical software program Halaxy and/or manual written forms (only to process cancellation fees or during clinical session note keeping)
medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors, previous psychological services, presenting concerns, as provided by yourself and relevant treating healthcare providers
Medicare number (where available) for identification and claiming purposes
health fund details (where available) for identification and claiming purposes
- NDIS details (where applicable)
V. Dealing with Mariane anonymously
In the case of engaging in non-client facing therapeutic services (such as downloading a resource from this site) you have the right to deal with Mariane anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals (such as for treatment). Please see the OAIC for further information https://www.oaic.gov.au/privacy/australian-privacy-principles-guidelines/chapter-2-app-2-anonymity-and-pseudonymity
VI. How does Mariane collect your personal information?
Mariane's practice may collect your personal information in several different ways.
Mariane may also collect your personal information when you visit the website, send an email or SMS, telephone, make an online appointment or communicate with her using social media. Communicating with Mariane via social media may put your own anonymity at risk (i.e., liking Facebook posts, commenting on Instagram), and under the APS ethics, Mariane is unable to reply to your social media comments (refer to social media policy, attached to your intake form)
In some circumstances personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
your guardian or responsible person
other involved healthcare providers, such as General Practitioners, specialists, hospitals, community health services and pathology and diagnostic imaging services
your health fund, Medicare, or the Department of Veterans’ Affairs (as necessary).
VII. When, why and with whom does Mariane share your personal information?
Mariane may be required to share your personal information:
contact details, with third parties who work with her practice for business purposes, such as accreditation agencies, accountants, or information technology providers
in professional supervision to discuss an appropriate counselling plan when necessary (i.e., to lessen or prevent any harm to a clients’ life or others’ life) In this case, where possible, your name will remain anonymous, or Mariane will discuss this need with you
with other healthcare providers (i.e., attendance letter to a General Practitioner or other healthcare provider)
when it is required or authorised by law (i.e., court subpoenas, to assist in locating a missing person)
when it is necessary to lessen or prevent a serious threat to a client’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent
to establish, exercise or defend an equitable claim
for the purpose of confidential dispute resolution process
when there is a statutory requirement to share certain personal information
Only people who need to access your information will be authorised to do so. Other than while providing health services or as otherwise described in this policy, Mariane's practice will not share personal information with any third party without your consent.
Mariane's practice standards have been set by Australian law, in accordance with the Spam Act 2003 and the Spam Regulations 2021. The Spam Act 2003 and the Spam Regulations 2021 outline the rules about sending commercial electronic messages. When you become Mariane's client, you acknowledge and consent to receiving commercial electronic messages for the purposes of appointment setting, appointment reminders, appointment changes, cancelled or missed appointments and any administrative-related messages in line with our therapeutic agreement. You may opt out of direct marketing (such as Mariane's newsletter) at any time by notifying Mariane's practice in writing via email.
VIII. How does Mariane's practice store and protect your personal information?
Your personal information may be stored at the practice in various forms and stores all personal information securely in accordance with the APPs.
All mobile electronic devices are password protected. Paper-based records are used and kept in accordance with the APS ethical and privacy guidelines. Paper case notes and paper intake forms will be primarily stored in a secure location of the business practice, where your file is under lock and key. Any case notes will have non-identifying information and will use a coding system for your privacy.
We strive to use privacy respecting open-source software that have complied with third party audits such as Bitwarden, Protonmail and Signal. Other third-party applications that we utilise are WordPress, Elementor, Calendly, Zoom, Gmail, Facebook and Instagram; please see their privacy policies for further information.
Access to personal information is only given to staff, contractors (such as our IT service provider) and clinical software program employees who require it to complete their job in assisting the practice.
Mariane's practice uses up-to-date virus protection software on our computers and regularly conduct software updates on our devices and website to help guard against cyber-attacks.
The practice stores and disposes of personal information held within records in accordance with the Archives Act 1983 and relevant records authorities.
IX. How can you access and correct your personal information at the practice?
You have the right to request access to, and correction of, your personal information. Only you or another person you have authorised, such as a legal guardian or authorised agent, can make the request. An organisation or agency must be satisfied the request came from you or a person you authorised. It's required you put this request in writing by emailing [email protected], and include information that identifies you. Please include:
your name and contact details
the personal information you want to access
how you’d like access to the personal information (such as receiving a copy by email or post, or if you just want to look at the information)
if you authorise a person or organisation to access the personal information on your behalf
The practice will respond to your request for access to personal information within 30 days of receiving your request. Mariane has the right to refuse access to your personal information if there is a valid reason to do so, in accordance with the Office of the Australian Information Commissioner (OAIC). A fee will be charged for the preparation of information, in accordance with reporting fees outlined on the Site. The charge may include the cost of:
staff searching for, locating and retrieving the requested information, and deciding which personal information is relevant to the request
staff reproducing and sending the personal information
the postage or materials involved in giving access
using an intermediary, if necessary
The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, Mariane will ask you to verify that your personal information held by the practice is correct and current. You may also request that we correct or update your information, and you should make such requests by emailing [email protected]
X. How can you lodge a privacy-related complaint, and how will the complaint be handled at Mariane's practice?
The practice take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing via the below email contact details. Mariane will then attempt to resolve it in accordance with APS resolution procedure guidelines.
Attn: Mariane Power
Mariane will respond to the complaint within 30 days of receiving the complaint in writing. You may also contact the OAIC. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.
XI. Privacy and the website
a. How Mariane protects your personal information
c. Links to other websites
d. Service Providers
We may employ third party companies and individuals to facilitate our website service, to provide a website service on our behalf, or to assist us in analysing how our website is used.
These third parties have access to your personal information shared via the website, only to perform these tasks on our behalf, and are obligated not to disclose or use it for any other purpose.
Our website uses Google Analytics, a service which transmits website traffic data to Google servers in the United States. Google Analytics does not identify individual users or associate your IP address with any other data held by Google. We use reports provided by Google Analytics to help us understand website traffic and webpage usage.
e. Embedded Content
f. Post Comments
When visitors leave comments on the website, we collect the data shown in the comments form, as well as the visitor’s IP address and browser user agent string to help with spam detection.
XII. Policy review statement