This document describes the privacy policy of Remote Psych ABN 35 629 876 222 (“we”, “us”, “our“). The service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth) which sets out a number of principles concerning the privacy of individuals. Remote Psych complies with the Privacy Act 1988 and the Health Records Act 2001 (VIC) when handling personal information, which is health information. Remote Psych complies with the Privacy Act 1988 and the Health Records Act 2001 (VIC) when handling personal information, which is health information. This Privacy Policy outlines the information collection and handling policies of Remote Psych, and describes the processes we implement in order to comply with our Privacy Obligations. By providing your personal information, you consent to Remote Psych collecting, using, disclosing and otherwise handling that information in accordance with this Privacy Policy.

Information collection

Your information is gathered and stored as part of providing a relevant and informed telehealth psychological service to you, including your assessment, treatment and fulfilling obligations required under relevant legislation. Information we gather may include your name, contact information, medical history and other relevant health information. This information is used solely for purposes which are directly related to the main purpose for which the information was collected and we will only do this in circumstances where you would reasonably expect us to use your information for these purposes. Electronic and paper records are kept in secure storage and in the interests of your privacy, used only by your psychologist and the authorised personnel of the practice (as necessary). As we will be working together remotely by videoconference, we need to be able to contact support people in your locality should any issues arise. You are required to provide the names and contact details of at least two people known to you before we commence treatment. Because you may be in varied locations for each of our sessions, we may require you to provide your location at the commencement of each session. We may engage third-party independent contractors and other suppliers to conduct services (such as internet banking, book keeping, website hosting, and patient management software) on our behalf, to provide a better service to you. If requiring further information in relation to information collection and storage relating to the use of our Site, this can be found on the Remote Psych document Privacy Policy (Website) which can be viewed at any time.

Online communications

The privacy of any form of communication via the internet or a mobile device is potentially vulnerable and limited by the security of the technology. Zoom software is used for all Remote Psych videoconferencing and is end-to-end encrypted and cloud hosted in Australia. By providing information to us or our third-party-providers, you acknowledge that no transmission over the internet can be guaranteed as secure and is transmitted at your own risk.

Email communications

Email will be used for administrative purposes primarily, such as setting up appointments and reminders. Invoices will be sent as email attachments (which can be password protected if desired). Remote Psych also offers clients the opportunity to communicate with their psychologist by email, for some limited purposes. Please be aware that email communication is not secure and should contain minimal personal information. Email is not appropriate for urgent or emergency situations, nor is it a substitute for telehealth consultations. Any email communication between you and Remote Psych may be added your client file. As emails are a part of a client file, other individuals authorised to access the file may have access to those emails.

Disclosure of personal information

The security of your personal information is important to us. Your personal information will not be used, sold, rented or disclosed for any other purpose, unless otherwise required or authorised by law. We take reasonable steps to protect your personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. We may occasionally use third-party companies to provide services on our behalf, including but not limited to; accounting software, information technology support, cloud storage, website hosting and data processing. Those companies will be permitted to obtain only the minimum personal information they need to deliver the service. Remote Psych takes reasonable steps to ensure that these organisations are bound by confidentiality and privacy obligations in relation to the protection of your personal information.

All personal information gathered by the psychologist during the provision of the psychological service will remain confidential except when:

1. it is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or

2. failure to disclose the information would, in the reasonable belief of the Remote Psych psychologist, place you or another person at serious risk to life, health or safety; or

3. your prior approval has been obtained to disclose information.

In the event that unauthorised access, disclosure or loss of your personal information occurs, we will activate our ‘Data breach plan’ and use all reasonable endeavours to minimise any risk of consequential serious harm. If the breach relates to the My Health Records Act, we may disclose your personal information to the My Health Records System Operator under section 73A of that Act.

Accessing Your Personal Information

At any stage, you are entitled to access your personal information kept on file, subject to exceptions in the relevant legislation. Requests for information must be made in writing to the practice. You will be required to put your request in writing for security reasons. Remote Psych reserves the right to charge a fee for searching for, and providing access to, your information on a per request basis.

Reporting requirements

If receiving Medicare rebates or Medicare bulk billing, there are reporting requirements to your referrer. At certain intervals, a report will be sent to your referring GP (or Psychiatrist or Paediatrician) outlining the treatment undertaken, progress and any ongoing needs, together with recommendation of how these needs can be met. If you are receiving treatment funded by a third party such as your NDIS plan, Worker’s compensation or a TAC claim, your case manager or insurer may request a treatment and progress report, or similar. This may also be required to approve further sessions.

Use of therapy session materials

Remote Psych will not make recordings of your sessions or use material from the sessions for purposes other than delivering a service to you. We will seek your consent if we wish to use material for other purposes (such as consultation with colleagues). We ask that you respect your clinician’s privacy by agreeing not to make recordings of the sessions and not to use materials from the sessions for purposes other than therapy. If you wish to record sessions or use session material for other purposes, you must seek your clinician’s consent to do so. This includes the forwarding to third parties of email or text correspondence.

System requirements and Security

The use of our services requires a suitable device with internet access, certain software, and security. You should follow all security instructions and suggestions provided by your device’s manufacturer or system provider. You are liable for ensuring your device is locked and encrypted at all times, as well as installing all security and system updates as recommended or provided to you by your device’s manufacturer or system provider. All Personal Meeting ID (PMI) meetings will be passcode protected. Meeting passcodes will be encrypted and included in the invite link to allow clients to join with just one click without having to enter the passcode. Or, if you prefer and if pre-arranged, your psychologist can provide you with a unique Meeting ID and Passcode, generated for each consultation.

Changes to this Privacy Policy

Remote Psych reserves the right to make amendments to this Privacy Policy at any time. If you have objections to the Privacy Policy, you should not access or use our services.

Concerns

If you have a concern about the management of your personal information, you may inform the director, Kim Douglas via kim@remotepsych.com.au. Upon request, you can obtain a copy of the Australian Privacy Principles, which describe your rights and how your personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to: Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.

Contacting us

Remote Psych welcomes your comments regarding this Privacy Policy. If you have any questions about this Privacy Policy and would like further information, please contact us during business hours Monday to Friday.

• Call: 03 5222 4789

• Email: info@remotepsych.com.au

• Post: Privacy Policy, PO Box 851 Geelong VIC 3220