PRIVACY POLICY

For Your Understanding

Effective Date: 18/06/2025

This Privacy Policy sets out how Omid Therapeutic Services (referred to as “we”, “us”, or “our”) collects, uses, discloses, and protects your personal information. We are committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). As a health service provider, irrespective of financial turnover, we are obliged to have a written privacy policy that outlines our commitment to protecting personal information collected as part of our work.

1. What is Personal Information?

Personal information is any information about an individual that can be used to identify them directly or indirectly. This includes information such as their name, address, phone number, email address, and date of birth.

Sensitive information is a type of personal information which includes details, for example, about a person’s racial or ethnic origins, political or religious beliefs, sexual orientation, health or genetic information, family court orders or criminal record. The breach of sensitive information is likely to leave people open to discrimination or embarrassment.

2. Collection of Personal Information

We collect personal information that is reasonably necessary for us to provide you with psychotherapy and counselling services. The types of information we may collect include:

Contact Information: Name, address, email address, phone number.
Demographic Information: Date of birth, gender.
Health Information: Medical history, mental health history, presenting issues, treatment plans, progress notes, reports from other health professionals (with your consent).
Emergency Contact Information: Details of a nominated emergency contact person.
Information from Referrals: Information provided by your referring doctor or other health professional.
Website Inquiry Information: If you use the enquiry form on our website, we collect your name, address, phone, email, date of birth, and a brief outline of your concerns. This information is used solely to respond to your inquiry and facilitate your initial consultation.
Session-Related Information: Information verbally shared during consultations and therapy sessions.

How we collect your personal information:

Directly from you: When you contact us, verbally share information with us, complete intake forms, during sessions, or via email, SMS, letter, or our website enquiry form.

From third parties: With your consent, we may collect information from your referring GP, other treating practitioners or services, or relevant agencies.

Anonymity and Pseudonyms:

Due to our duty of care and the nature of psychotherapy and counselling, a client cannot be anonymous within our practice. While a client may request to use a pseudonym, a name as listed on identification documents is required for record-keeping and duty of care purposes.

3. Purpose of Collecting, Holding, Using, and Disclosing Personal Information

We collect, hold, use, and disclose your personal information for the following purposes:

To provide you with high-quality psychotherapy and counselling services.
To assess your needs and develop appropriate treatment plans.
To manage your appointments and communicate with you regarding your sessions.
To maintain accurate and comprehensive client records.
To process payments and manage billing (note: we do not store credit card or banking details once payment processing is finalized).
To communicate with other health professionals involved in your care (with your express consent).
To meet our legal and ethical obligations, including those related to record-keeping (for example, for seven years after the last client contact), mandatory reporting (e.g., child protection concerns), and professional supervision (where client anonymity is maintained).
For internal administrative purposes, such as quality improvement, service planning, and professional development.
To respond to your inquiries and feedback.

4. Disclosure of Personal Information

We will not disclose personal information about you to third parties without your express consent. This includes that it is unlikely we will disclose any information to a recipient outside of Australia. Exceptions where disclosure is required or permitted by law include:

Duty of Care: If we have a reasonable belief that there is a serious and imminent threat to your life, health, or safety, or to that of another identifiable person, we may be required to disclose information to relevant authorities (e.g., police, emergency services).
Child Protection: If we have reasonable grounds to suspect that a child under the age of 18 years is at risk of abuse or neglect, we are legally required to report this to relevant child protection authorities.
Subpoena/Court Order: If we receive a valid subpoena or court order, we are legally obliged to provide the requested information.
Professional Supervision: As part of our professional and ethical obligations, we may discuss aspects of our work with you with our clinical supervisor. In such situations, content presented is de-identified to ensure your anonymity.
External Professional Support: We may disclose information to our professional advisors (e.g., accountants, lawyers) when necessary for their services, ensuring they are bound by confidentiality.

We will always endeavor to discuss any necessary disclosures with you in advance, unless doing so would put you or others at risk or is prohibited by law.

5. Data Quality and Security

We try to ensure that the personal information we collect, use, and disclose is accurate and up to date. We also take reasonable steps to protect your personal information from misuse, interference, loss, unauthorized access, modification, or disclosure. This includes:

Secure Storage: Electronic records are stored on secure, password-protected systems with encryption where possible. Paper records (if any) are stored in locked cabinets in a secure location.
Access Controls: Only authorized personnel (e.g., yourself) have access to your personal information.
Confidentiality Agreements: Our staff and any contractors are bound by strict confidentiality agreements.
Data Minimization: We only collect and retain information that is necessary for the provision of our services and for our legal obligations.
Secure Disposal: When personal information is no longer needed, we securely destroy or de-identify it in accordance with legal requirements.
Breach Notification: If we become aware of a security breach, we will promptly investigate and, where appropriate, take remedial action and notify the individual affected in accordance with the Privacy Act.

While we strive to protect your personal information, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee absolute security.

6. Accessing and Correcting Your Personal Information

You have the right to request access to the personal information we hold about you. You also have the right to request that we update or correct any inaccurate, incomplete, or out-of-date information.

To request access or correction, please contact us in writing using the contact details provided below. We will respond to your request within a reasonable timeframe (usually within 30 days) and may charge a reasonable fee where we provide access to cover administrative costs, though we will advise you of any such fees in advance.

In certain circumstances, we may refuse your request for access or correction, in accordance with the APPs (e.g., if providing access would pose a serious threat to the life, health, or safety of an individual, or if the request is frivolous or vexatious). If we refuse your request, we will provide you with written reasons for our refusal.

7. How to Make a Complaint

If you think your personal information has not been handled in line with the Privacy Act, please contact us in the first instance. We will investigate your complaint and try to promptly resolve your complaint directly with you.

If you are not satisfied with the outcome, then you may make a complaint to the Office of the Australian Information Commissioner (OAIC). For information about how to make such a complaint, please refer to the OAIC website: http://www.oaic.gov.au/.

8. Changes to this Privacy Policy

We may make changes to this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The most current version will always be available on our website: http://www.omidtherapeuticservices.com or by contacting us directly. We will notify clients of significant changes by email or on our website. We encourage you to review this policy periodically.

9. Contact Us

If you have any questions relating to privacy matters, please contact us:

Omid Therapeutic Services

Mr Omid Ebrahimi, PACFA Reg.Certified Practising 30575 – Psychotherapist & Counsellor

Phone: 0409 899 187
Email: enquiries@omidtherapeuticservices.com.au
Website: www.omidtherapeuticservices.com