The following outlines the process for the retention of confidential information
Counselling emails or online transcripts
When employees start their counselling sessions, the records of the emails and transcripts are kept for a period of 12 months after the service is completed, in case your organisation or the client wish access the services again. The information is kept so that your organisation, the client and the counsellor/s can re-read them in order to monitor the progress of the client and to assist in the counselling therapy.
After 12 months since the last point of contact by the client, the case notes and transcripts will be archived in a secure and locked section either electronically or in a locked physical cabinet for a period of 7 years.
Telephone or Face-to-Face Case Notes
This is standard practice for any Psychological Services and required by law. We need to archive your information in a secure and locked section either electronically or in a locked physical cabinet for a period of 7 years. It will not be accessed unless required by law or from you through the Freedom of Information Act. Then it will be destroyed after 7 years after the last client contact by electronic deletion and/or shredding.
Disclosure of the information we collect
For the purposes outlined below, we may at times disclose your personal information to organisations external to the Trauma Centre of Australia. These organisations include our professional affiliates and government authorities, as required or authorised by law. We will not disclose your personal information to any third parties without your consent and without the consent of the CEO. The client’s email address will not be added to any mailing lists without their permission.
To give you the best service, we will need to know of any mental health diagnosis and medications that you are taking. Trauma Centre of Australia may not be appropriate for certain mental illnesses and if you experience psychosis. We suggest that you see a Psychiatrist if you would like further assistance if your condition is deemed inappropriate for hypnosis.
Exceptions to the rule
There are certain circumstances where client’s information will need to be submitted to the appropriate authorities. They are:
- If there is a danger of the client harming themselves or their life is under threat.
- If there is a danger that someone else will be harmed or whose life or lives will be in danger.
- If they are engaged in a serious illegal offence.
- If the courts subpoena their files or there is a warrant by a law enforcement agency to inspect the Internet Service Provider’s logs
Access to personal information
Organisations and clients have a right to access their personal information held by the Trauma Centre of Australia. If you wish to have access to your personal information please call us on (03) 9205 9488 during business hours or via email at firstname.lastname@example.org. Organisations and clients can also request that information about the organisation or clients be corrected or deleted. We reserve our right to refuse the request for access or correction if, for example, we consider the request to be frivolous or vexatious, or if we are otherwise legally entitled to do so.