Privacy Policy
Vanessa Wylie Counselling is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/.
What is Personal Information and why do we collect it?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect includes names, addresses, email addresses, phone and facsimile numbers.
This Personal Information is obtained in many ways including interviews, correspondence, by telephone and email, and via our website. We don’t guarantee website links or policy of authorised third parties.
We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.
When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Sensitive Information
Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive information will be used by us only:
•For the primary purpose for which it was obtained
•For a secondary purpose that is directly related to the primary purpose
•With your consent; or where required or authorised by law.
Third Parties
Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
AI Tools Usage Policy
1. Introduction
Vanessa Wylie Counselling is committed to integrating advanced technologies, including Artificial Intelligence (AI), to enhance the quality of counselling services provided. This policy outlines the principles and guidelines for the use of AI tools in our practice, ensuring they are used ethically and in compliance with all relevant legal and professional standards.
2. Scope
This policy applies to all staff members, contractors, and other individuals engaged by Vanessa Wylie Counselling who use AI tools as part of their professional activities.
3. Purpose
The purpose of this policy is to ensure that AI tools are used responsibly and ethically in our practice, with a focus on maintaining client confidentiality, data security, and the integrity of psychological services.
4. Current Use of AI Tools
AI tools are currently used in the following ways:
Recording Sessions: AI tools may be used to record psychology sessions with the client's informed consent.
Drafting Clinical Notes: AI tools may assist in drafting clinical notes based on the recorded sessions to improve accuracy and efficiency.
5. Future Use of AI Tools
While the current use of AI tools is limited to the above applications, this policy also anticipates future uses which may include, but are not limited to:
Automated data analysis and pattern recognition in clinical data
Enhanced diagnostic support tools
Personalized treatment recommendations based on AI analysis
Virtual reality and AI-driven therapeutic interventions
6. Principles for AI Tool Usage
The following principles guide the use of AI tools in our practice:
Informed Consent: Clients must be fully informed about the use of AI tools, including the purpose, benefits, risks, and how their data will be used. Written consent must be obtained prior to using AI tools.
Confidentiality and Privacy: The use of AI tools must comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other relevant privacy legislation. Measures must be taken to ensure the confidentiality and security of client data.
Transparency: Clients must be informed if AI tools are involved in their care. This includes providing information on how AI tools influence decision-making processes.
Professional Judgment: AI tools are intended to augment, not replace, the professional judgment of psychologists. Final clinical decisions should always be made by qualified professionals.
Data Security: Appropriate technical and organizational measures must be in place to protect data processed by AI tools from unauthorized access, loss, or misuse.
Bias and Fairness: Efforts must be made to ensure AI tools do not perpetuate or exacerbate biases. Regular audits and evaluations of AI tools should be conducted to identify and mitigate potential biases.
Compliance: The use of AI tools must comply with all relevant legal, ethical, and professional standards, including the Psychology Board of Australia Code of Ethics and the Australian Psychological Society (APS) Code of Ethics.
7. Responsibilities
Management: Ensure that AI tools are implemented and used in accordance with this policy and that all staff are trained on their proper use.
Staff: Adhere to this policy when using AI tools and report any issues or concerns to management.
IT Consultants: Ensure the security and integrity of AI systems and data.
8. Review and Monitoring
This policy will be reviewed regularly and updated as necessary to reflect advancements in AI technology and changes in legal and ethical standards. Ongoing monitoring of AI tool usage will be conducted to ensure compliance and address any emerging issues.
Disclosure of Personal Information
Your Personal Information may be disclosed in a number of circumstances including the following:
•Third parties where you consent to the use or disclosure; and
•Where required or authorised by law.
Security of Personal Information
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.
Access to your Personal Information
You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.
Vanessa Wylie Counselling will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.
In order to protect your Personal Information we may require identification from you before releasing the requested information.
Maintaining the Quality of your Personal Information
It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
Policy Updates
This Policy may change from time to time and is available on our website.
Privacy Policy Complaints and Enquiries
If you have any queries or complaints about our Privacy Policy please contact us at: