Privacy, Data Security, and Social Media Policy

Chele Yntema – Psychotherapy & Counselling Practice

Find Connection and Compassion, Clarity amid a world of chaos.

1 Purpose

I, Chele Yntema, respect your right to privacy and am committed to safeguarding the privacy and dignity of all clients, consumers, and website visitors.

This policy explains how I collect, use, store, and protect information and how I conduct myself online.

I adhere to the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) and the ethical standards of PACFA and CCAA.

A copy of the APPs is available at oaic.gov.au.

2 What Information I Collect and Why

Personal Information includes your name, address, phone number, email, and any details necessary to provide therapy or other requested services.

Information may be obtained through assessment, correspondence, email, telephone, my website or forms, podcast participation, or third-party referral (e.g., EAP or insurer).

I collect this information primarily to provide psychotherapy and related services. Secondary uses may include administrative or closely related professional purposes.

You may unsubscribe from mailing lists at any time.

Whenever possible I will explain why information is collected and how it will be used.

3 Sensitive Information

Sensitive information (e.g., health, cultural background, beliefs, or criminal history) will only be used:

  • for the purpose for which it was obtained,

  • for a directly related secondary purpose,

  • with your explicit consent, or

  • where required or authorised by law.

4 Third-Party Information

Where reasonable and practicable, I collect information directly from you.

If information is provided by a third party (for example an EAP, insurer, or referring practitioner), I will take steps to ensure you are aware of what has been received.

5 Storage, Security & Encryption

  • Halaxy is my primary clinical record system. It is encrypted and compliant with HIPAA and APP standards.

  • Files held outside Halaxy (supervision notes, transcripts, audio) are stored on encrypted drives protected by strong passwords and two-factor authentication.

  • Back-ups are maintained only in encrypted cloud services (iCloud Business / OneDrive Business / Proton Drive).

  • Each record uses a coded client identifier; a separate, encrypted key file links identifiers to client names.

  • Devices auto-lock after inactivity and are used only by myself.

  • Emails containing client information are password-protected; passwords are sent separately.

6 Retention & Disposal

Client files are retained for seven (7) years after the final session, or until a minor client reaches age 25.

When no longer required, digital records are securely erased using digital-shredding software and paper files cross-cut shredded.

7 Access to Your Information

You may request access to, or correction of, your personal information at any time in writing.

Proof of identity may be required. No fee applies for access; an administrative fee may apply for copies.

8 Maintaining Quality

I take reasonable steps to keep your information accurate, complete, and up to date. Please notify me promptly of any changes.

9 Data Breach Response

In the unlikely event of a data breach I will:

  1. Contain and assess the breach immediately.

  2. Notify affected individuals and, where required, the Office of the Australian Information Commissioner (OAIC).

  3. Review systems to prevent recurrence.

10 Social Media Policy

Social media is used only for professional education, community engagement, and general information.

I do not provide therapeutic intervention online.

Privacy & Confidentiality

You are under no obligation to follow my professional pages. If you choose to do so, others may see that link.

I will never reveal or confirm any therapeutic connection.

Friending

I do not accept friend requests from current or past clients.

Maintaining clear relational boundaries is essential for psychological safety and to prevent dual relationships.

Private Messaging

Please do not send private messages via social media.

Contact me by email or text message as outlined in your Client Contract.

Googling Clients

I do not search for or “Google” clients.

If you wish to share online material, this may be done together in session.

My Online Conduct

I never discuss specific clients online, even in de-identified form.

All online activity complies with my professional Codes of Ethics.

Online Reviews

My practice is listed only on verified directories such as Google Business.

To protect your privacy, please avoid posting identifiable reviews.

If you have concerns about therapy, bring them to me directly or use my professional association’s complaint procedures.

Check-ins

To maintain confidentiality, please avoid “check-ins” or location tags when attending sessions.

11 Complaints or Corrections

Requests to correct information or lodge a complaint should be directed in writing to:

Chele Yntema – Psychotherapist & Counsellor

Email: cheleyntema@gmail.com

I will review and respond promptly.

12 Medical Disclaimer

Any information on my website, social media, or within public communication is for general educational purposes only.

It is not a substitute for professional medical advice, diagnosis, or treatment.

Always seek guidance from your GP or qualified health professional for any medical concerns.

If you believe you may have a medical emergency, contact your doctor, emergency department, or call 000 immediately.

I am not responsible for the claims or content of third-party websites.