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), the ethical standards of PACFA and CCAA, and, for NDIS participants, the NDIS Code of Conduct.

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. For NDIS participants, this includes your NDIS number and the plan details needed to invoice your supports.

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 and transcripts) are stored on encrypted drives protected by strong passwords and two-factor authentication.

Sessions may be transcribed with Heidi Health and notes drafted with AI-assisted tools, only with your consent and as described in my Client Contract, with any recordings deleted daily once the note is written.

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 Sharing Your Information

Information about you is shared with others only with your consent, which I ask for in writing wherever possible. This may include your GP, a referring practitioner, Victims Assist Queensland, WorkCover Queensland, or, for NDIS participants, your plan manager or support coordinator.

Clinical supervision is discussed without your name or identifying details. The NDIA may review records to confirm that NDIS supports were delivered as claimed. Without consent, information is disclosed only where the law requires or authorises it, such as a subpoena or court order, or where there is a serious threat to the life, health, or safety of you or another person.

7 Retention & Disposal

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

Some records are kept for longer, as professional guidance and the law require. Where a client has disclosed being a victim of crime, records are kept until the relevant legal limitation period has passed, and where there is a current claim for damages or a guardianship or tribunal order, records are kept until that matter no longer requires them.

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

8 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.

9 Maintaining Quality

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

10 Data Breach Response

In the unlikely event of a data breach, I will contain and assess the breach immediately, notify affected individuals and, where required, the Office of the Australian Information Commissioner (OAIC), and review my systems to prevent it happening again.

11 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, please bring them to me directly in the first instance.

Check-ins

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

12 Complaints or Corrections

Requests to correct information or to raise a concern or complaint should be directed in writing to me first, so that I can respond with care. I will review and respond promptly.

Chele Yntema, Psychotherapist & Counsellor
Email: cheleyntema@gmail.com

If your concern remains, you may contact PACFA, the Office of the Health Ombudsman Queensland (133 646), the NDIS Quality and Safeguards Commission if you are an NDIS participant (1800 035 544), or, for privacy matters, the Office of the Australian Information Commissioner.

13 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.