At Siluna Mind, your privacy matters. As a sole practitioner offering counselling services, we collect and manage personal information with the utmost respect and responsibility. Counselling is recognised as a health service under the Privacy Act 1988 (Cth), and Siluna Mind adheres to the Australian Privacy Principles (APPs) that guide how personal and sensitive information must be handled.

This policy explains how I collect, use, store, and protect your information during your time with Siluna Mind.

1. What Information is Collected?

To support your care, I may collect the following types of information:

• Your full name

• Contact details (email address and phone number)

• Name and contact number of an emergency contact person

• Notes regarding your mental health and wellbeing, recorded during or after sessions to support your therapeutic journey

• Notes of referrals regarding your mental health and wellbeing,

All health information collected is relevant to your counselling experience and used solely for the purpose of providing the best possible support.

3. Where and How Your Information is Stored

All client information is securely stored in a password-protected cloud platform that also uses two-factor authentication (such as a password plus biometric or app-based code). Only the practitioner has access to this system.

No one else can view or access your records unless you give written permission. If needed, a Consent to Share Information form will be used to authorise disclosure.

All client records, including session notes and intake forms, are retained in accordance with Australian standards for health professionals. Specifically:

·       Records are kept for a minimum of 7 years after your last counselling session

·       If the client was under 18 at the time of service, records will be retained until the individual turns 25, or for 7 years, whichever is longer

After this period, records are securely deleted or destroyed in line with privacy regulations and professional ethics.

4. When Information May Be Shared

Your information will not be shared with anyone without your informed, written consent - unless legally required to do so. The exceptions to breach confidentiality are when we suspect child abuse, a child is abused, you are a risk to your safety, we suspect you are at risk to others, or court orders. No written consent is needed in case of these exceptions, though we will inform you and ask for a written consent.

On rare occasions, information may be required by a court under the Evidence Act 1977 (Qld). In such cases, Siluna Mind must comply with the law and only release what is explicitly requested.

You will be asked to provide written consent before any information is shared with third parties, such as a GP, school counsellor, or other service provider. This is done using a Consent to Disclose Information form.

You have the right to withdraw your consent at any time by notifying Siluna Mind in writing. However, there are exceptions where disclosure may still be required by law - such as in cases involving risk of harm, child protection, or court-ordered subpoenas as described earlier.

As a client of Siluna Mind, you have rights relating to the personal information collected during counselling. These include the right to:

·       Access your records upon a written request, unless legal or ethical reasons restrict this access

·       Written Request corrections to any inaccurate or incomplete information

·       Written Withdraw consent to share your information with third parties (except where legal obligations override this right)

·       Written to be informed about how your information is collected, stored, and used

All requests to access or correct your information should be submitted in writing. We will respond within a reasonable time frame.

5. Limits to Confidentiality

While every effort is made to maintain your privacy, there are specific circumstances where we are legally or ethically required to break confidentiality, even without your consent. These situations include:

• If there is an immediate risk of serious harm to you or another person, including threats of suicide, self-harm, or harm to others

• If we have become aware of or suspect abuse, neglect, or exploitation of a child, as required under child protection laws

• If we have received information about serious criminal activity, particularly if it involves a minor or risk to the community

• If we are subpoenaed or legally compelled to share your information by a court or tribunal

In any situation where we must disclose information, we will always try to discuss this with you beforehand unless doing so would increase risk or is not possible due to legal constraints.

6. Data Protection and Retention

Siluna Mind takes data protection seriously. Your information is:

• Stored using secure, encrypted systems

• Accessible only to the counsellor

• Retained only as long as is necessary for clinical and ethical purposes

• Permanently deleted or destroyed once it is no longer required

In the unlikely event of a data breach involving your personal information, you will be informed promptly and advised on the next steps.

You will only need to update your details if something changes, and you can do so at any time by contacting Siluna Mind directly in writing.

Siluna Mind offers only online counselling services. For online sessions, we use secured, HIPAA-compliant platforms that are backed by a Business Associate Agreement (BAA). All client information is protected using:

·       Cloud-based encrypted storage

·       Two-factor authentication, including password and biometric/application-based access

·       HIPAA and BAA protected programs

During online sessions (Microsoft Teams), we take all reasonable steps to maintain your privacy. You are encouraged to participate in sessions from a private space to further protect your confidentiality.

6. Feedback or Concerns

If you have any questions about how your information is being handled, or if you believe your privacy has been compromised, we encourage you to reach out directly. Siluna Mind will make every effort to resolve the issue with care and transparency.

If you are not satisfied with the response, you may contact the:

Office of the Information Commissioner Queensland
https://www.oic.qld.gov.au

Last reviewed: 18/7/2025

Contact: Michelle Tonnaer – info@silunamind.com.au

Phone: 0452 198 646