Privacy Policy

About this policy

Jaana Sahling Art Therapy respects your privacy. This policy explains how I collect, use, store and share personal and health information when you contact me, attend art therapy sessions, groups or workshops, or use this website.

I handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, the Health Records Act 2001 (Vic) and its Health Privacy Principles, and the confidentiality and record keeping standards of the Psychotherapy and Counselling Federation of Australia (PACFA), of which I am a professional member.

Personal and health information I collect

I only collect information that is needed to provide safe and appropriate art therapy. This may include

• your name, date of birth, address, phone number and email
• emergency contact details
• the reasons you are seeking art therapy and the goals you would like to work on
• relevant health, mental health and medical information, including medications and other professionals involved in your care
• accessibility or cultural needs you would like me to know about
• session notes, and with your consent, photographs of artwork made in sessions
• billing details, and for NDIS participants, your NDIS number and plan manager details
• for workplace and group programs, the contact details of the organisation or organiser

Health information is sensitive information under privacy law, and I treat it with particular care. I do not keep credit card or bank details after a payment has been processed.

How I collect information

Wherever possible I collect information directly from you, in conversation, by email, by phone, through an intake form or during sessions. With your consent, I may also receive information from a referrer, your GP or other health professional, a support coordinator or a plan manager. You may choose not to share some information, although this can limit how safely I am able to support you.

Why I collect and use information

I use your information to

• respond to your enquiry and arrange sessions
• assess whether art therapy is suitable for you and plan sessions around your needs
• provide art therapy safely and keep accurate clinical records
• issue invoices and receipts, including to plan managers or health funds
• contact you or your emergency contact if there is a concern for your safety
• meet my legal and professional obligations

I will ask for your consent before using your information for any other purpose. I do not sell or rent personal information, and I do not use client information for marketing.

Confidentiality

What you share in art therapy, including your artwork, is confidential. I will not disclose information about you to anyone without your consent, except in the limited situations described below. Your artwork belongs to you, and I will only photograph, keep, display or share it with your written permission.

Limits to confidentiality

In line with the law and the PACFA Code of Ethics, I may need to share information without your consent when

• there is a serious and imminent threat to your life, health or safety, or that of another person
• I have a reasonable belief that a child or young person under 18 is at risk of harm, abuse or neglect
• disclosure is required by a court order, subpoena or another law

Where it is safe and appropriate, I will talk with you first and share only the information that is necessary.

Clinical supervision

As part of ethical practice and PACFA membership, I take part in regular clinical supervision. When I discuss my work with a supervisor, I do not use names or details that could identify you.

NDIS participants

If you use NDIS funding, I will share the information needed to invoice your plan, such as your name, NDIS number, session dates and fees, with you or your plan manager. I will only share reports or progress information with a support coordinator, the NDIA or other providers with your consent.

How I store and protect information

Client records are kept securely. Electronic records are stored in password protected systems with appropriate security, and any paper records are kept in a locked cabinet. Only I have access to client records. I take reasonable steps to protect information from misuse, loss, and unauthorised access, change or disclosure.

Some services I use, such as email and cloud storage, may store data on servers outside Australia. Where this happens, I choose reputable providers and take reasonable steps to make sure your information is protected.

How long I keep records

In line with PACFA guidelines and Victorian law, I keep records for at least seven years after my last contact with an adult client. For clients under 18, I keep records until they turn 25. After this time, records are securely destroyed.

Accessing and correcting your information

You may ask to see the information I hold about you, and to have it corrected if it is inaccurate, out of date or incomplete. Please make your request by email and I will respond within 30 days. In rare cases the law allows access to be limited, for example where it could pose a serious risk to someone’s health or safety. If this applies, I will explain why. There is no charge to make a request, although a reasonable fee may apply for copying large records.

Data breaches

If a data breach is likely to cause you serious harm, I will let you know as soon as possible and notify the Office of the Australian Information Commissioner where required under the Notifiable Data Breaches scheme.

This website

• Contacting me. When you email me through this website, I receive your name, email address and anything you include in your message. I use this only to respond to you.
• Cookies. This website uses cookies needed for it to work. A cookie banner lets you accept or decline optional cookies.
• Embedded content. Some pages show content from other services, such as my Instagram feed, a YouTube video and a Google map. These services may collect information about your visit under their own privacy policies.
• Hosting. The website hosting and security providers may record technical information such as your IP address and browser type to keep the site secure.

Complaints

If you have a concern about how your information has been handled, please contact me first at [email protected] so I can try to resolve it. If you are not satisfied with my response, you can contact

• the Office of the Australian Information Commissioner, at oaic.gov.au or on 1300 363 992
• the Victorian Health Complaints Commissioner, at hcc.vic.gov.au or on 1300 582 113
• PACFA, through the complaints process at pacfa.org.au

Changes to this policy

I review this policy regularly and may update it from time to time. The current version is always available on this page.

Contact

For any questions about privacy, or to make a request, please contact Jaana Sahling at [email protected].
Jaana Sahling Art Therapy, Abbotsford Convent, 1 St Heliers Street, Abbotsford VIC 3067