Privacy & confidentiality

What I keep

I keep brief, secure notes about our sessions that are generally what we talked about, anything relevant to your wellbeing, and any practical details (like our next appointment). I also keep your contact details and any forms you've completed.

How it's stored

Session notes are kept in Halaxy, a secure, encrypted clinical records system built for Australian health practitioners. Access is password protected with multi-factor authentication, and I'm the only person with access to your file.

If a data breach ever affected your information, I'd let you know, along with the Office of the Australian Information Commissioner, as required under Australian privacy law. Halaxy may also need to notify you directly, depending on where the breach happened.

Who sees it

Only me. I discuss client work with a clinical supervisor, which is a professional requirement and helps me give you better care, but no identifying details are shared. My supervisor is also bound by confidentiality.

Social media

I don't currently run social media accounts for Melissa Griffin Counselling. If we're already connected through a personal or community account, which is entirely possible in a small regional area, I'd ask that we talk about this together before booking, so we're both clear on how to keep things separate.

I don't accept friend requests, and I don't treat being followed, whether that requires my approval or happens automatically, as an invitation to interact personally. If a client or former client follows or connects with me on social media, I won't acknowledge it there. I will not engage in comment sections or DMs on social media. 

I don't search for clients online, and I won't use anything I might come across on social media in our sessions together. Keeping contact to the arrangements we've agreed protects both the counselling relationship and your privacy.

Living and working in a small community

I live and work in a regional area, so unplanned contact is more likely here than it might be in a city, at the school gate, a local shop, a community event, or a shared social media circle. If this happens, I will never be the one to initiate contact or acknowledgement, that's something we'll cover together in our first session, so you can tell me how you'd like it handled if our paths cross.

If we're already connected on social media before you book, I'd rather we talk about it openly in session than pretend it isn't happening. Depending on the situation, I may remove myself from a shared group or connection to protect your privacy and keep the counselling relationship clear.

Email

Email is used for practical things only, invoicing and receipts, changing appointments, or sending resources. I never include anything you've shared in a session in an email, since email isn't a fully secure way to communicate. For your own privacy, I'd suggest not sending anything in email that you wouldn't be comfortable saying outside of a session either.

Halaxy SMS/text reminders

Appointment reminders are sent automatically through Halaxy. You can cancel at any time by replying N, even if you've already replied Y earlier. These reminders only read Y or N, so please don't send other messages through them, they won't be seen.

Phone

The practice phone number is for appointments, to book, reschedule, or ask a quick question. You're welcome to call or text, most people end up leaving a voicemail since I can't answer during sessions. This number isn't checked outside business hours. Like everything else here, calls and messages to this number form part of your client record.

AI

I don't use AI to transcribe or write up session notes. I might jot down a few brief notes during our session, then enter these securely into Halaxy afterwards, any handwritten notes are shredded once that's done.

The limits of confidentiality

What you tell me stays between us, with a small number of legal exceptions:

• Where you've given consent, for example in a referral to another practitioner.
• If I believe there is a serious risk of harm to you or to someone else.
• If a court subpoenas your records, or a coroner's inquest requires it.
• If there is concern about the safety of a child or young person.

Where it's safe to do so, I'll talk with you first before taking any action. We go through this in your first session, and you can ask questions at any time.

Requesting your records

You can ask to see what I've written about you at any time. Contact me to request access, and I'll arrange this securely, records aren't sent by email. I aim to respond within 30 days.

How long I keep records

I keep records for a minimum of 7 years, in line with professional and legal record-keeping requirements.

If something happens to me

If I'm ever unable to continue practising, arrangements are in place to ensure your records are handled securely and confidentially.

Telehealth sessions

Sessions are held over Halaxy's secure, encrypted video, in line with telehealth privacy standards.

Cookies

The only part of this site that uses cookies is the Halaxy booking calendar. It uses a small, necessary cookie to hold your progress as you move through the booking steps, nothing more. I don't use any analytics or marketing cookies.

Concerns

If you have a concern about how your information has been handled, please raise it with me first. If we can't resolve it together, you can contact the Office of the Australian Information Commissioner, who handles privacy complaints, or the Australian Counselling Association, who I'm registered with.