Privacy & Security Policy
Privacy Policy for Intimacy Counselling Limited
Intimacy Counselling Limited (ICL) respects the privacy of our clients and seeks to protect their personal information. For the purposes of this Privacy Policy, personal information is any information about an identifiable individual. Intimacy Counselling Limited is committed to maintaining our client’s trust and privacy. We recognize the sensitivity of personal information. This policy outlines how we collect, use, store, and protect your information in accordance with the Privacy Act 2020 and other applicable laws in New Zealand.
Access to raw data will only be permitted to the Intimacy Counselling Limited team and those working for them. Anyone working for Intimacy Counselling Limited will only collect and use your information to administer support, complete administration tasks, obtain feedback improve our services, to detect and prevent faults and/or breaches of our network security, and the law or our contract terms. We will also use this information to assess what Intimacy Counselling Limited training, products and services may be of interest to individuals and to personalize our service and marketing. Information from clients is not to be used for any other reasons.
Clients are not to be discussed with anyone not employed by Intimacy Counselling Limited in any way that can identify them as an individual.
All paper work for Intimacy Counselling Limited’s clients is to be kept in a secure locations.
All online correspondence with clients by Intimacy Counselling Limited is only allowed on secure computers.
Except where the law requires, anyone working for Intimacy Counselling Limited will not pass on, sell or rent your personal data to any third party. The only exceptions occur where the third parties are simply working on our behalf as our subcontractors or administrators (such as companies that process credit card payments), our professional advisers, or if the data is required to be disclosed by law or to a regulator.
Any agreement between Intimacy Counselling Limited and clients about confidentiality may be reviewed and changed by joint negotiation.
Any breaches in privacy by Intimacy Counselling Limited clients or staff will result in instant repercussions for the individual’s continued association with Intimacy Counselling Limited.
We may update this policy from time to time. Any changes will be posted on our website, and we encourage you to review this policy regularly.
1. The Intimacy Counselling Limited’s Responsibilities
1.1. Intimacy Counselling Limited will use best endeavours to ensure that all advice, training, comments, information, and therapy will be provided with appropriate skill, care and sensitivity. However, we cannot be held responsible for any actions or inaction by you directly or indirectly on the basis of what we provided.
1.2. All advisors responding to you via Intimacy Counselling Limited Website(s) are admin staff or stakeholders of the Intimacy Counselling Limited.
1.3. Though all reasonable care shall be taken by Intimacy Counselling Limited to ensure that communications are kept confidential, Intimacy Counselling Limited shall not be liable for any direct, indirect, consequential, special or other damage resulting from third parties interception of information.
1.4 Intimacy Counselling Limited reserves the right at its sole discretion to terminate the provision of their services at any time if it is considered appropriate for any reason.
1.5 Intimacy Counselling Limited its agents, stakeholders, admin staff and therapists will use best endeavours to ensure that their computer systems are protected from viruses and other potentially destructive programs.
2. Personal Data and Information
2.1 Intimacy Counselling Limited shall treat all information between you and Intimacy Counselling Limited as confidential except as stated in our privacy policy.
2.2 Stakeholders, staff and clients are not to be discussed with anyone not employed by Intimacy Counselling Limited in any way that can identify them as an individual. For the purposes of this Privacy Policy, personal information is any information about an identifiable individual.
2.3 All stakeholders, admin staff of Intimacy Counselling Limited may use or disclose information without your consent or authorization in the following circumstances:
1. Child Abuse: If we have has reason to believe that a child has been, or may be, abused, neglected, or sexually abused, they must make a report of such.
2. Adult Abuse: If we have reason to believe that an elderly or disabled person is in a state of abuse, neglect, or exploitation, they must immediately report such.
3. Health Oversight: If a complaint is filed against you with a licensing board or the Health and Disabilities Commissioner, they have the authority to subpoena confidential mental health information from Intimacy Counselling Limited.
4. Judicial or Administrative Proceedings: If you are involved in a court proceeding and a request is made for information about your diagnosis and treatment and the records thereof, such information is privileged under state law and it will not be released by Intimacy Counselling Limited, without written authorization from you, your personal or legally appointed representative, or a court order. The privilege does not apply when you are being evaluated for a third party or where the evaluation is court ordered. You will be informed in advance if this is the case.
5. Serious Threat to Health or Safety: If we determine that there is a probability of imminent physical injury by you to yourself or others, or there is a probability of immediate mental or emotional injury to you, they may disclose relevant confidential mental health information to medical or law enforcement personnel.
6. Abuse or Sexual Exploitation by Therapist: To report abuse or sexual exploitation by a previous therapist to the appropriate licensing board.
3. Collection of Personal Information
3.1 Intimacy Counselling Limited collects personal information from clients and stakeholders for the purposes of well-being support, communication regarding ongoing support, maintaining accurate records for ongoing care, to comply with legal and regulatory obligations, accounting procedures, accreditation, and complaints handling.
3.2 Personal information collected may include: personal identification details (e.g., name, contact information), health and medical history, counselling session notes, payment information (if applicable), any other information relevant to your counselling needs.
3.3 Personal information is collected with consent and may be obtained directly from individuals or from third parties such other wellbeing professionals.
3.4 Contractor’s personal information is collected with consent and may be obtained directly from individuals or from third parties such as police, courts, educational institutions or regulatory bodies.
3.5 We will retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. When your information is no longer needed, we will securely dispose of it.
4. Use of Personal Information
4.1 Personal information collected by the Intimacy Counselling Limited is used for the purposes of well-being support, administration, accreditation processes, handling complaints, and ensuring regulatory compliance.
4.2 Personal information may be used to communicate with administrative staff, peers, clients, and stakeholders regarding activities, accounting, updates, events, and important information.
4.3 Personal information is used in accordance with the purposes for which it was collected and with the consent of the individuals involved.
5. Disclosure of Personal Information
5.1 Intimacy Counselling Limited may disclose personal information to third parties, including other regulatory bodies, law enforcement agencies, or legal entities, as required by law or for regulatory purposes. We do not release therapy files to clients for use in court proceedings unless ordered. This is not their intended use and they are too open to misinterpretation.
5.2 Personal information may be disclosed to external service providers for the purposes of well-being support, data processing, administration, accounting, website hosting, communication services, or other operational needs.
5.3 Personal information is disclosed with your permission to other healthcare providers involved in your care.
5.3 Personal information is disclosed with appropriate safeguards to protect the privacy and confidentiality of individuals.
6. Security of Personal Information
6.1 Intimacy Counselling Limited implements appropriate technical and organizational measures to protect personal information from unauthorized access, disclosure, alteration, or destruction.
6.2 Personal information is stored securely in electronic and physical formats, with access restricted to authorized personnel only.
6.3 Intimacy Counselling Limited regularly reviews and updates its security measures to ensure the ongoing protection of personal information.
7. Access and Correction of Personal Information
7.1 Individuals have the right to request corrections or updates to their personal information ensure its accuracy and completeness.
7.2 Requests for access or correction of personal information should be submitted in writing to Intimacy Counselling’s staff.
7.3 Intimacy Counselling will respond to requests for correction within a reasonable timeframe and in accordance with applicable privacy laws.
7.4 Withdraw consent for the use of your personal information at any time.
8. Compliance and Accountability
8.1 Intimacy Counselling Limited is committed to complying with the privacy principles outlined in this policy and with relevant privacy laws and regulations.
8.2 Intimacy Counselling Limited maintains responsibility for overseeing privacy compliance, handling privacy inquiries, and addressing privacy-related issues.
8.3 Intimacy Counselling Limited conducts regular privacy audits, assessments, and training to ensure ongoing compliance with privacy standards.
8.4 If you believe we have not complied with our privacy obligations, you may contact us. We will investigate your complaint and respond promptly.