Student Wellbeing Services: Privacy Collection Notice
The University, including its Wellbeing Service, handles all personal information in accordance with the Privacy and Data Protection Act 2014 (Vic) and other applicable legislation.
La Trobe University’s (University) student Wellbeing Service has the following services available to students:
- A Centralised Intake coordinating all wellbeing referrals
- Counselling Services
- Indigenous Health and Wellbeing Service
- LGBTIQA+ Health and Wellbeing Service
- Men’s Health and Wellbeing Service
- Multifaith and Spiritual Wellbeing Service (volunteers)
- Student Wellbeing Connect – Case management services
- Specialist Sexual Assault Counselling through Centres Against Sexual Assault (CASAs) (external providers)
- University Crisis Line (external provider)
- Wellbeing Mentors
In addition to the Privacy and Data Protection Act 2014 (Vic) and other applicable legislation, Wellbeing Services’ staff includes clinicians who are qualified psychologists and social workers. Psychologists are required to be registered with the Australian Health Practitioners Regulation Agency (AHPRA). Social workers must be eligible for membership with the Australian Association of Social Workers (AASW). All our staff must abide with their respective professional Code of Ethics or Code of Conduct, as well as the law in relation to personal information and health information.
The University is committed to the responsible collection, use and disclosure, storage and disposal of your personal and health information (together referred to as personal information).
The University holds information in hard copy and electronic forms. The University uses a range of measures to protect the information it holds, including (but not limited to):
- education and training - to ensure staff understand their obligations when handling personal and health information;
- technological security measures - including firewalls, anti-virus software, access controls, and multi-factor authentication (where possible); and
- physical security measures - such as security passes to access offices.
This Privacy Collection Notice applies to the collection of personal information as part of the University's Wellbeing Service. It is intended to outline non-exhaustively:
- how the University collects personal information from individuals seeking support from or otherwise engaging with the Wellbeing Service,
- the purposes for which it is collected,
- what the University uses such information for and to whom it may be disclosed, and
- the main consequences if the personal information is not provided.
This Privacy Collection Notice is regularly updated and it is important that those engaging with the University's Wellbeing Services regularly check the Notice for changes.
For information about how the University handles personal and health information more generally, please also refer to the University’s Privacy Policy.
Personal information means information or an opinion (including information or an opinion forming part of a database), that is recorded in any form and whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion. For example, your name, address etc.
Health information broadly means information or an opinion about the physical, mental or psychological health (at any time) of an individual, or disability of an individual, that is also personal information (See the Privacy and Data Protection Act 2014 (Vic) for the full definition).
The relevant law
Both the Privacy and Data Protection Act 2014 (Vic) and Health Records Act 2001 (Vic) apply to the collection, use, disclosure and storage of personal and/or health information in Victoria.
Wellbeing Services will only collect personal information when it is necessary for, or directly related to, one or more of its functions or activities. This includes to:
- provide support and assist in linking you with University and community-based services (e.g. see the Wellbeing Services listed above) and other resources;
- respond to, and manage your enquiries, including arranging appointments and follow ups with our staff and third party providers;
- keep and maintain records in accordance with the Health Records Act 2001;
- keep up-to-date details about you and your needs and to help ensure we care for you in the best possible way.
Wherever practicable, Wellbeing Services will collect your personal information directly from you. However, where necessary and/or appropriate, we may also collect your personal information from third parties.
Whenever reasonable and practicable to do so, we will ask for your permission/consent before we collect your personal information from any third party.
The type of third parties from whom Wellbeing Services may collect your personal information include:
- referrers;
- healthcare providers;
- university staff;
- emergency contacts;
- hospitals;
- emergency services and other individuals or organisations involved in supporting your wellbeing.
Use of personal information within the University
Our team is required to maintain notes of sessions, treatment and/or intervention plans.
The University's Wellbeing Services works collaboratively as one service which means that we may share relevant information across the different teams within the Division and, if required, to other areas of the University, in order to provide you with the best service and support.
Wellbeing Services may collect and use your amalgamated de-identified information for service planning, quality improvement, reporting and evaluation purposes within the University or with third parties. Any information shared with third parties for these purposes will be de-identified so that individuals cannot reasonably be identified and the University is satisfied that the third party will handle the information to the same or similar standard as the University.
To maintain high-quality care, staff participate in individual and group supervision. This involves discussing their work, including information about individual students with supervisors and other Wellbeing Services staff. By engaging with our services, you consent to this internal sharing of relevant information for the purposes of supervision and coordinated care.
As part of professional registration and development, staff may also participate in external supervision. When this occurs, it is always conducted in a de-identified way to ensure your privacy is protected.
Disclosure of personal information to third parties
We treat the Information that we receive from you with confidentiality and respect. We will only disclose Information to third parties outside of Wellbeing Services under certain circumstances including:
- With your permission/consent:
- You can ask or give permission to Wellbeing Services staff to disclose Information to a third party or parties on your behalf. This direction is usually in the form of a written statement signed by you. You may choose to withdraw consent at any time by informing Wellbeing Services either verbally or in writing of your desire to withdraw consent that has previously been provided.
- Where there is a legal requirement to disclose your personal information:
- Sometimes an overriding legal requirement will lead to a carefully considered release of Information. These circumstances would normally involve statutory obligations, investigating illegal or criminal activities or the prevention of harm to others, including children.
For example: if a Wellbeing Services staff member and/or their Senior Manager believes you may be danger to yourself and/or others, they may disclose your personal information to the extent necessary as part of discharging their professional duty of care and endeavouring to protect those who they consider to be at risk of harm. This may include contacting your emergency contact to inform them of perceived risk and engaging them in your care.
- Child/Children at Risk:
- Wellbeing Services staff are also required to notify the relevant authorities if they are made aware of any child or children at risk of harm.
Our services can be provided in person, online by Zoom or phone. As part your informed consent, it is important to understand the privacy considerations and limitations associated with using Zoom or the phone. While we take all reasonable measures to protect your privacy, including the use of a professional Zoom account, no online platform can guarantee absolute confidentiality, and there is a small risk of technical issues that interrupt or affect the quality of the session, unauthorised access of data breaches beyond the University’s control, and limitations related to the security of your own device, internet connection or environment.
To help maintain confidentiality you agree to:
- Participate from a private location where you cannot be overheard or interrupted;
- Use your own secure device and internet connection where possible;
- Not record or transcribe the sessions.
By proceeding with online or phone-based sessions, you acknowledge these limitations and consent to the use of Zoom for Wellbeing support.
What if you don’t want to provide information
If you do not provide personal information as requested, our ability to provide services to you may be limited. Wellbeing Services staff reserve the right to withdraw or not provide services if we believe our capacity to provide services may be compromised by a lack of information or that we are unable to meet our legal obligations.
How long do we store your Information for
Any information provided during sessions with Wellbeing Services staff is securely stored for a period of 7-10 years from the date of last contact with the service. In some circumstances, legislation requires that we keep records for a longer period. After this time the Information is securely disposed of as per the University’s Records Management Policy.
Further privacy information
You can view the La Trobe University privacy policy online for general information about how we process and protect personal information.
Questions about the collection, use and disclosure, storage of your personal information, and lodging a complaint, should be directed to privacy@latrobe.edu.au.
Accessing your information
You have the right to access certain information held about you in accordance with the University's privacy policies and under the Freedom of Information Act 1982 (Vic). Please refer to our Freedom of Information page.