Gillmartin Health – Reflective Practice Collective online programs

Terms, Conditions & Consent Form

1.  Gillmartin Health is a sole practitioner run by Emily Gillmartin, an Accredited Mental Health Social Worker, with the practice encapsulating psychological therapy, individual and group supervision, psychoeducation and consultation services. The Group Supervision programs utilises (although not limited to) reflective practice framework for professionals in the community/welfare services sector, disability sector, General Medical Practitioner and allied health sector, social workers, educators and the like.
2.  The Reflective Practice Collective online programs are group supervision programs designed to enable professionals to learn from each other in the context of practical examples presented by one participant each session, followed by guided discussion and exploring of issues flowing from the examples – how they were handled, issues arising from a health service or education perspective, professional ethical issues, and the like. Reflective Practice Collective online programs will offer a mixture of profession specific programs and multidisciplinary programs.
3.  The workshops do not constitute psychological therapy offerings by Gillmartin Health, though those are available individually for participants in the program under a separate fee arrangement.
4.  By consenting to participate in the Gillmartin Health Reflective Practice Collective program, participants acknowledge that they are participating in a supervision program, will be interacting with other participants, have obligations of confidentiality in relation to anything which may be disclosed in the supervision program which could lead to the identification of those receiving services from any of the participants and an obligation to contribute politely, constructively and thoughtfully to discussions.
5.  Requests for cross-referral between a participant’s patient/customer and Gillmartin Health will be assessed on a case by case basis, should be flagged with Gillmartin Health prior to any suggestion made to a patient/customer and will only be accepted at Gillmartin Health’s discretion, depending on the individual circumstances.
6.  Gillmartin Health may at any time and in their sole discretion, terminate a participant’s registration in the Gillmartin Health Reflective Practice Collective Program if considered appropriate to do so. If there is termination of a participant’s registration in the program on this basis, a partial refund of the participant’s registration fees may be provided in Gillmartin Health’s discretion.
7.  Privacy and Disclosure of Personal Information - Gillmartin Health may need to collect and record information concerning participants. Below is a Privacy Policy you need to read and acknowledge. There may be circumstances where we need to disclose information in relation to you and potentially a patient or customer of yours in order to comply with the law, including under mandatory reporting laws, if you have not done so and refused to do so. Gillmartin Health will keep records of attendees at each group session and session notes for her own purposes. If Gillmartin Health records one or more of the group sessions, the recording will, excluding any requirement to disclose them under compulsion of law, be kept secure, not used for marketing purposes or any other purpose, other than development of further case scenarios and learnings to be taken from those.
8.  In developing case studies or fact situations for discussion in the group, each participant is encouraged to fictionalise scenarios, preferably not based on circumstances of identifiable individuals connected with them professionally or socially and to take the time to consider the variations on a fundamental fact scenario presented which throw up different ethical or professional service delivery issues.
9.  Technology – the Reflective Practice Collective group sessions are provided online through our website portal and/or by videoconferencing. You are responsible for the costs associated with setting up the technology needed so you can access online content and/or participate in video conferencing workshops. You will not be permitted to record a session and undertake to access each session from a private room or space where others are not able to overhear the content of discussions. You should take usual steps to ensure security of access to your Internet connection and should not use publicly accessible/available Wi-Fi or similar in connecting.
10.  Confidentiality – participants acknowledge that they may be exposed to material which may upset or confront them and may also be exposed to highly confidential information concerning another participant, or person/patient/student/colleague of another participant which they must maintain confidentiality of so far as is consistent with law. Participants agreed to keep confidential any sensitive information disclosed during any group session and only to disclose it if required by statute/regulation or professional ethical duty to enable them to fulfil obligations under law.
11.  Fees are payable in advance, in accordance with the schedule to these terms and conditions and a GST invoice and receipt will be issued on receipt of money. Please provide sufficient detail in the narrative to any bank transfer of funds to enable you to be identified and use any invoice number sent to you in that narrative.
12.  Insurances – Gillmartin Health will have current policies for professional indemnity covering sessions in Australia and in most but not all situations around the world. No professional indemnity coverage is available to Gillmartin Health at reasonable cost and there are exclusions for events which might be considered to have happened in Canada or the United States of America. Any participant from Canada or the United States of America provides an unconditional and complete release to Gillmartin Health in respect of any injury, damage or loss they may consider they have suffered arising out of participation in the Reflective Practice Collective group sessions and indemnifies Gillmartin Health from any claim arising from those jurisdictions.
13.  Subcontracting – if Gillmartin Health is unwell and unable to conduct a particular group session, arrangements for a suitably qualified professional to take that group session instead will be made.
14.  Cancellation & Refund Policy - As participants have an in advance noticeable sessions, refunds will not be provided unless it is clear that the participant has been unavoidably not able to attend but will not be provided in circumstances where it was inconvenient to attend or there is a double booking/conflicting opportunity for the participant.

Generally there would need to be evidence of ill health, family crisis or similar in order to obtain a one-off refund for a session missed.

Gillmartin Health – Privacy Policy

Gillmartin Health is bound by the Privacy Act 1988 (the Act) and the Australian Privacy Principles (APP) set out in schedule 1 to the Act. By engaging with Gillmartin Health, you consent to this privacy policy and collection and handling of information in accordance with it and agree, to the extent your cooperation is required with it, to provide that cooperation.

Gillmartin Health provides a range of health-related services in accordance with the Privacy Act 1988 (Cth) and is required to keep some personal information. We collect and hold personal information relating to our clients and to other people and entities associated with our clients as may be provided or disclosed to us, potentially including depending on the context, names, notes of sessions, address and employment details, telephone numbers, social media details, email addresses, occupations, bank account details, medical records and relationship details, details about people related to/impacting on health issues, Medicare numbers and the like.

Personal information is collected from our clients in the following ways:

• by providing it to us directly, including by using our website;
• by authorising third parties to provide it to us;
• by other parties providing it to us, usually voluntarily and with your prior consent. Where you have signed or given any necessary consent to us to obtain information from another, you acknowledge that you are aware of collection by us of that information pursuant to Privacy Principle 5 in the Act.

How is personal information received and held?

Personal information may be received and held either as a hard copy, paper, or a soft copy being electronic data. Whatever the form, the security of your personal information is taken very seriously. We secure hard copy documents carefully in and out of our office. We use cyber-security systems to protect soft copy documents. We never ask for bank details or other sensitive information by email. For particularly sensitive information, we will store it, if keeping it other than for short term (less than 3 months) use, on a hard drive not connected to the worldwide web.

Gillmartin Health will ensure that records kept:

• Are securely stored and where feasible de-identify the name of any medical practitioner or allied health practitioner and any patient whose circumstances form the basis for a discussion or record in a group discussion setting;
• Are not released to 3rd parties unless under compulsion of law, requirements of insurance policies or for the purposes of seeking advice on ethical/professional standards compliance issues, and if so, are disclosed on the basis that confidentiality will, so far as lawfully permitted, be maintained;
• where appropriate, with steps taken to ensure anonymity of individuals and their personal circumstances, including by pseudonymity in an endeavour to minimise risk if a privacy breach occurred and information was held which may affect the reputation or standing of a person;
• in relation to solicited personal information concerning payment methods or the like, use reputable third party payment platforms and processes to minimise damage if privacy concerning payment arrangements was breached

For what purpose is personal information collected, held, used and disclosed?

The purposes for which we collect, hold, use and disclose personal information are:

• to offer our services to our clients. In doing so we may disclose personal information to other people or entities involved in the provision of the service or with whom we must deal in obtaining payment, such as government departments and employers;
• To improve our business, for example, in the context of group discussions, Gillmartin Health will be entitled to make record of the theoretical approach taken by medical practitioners/Allied health Practitioners in reflecting upon their approach to issues arising in providing medical/allied health services to patients and, with appropriate de-identification, such learning for Gillmartin Health may be used in future training, including for others, and for marketing services more broadly.
• to comply with applicable laws. For example, mandatory disclosure laws arising under health legislation or codes of conduct applicable to Emily Gillmartin as a qualified Social Worker, may result in a need to notify government authorities concerning a practitioner or patient, including a patient of another entity. Gillmartin Health will exercise professional discretion reasonably in relation to such matters, and including on advice from professional associations, legal advisers or other authoritative sources of advice;
• to promote our business services, for example, providing de-identified positive reviews you provide of our services on our website or in direct marketing emails. In any marketing material, you would not be named/identifiable but if called upon by a regulator or Court/Court process to establish veracity of a review, we would provide them proof of your review;
• Unless compelled by law, we will never disclose personal information without the client’s knowledge and consent; and
• To administer the Gillmartin Health business, including to obtain, maintain and comply with professional indemnity and other insurance policies, to maintain necessary professional registrations and the like.

How can personal information be accessed or corrected?

Clients may access their personal information by requesting to do so in writing and to seek correction of what personal information we disclose to them, at any time. We exercise a discretion as to what information a client can see which has been generated by us as notes in a clinical or semi clinical setting concerning their personal circumstances. These notes are our property and may contain information or views it is unhelpful for a client to see in accordance with Privacy Principle 12.3. Clients attempting to access information we hold, personal to them will be formally identified before releasing or amending any personal information.

Is personal information disclosed outside of Australia?

Where necessary Gillmartin Health will disclose personal information to overseas recipients, though in the absence of servicing a client overseas or needing to deal with a payment platform overseas, it is considered unlikely any information would go to an overseas recipient. If information were to go overseas it would likely involve countries within the European Union, the United Kingdom, New Zealand, the United States or Canada.

Data or privacy breach - processes

If there is a breach of this privacy policy, either of the Act or the Australian Privacy Principles (APP), a complaint may be made by the client to Gillmartin Health in the first instance and to the Office of the Australian Privacy Commissioner.

What is an eligible data breach?

An eligible data breach, defined in s 26WE(2) of the Act, is when:

•  both of the following conditions are satisfied:
•  there is unauthorised access to, or unauthorised disclosure of, the information;
•  a reasonable person would conclude that the access or disclosure would be likely to result in serious harm to any of the individuals to whom the information relates; or

•  the information is lost in circumstances where:
•  unauthorised access to, or unauthorised disclosure of, the information is likely to occur; and
•  assuming that unauthorised access to, or unauthorised disclosure of, the information were to occur, a reasonable person would conclude that the access or disclosure would be likely to result in serious harm to any of the individuals to whom the information relates;…

If there is a suspicion of a breach

If we suspect that there has been an eligible data breach, a reasonable and expeditious assessment will be conducted within 10 days.

If we believe or have reasonable grounds to believe there has been a breach then a statement will be prepared setting out:

• the business’s details;
• a description of the breach;
• the kind or kinds of information concerned; and
• recommendations about the steps that we will take in response to it.

If practicable, we will advise the contents of the statement to each of the affected clients who may be at risk from the breach. If this is not practicable we will publish the statement on our website and take other reasonable steps to publicise its contents. Communications with individuals will be via their preferred communication method.

The statement will be submitted to the Privacy Commissioner. Note that notification requirements are waived if remedial action can be taken that results in a reasonable person concluding that the access or disclosure is not likely to result in serious harm to any of those individuals.

Consent to participation in the Gillmartin Health Reflective Practice Collective Program:

____________________________________________________________________________________________________

I confirm that I have read and understood the information regarding the terms and conditions and the privacy policy and I acknowledge the following:

Gillmartin Health – The Reflective Practice Collective Program is a group supervision service. Although the Emily Gillmartin of Gillmartin Health is as a Social Worker lawfully able to provide psychological services I acknowledge I will not be receiving psychological services, treatment, advice or therapy in the course of my participating in the Gillmartin Health - Reflective Practice Collective program.

Tick “I have read and agree to the terms and conditions of this page as follows”

Schedule

Fees
The Reflective Practice Collective Program – six week program for Multidisciplinary team Fee is $990 (AUD) exclusive of GST per participant

Service description
The Reflective Practice Collective Multidisciplinary program is commencing on Monday the 13th of October 2025 at 10:00am (AEST).

The program is a six week program with key features including:

• Six consecutive weeks of one hour live Zoom sessions.
• Sessions will be live and not recorded, held every consecutive Monday at 10:00am (AEST).
• Four participants in program.
• Week 1: overview of the supervision framework being utilised (Critical Reflective Practice).
• Weeks 2–5: each participant presents a practice dilemma.
• Week 6: Collective reconstruction.
• No prerequisite readings required.

Dates for provision of sessions

• Mon 13 Oct 2025 – 10:00am AEST
• Mon 20 Oct 2025 – 10:00am AEST
• Mon 27 Oct 2025 – 10:00am AEST
• Mon 3 Nov 2025 – 10:00am AEST
• Mon 10 Nov 2025 – 10:00am AEST
• Mon 17 Nov 2025 – 10:00am AEST

Technology requirements participants must have

• Access to teleconferencing platform Zoom
• Microphone and speaker