Privacy policy

1. Introduction

The OT For ADHD (“we”, “us”, “our”) is committed to protecting the privacy and confidentiality of our clients and complying with applicable privacy laws, including the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other relevant health records legislation.

This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information and health information when providing occupational therapy services, including in person and telehealth services.

2. What information we collect

We may collect personal information and sensitive information, including:

• Name, date of birth, address, telephone number, and email address
• Emergency contact details
• Medicare, NDIS, private health insurance, or funding information
• Health information, including medical history, diagnoses, medications, assessments, treatment plans, and therapy notes
• Referral information from medical practitioners and other health professionals
• Payment and billing information
• Information obtained through telehealth consultations
• Communications between you and our practice

Health information is considered sensitive information under Australian privacy legislation.

3. How we collect information

We may collect information:

• Directly from you
• From a parent, guardian, support person, or authorised representative
• Through intake forms and consent forms
• During occupational therapy assessments and treatment sessions
• Through telephone calls, emails, text messages, and other communications
• During telehealth consultations
• From referring practitioners and other healthcare providers with your consent or as otherwise permitted by law
• From government agencies, insurers, funding bodies, or service providers involved in your care

4. Why we collect your information

We collect, use, and hold your information to:

• Provide occupational therapy assessments, treatment, and support services
• Deliver telehealth and in person services
• Develop therapy plans and recommendations
• Prepare reports, letters, and other clinical documentation
• Communicate with you regarding appointments and services
• Process payments and manage accounts
• Coordinate care with other healthcare providers and support services
• Meet legal, professional, regulatory, and insurance requirements
• Improve the quality and safety of our services

5. Disclosure of information

We may disclose your information to:

• Medical practitioners and healthcare professionals involved in your care
• Support coordinators, plan managers, and other service providers involved in your care
• Government agencies, including the NDIS and Medicare, where required
• Private health insurers and funding bodies
• Information technology providers who support our systems
• Professional advisers, insurers, and auditors where necessary
• Courts, tribunals, regulators, or law enforcement agencies where required or authorised by law

We will generally obtain your consent before disclosing health information unless disclosure is required or authorised by law.

6. Telehealth services

Where services are delivered via telehealth:

• Consultations may be conducted using secure video conferencing, telephone, or other electronic communication platforms.
• Electronic transmission of information carries some inherent privacy and security risks.
• We take reasonable steps to use secure systems and protect your information during telehealth sessions.
• Clients are encouraged to participate in telehealth sessions from a private location and use secure internet connections where possible.

Telehealth consultations are subject to the same confidentiality obligations as in person consultations.

7. Storage and security

We take reasonable steps to protect personal information and health information from misuse, interference, loss, unauthorised access, modification, or disclosure.

Information may be stored:

• In secure electronic practice management systems
• In secure cloud-based systems hosted by reputable providers
• In physical records where required

Access to information is restricted to authorised personnel and practitioners who require access to perform their duties.

To support the delivery of our services and operation of our practice, your personal information and health information may be accessed by authorised employees, occupational therapists, independent contractor practitioners, administrative staff, and contracted service providers engaged by the Practice.

Access to information is limited to the extent reasonably necessary for individuals to perform their professional, clinical, administrative, technical, quality assurance, billing, compliance, or business support functions.

All employees, contractors, and service providers who may access personal information are required to maintain the confidentiality of that information and to comply with applicable privacy, confidentiality, and data security obligations. We take reasonable steps to ensure that any person or organisation handling personal information on our behalf implements appropriate safeguards to protect the privacy and security of that information.

Some technology service providers used by our practice may store or process information on servers located outside Australia.

Where overseas disclosure occurs, we take reasonable steps to ensure that information is protected in accordance with applicable privacy laws.

8. Retention of records

We retain client records for the period required by applicable laws, professional standards, and regulatory requirements.

When records are no longer required, they will be securely destroyed or de-identified in accordance with legal requirements.

9. Access to and correction of information

You may request access to personal information or health information we hold about you.

You may also request correction of information that is inaccurate, incomplete, or out of date.

Requests should be made in writing using the contact details provided below.

We may refuse access in limited circumstances permitted by law.

10. Website and online services

If you visit our website, we may collect information such as:

• IP address
• Browser type
• Device information
• Website usage information through cookies and analytics tools

This information is used to improve website performance and user experience.

You may adjust your browser settings to manage cookies.

11. Changes to this policy

We may update this Privacy Policy from time to time.

The current version will be available on our website and upon request.