How we collect, store, protect and share your personal and health information, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
Integrate & Regulate Occupational Therapy (“we”, “our”, “the practice”) operates as a service under Pace Therapy Pty Ltd. We are committed to protecting the privacy, confidentiality and security of personal and health information entrusted to us.
We manage personal information in accordance with applicable Australian privacy requirements, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where applicable.
This Privacy Policy explains what information we collect, why we collect it, how it may be used or disclosed, the digital systems that may process it, and how clients and families can access or correct their information or raise a privacy concern.
We collect information that is reasonably necessary to provide occupational therapy and related services. This may include:
Information may be collected directly from clients and families during enquiries, intake, assessments, therapy sessions, parent consultations and other communications. With appropriate consent, information may also be received from schools, medical practitioners, allied health professionals and other people involved in a child’s care.
Personal and health information may be collected and used to:
Personal and health information is not sold or provided to third parties for their own marketing purposes. We do not use client information for practice marketing, testimonials, photographs or promotional content without appropriate consent.
We take reasonable steps to protect personal and health information from misuse, interference, loss, unauthorised access, modification or disclosure.
Information may be stored electronically using secure practice management, communication, cloud storage and administrative systems. Security measures may include password-protected devices and accounts, access controls, encryption and other security features provided by the systems used by the practice.
Access to client information is limited to people who require it for legitimate clinical, administrative or legal purposes.
Clinical records are retained in accordance with applicable professional and legal record-keeping requirements and are securely deleted or destroyed when they are no longer required to be retained.
Personal and health information may be shared with other people involved in a child’s care where consent or another lawful basis permits this. This may include:
Only information reasonably necessary for the relevant purpose will be shared.
Information may also be disclosed where permitted or required by law, including in response to mandatory reporting obligations, subpoenas, court orders or circumstances involving serious threats to health or safety.
Information may also be disclosed to authorised regulatory, funding or auditing bodies where required to meet professional, NDIS, Medicare, insurance or other legal and compliance obligations.
Limited information may also be processed by service providers that assist us with practice management, billing, accounting, information technology and other administrative functions.
The practice uses third-party technology and service providers to operate efficiently and securely. These may include practice management and clinical documentation systems, website and email hosting, payment and accounting systems, cloud storage, telehealth, digital forms, dictation, transcription and AI-assisted documentation tools.
These providers may process or store information on our behalf. We take reasonable steps when selecting and using these services to consider privacy, security and the appropriate handling of client information.
Some technology providers may store or process information using infrastructure located outside Australia. Where this occurs, we take reasonable steps to use services with appropriate privacy and security protections and manage information consistently with our privacy obligations.
The practice uses digital systems to support clinical administration, documentation and service delivery. This includes Splose, our practice management system, which securely stores client information such as names, contact details, appointments, clinical notes, reports and billing information.
Some systems used by the practice may include artificial intelligence (AI), transcription, dictation or other automated features. These tools may assist the Occupational Therapist to organise clinical notes, convert verbal notes into written information, summarise clinical information, and support the drafting and formatting of reports and clinical correspondence.
Where external AI-assisted, dictation or transcription tools are used, identifying information is minimised wherever reasonably practicable. A child’s full name, address, school, contact details and other unnecessary directly identifying information are not intentionally entered into these external systems. Clinical information may be used where required to support documentation; however, identifying details are excluded wherever reasonably practicable.
Where AI functionality is integrated within an approved clinical or practice management system, such as Splose, the system may process information already contained within the client’s clinical record, including identifying information.
AI-assisted tools are used to support, rather than replace, professional clinical judgement. All clinical notes, reports, recommendations and communications remain the responsibility of the treating Occupational Therapist and are reviewed as appropriate before being finalised or shared.
The Occupational Therapist may use secure dictation or transcription technology to assist with clinical documentation following or, where appropriate, during a session.
Where audio is processed for transcription or documentation purposes, the practice aims to minimise identifying information and uses the resulting information for clinical documentation purposes.
Sessions are not routinely retained as audio or video recordings. Where a recording is proposed to be retained beyond what is necessary for documentation, separate consent will be obtained where required.
Photographs, videos or images of a child’s work may occasionally be collected where relevant to assessment, therapy, clinical documentation or communication with families and other professionals.
Where media forms part of the clinical record, it will be handled and stored in accordance with the same privacy protections as other health information.
Photographs, videos, testimonials, case examples or other identifiable information will not be used for the practice’s website, social media, education or promotional purposes without separate and explicit consent. Consent for promotional use is optional and is not a condition of receiving services.
The practice may communicate with families through email, SMS, telephone and other agreed communication methods for purposes such as appointments, clinical communication, questionnaires, reports, invoices and service updates.
While reasonable steps are taken to protect personal information, electronic communication may carry privacy and security risks. Families are encouraged to advise the practice if they have a preferred method of communication or do not wish sensitive information to be communicated through a particular channel.
Telehealth appointments are conducted using appropriate digital platforms. Clinical documentation arising from telehealth sessions is handled in the same manner as documentation from in-person services.
While reasonable steps are taken to protect digital communications, no electronic communication system can be guaranteed to be completely secure. Clients and families are encouraged to use secure devices and private locations when participating in telehealth or communicating sensitive information electronically.
As a paediatric-focused practice, we recognise the particular sensitivity of information relating to children.
Information about children is collected and used for purposes connected with their care and the operation of the practice. Consent will generally be obtained from a parent or legal guardian where appropriate.
As children develop greater capacity to understand decisions relating to their information, their views, preferences and privacy will also be considered where appropriate.
Information is shared only where consent or another lawful basis permits disclosure.
Families are responsible for informing the practice of any relevant changes to parental responsibility, guardianship, parenting arrangements, court orders or other legal arrangements that may affect consent, access to records, communication or the disclosure of a child’s information.
The practice may request relevant documentation where necessary to determine who is authorised to provide consent or access information.
The Occupational Therapist may participate in professional supervision, peer consultation or case discussion as part of maintaining safe and high-quality clinical practice.
Where client information is discussed for these purposes, identifying information will be minimised wherever practicable and information will be shared only to the extent reasonably necessary for professional consultation.
The practice may use appropriately de-identified information for purposes such as clinical reflection, professional supervision, service improvement, education or professional development.
Where information is used in this way, reasonable steps will be taken to remove information that could reasonably identify the child or family.
Clients and families may request access to personal information held by the practice and may request that inaccurate or outdated information be corrected.
Requests may include copies of relevant clinical records or reports. Reasonable administrative fees may apply where permitted, particularly where substantial time is required to prepare or collate records.
Access may be limited in circumstances permitted by law. Where a request cannot be fulfilled, the reason will be explained where appropriate.
Where the practice relies on consent for a particular use or disclosure of information, that consent may generally be withdrawn by contacting the practice.
Withdrawal of consent will apply to future uses or disclosures and will not ordinarily affect actions already taken with valid consent. In some circumstances, withdrawing consent may limit our ability to provide particular services or coordinate care.
If the practice becomes aware of a privacy or security incident involving personal information, reasonable steps will be taken to contain and assess the incident and reduce potential harm.
Where notification is required under applicable privacy or data breach laws, affected individuals and relevant authorities will be notified as required.
If you have a question, concern or complaint regarding how your personal or health information has been handled, please contact the practice. We will endeavour to review and respond to privacy concerns within a reasonable timeframe.
If a privacy concern cannot be resolved directly with the practice, you may also have the right to contact the Office of the Australian Information Commissioner (OAIC) or another relevant regulatory body.
If you have questions, concerns or requests relating to privacy or personal information, please contact:
Integrate & Regulate Occupational Therapy
Operating under Pace Therapy Pty Ltd (ABN 57 677 887 526)
Email: ella@integrateandregulateot.com.au
Phone: 0429 513 358
This Privacy Policy may be updated periodically to reflect changes to legislation, technology, clinical procedures or practice operations. The current version will be made available through the practice website.