The objective of this document is to provide you, our client, with clear information on how your (and your child / dependant’s) personal information is collected and used within the practice. Occasionally we also need to share your personal information to involve others in your healthcare and this policy outlines when, how, and why we share your information.
- Who can I contact about this policy?
For enquiries concerning this policy, you can contact Emily Trewavas on 0423 453 885 or etrewavas@outlook.com
- When and why is your consent necessary?
When you register as a client of this practice, you provide consent for the OT and practice staff to access and use your personal information to facilitate the delivery of your allied health service. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than outlined in this document, we will obtain additional consent from you.
It is important to us that as our client, you understand why we collect and use your personal information.
By acknowledging this Privacy Policy you consent to us collecting, holding, using, retaining and disclosing your personal information in the manners described below.
- Why do we collect, use, store, and share your personal information?
The practice collects, uses, stores, and shares your personal information primarily to manage your therapy safely and effectively. This includes providing therapy services, maintaining health records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards.
- What personal information is collected?
The information we will collect about you includes your:
- names, date of birth, addresses, contact details
- medical information including medical history, medicines, allergies, and adverse reactions immunisations, social history, family history and risk factors
- Medicare number (where necessary) for identification and claiming purposes
- healthcare identifier numbers
- health fund details.
- National Disability Insurance Scheme (NDIS) number (where available) along with NDIS plan start and end dates and budget, when shared with us.
- Can you deal with us anonymously?
You can deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals (e.g. when claiming subsidised or fully funded services like Medicare or NDIS).
- How is personal information collected?
The practice may collect your personal information in several different ways:
- When you make your first appointment, the practice team will collect your personal and demographic information via your registration.
- We will also collect information necessary for assessment and therapy planning, in the form of questionnaires, and interviews.
- We may also collect your personal information when you send us an email or SMS, telephone us, make an appointment, or communicate with us using social media.
In some circumstances, personal information may also be collected from other sources, including:
- Your guardian or responsible person.
- Other involved healthcare providers, such as specialists, allied health professionals, hospitals or community health services.
- Other involved care providers, including NDIS support coordinators, plan managers or support workers.
- Members of your education team including learning support staff, teachers and members of the leadership team.
- Your health fund, Medicare, or the NDIS (if relevant).
- Photos and video footage: These can be taken using personal devices for therapy purposes, following the guidelines outlined in our guide on using personal devices for therapeutic purposes, and will only be done so with your explicit approval.
- When, why and with whom do we share your personal information?
We sometimes share your personal information:
- with third parties for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
- with other healthcare providers (e.g. In referral letters)
- when it is required or authorised by law (e.g. court subpoenas)
- when it is necessary to lessen or prevent a serious threat to a client’s life, health or safety or public health or safety, or it is impractical to obtain the client’s consent
- to assist in locating a missing person
- to establish, exercise or defend an equitable claim
- for the purpose of confidential dispute resolution process
- When it is a statutory requirement to share certain personal information
Only people who need to access your personal information will be able to do so. Other than providing therapy services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent.
We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
- Will your information be used for marketing purposes?
The practice will not use your personal information for marketing any goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying the practice in writing.
- How is your information used to improve services?
The practice may use your personal information to improve the quality of the services offered to clients through research, analysis of client data for quality improvement and for training activities with the practice team.
We may provide de-identified data to other organisations to improve population health outcomes. If we provide this information to other organisations we will ensure that:
- clients cannot be identified from the information we share,
- the information is secure and is stored within Australia.
You can let us know if you do not want your de-identified information included.
At times, therapy practices are approached by research teams to recruit eligible clients into specific studies. You may be approached by a member of our practice team to participate in research. Researchers will not approach you directly without your express consent having been provided to the practice and your information will not be provided to researchers without your explicit consent and knowledge. If you provide consent, you would then receive specific information on the research project and how your personal information will be used, at which point you can decide to participate or not participate in the research project.
- How are document automation technologies used?
Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.
The practice uses document automation technologies to populate fields within documents such as letters or forms. These documents contain only your relevant information.
These document automation technologies are used within a secure practice management system called “Splose”.
All users of Splose have their own unique user credentials and password and can only access information that is directly relevant to their role in the practice team.
The practice complies with the Australian privacy legislation and APPs to protect your information.
All data, both electronic and paper are stored and managed in accordance Australian Privacy Policy Guidelines.
- How is your personal information stored and protected?
Your personal information may be stored in various forms:
- Electronic records (all stored in a client record management system that meets Australian Health Records regulations and privacy requirements)
- Paper records (e.g. assessment sheets, worksheets, hard copies of letters) – which will be uploaded to the client record management system and then destroyed.
- Visual records (such as videos and photographs – taken with explicit consent only)
- Audio recordings (taken with explicit consent only)
The practice stores all personal information securely.
- Electronic information is stored securely within a client management system that meets Australian Health Record regulations and privacy requirements (e.g. data is stored securely with robust encryption methods for data at rest and in transit).
- All hard copies of personal information is secured in locked cabinets, accessible only to the practice owner, and is destroyed once uploaded to the electronic client management system (following appropriate Quality Assurance Protocols).
- All digital information is password protected with multi-factor authentication.
- How can you access and correct your personal information at the practice?
You have the right to request access to, and correction of, your personal information.
- Requests for access to health records can be made, in writing, to Emily Trewavas, practice owner, by email: etrewavas@outlook.com; or by mail: PO Box 940, Innaloo WA 6918.
- The practice will respond to any requests to access or correct your personal information within 30 days of receiving the request and verifying the identity of the person making the request.
- Please note, there may be a fee associated with the collection and collation of records to cover the administrative costs associated.
- The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the practice is correct and current. You may request we correct or update your information. To do this please contact via Emily Trewavas by email: etrewavas@outlook.com
- How can you lodge a privacy-related complaint, and how will the complaint be handled at the practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure.
Complaints can be submitted by:
- email (etrewavas@outlook.com)
- or mail: PO Box 940, Innaloo, WA 6918
- or phone: 0423453885
If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.
- Policy review statement
Our privacy policy is regularly reviewed to ensure compliance with current obligations.
If any changes are made:
- They will be reflected on the website.
- Significant changes may be communicated directly to clients via email or other means.
Please check the policy periodically for updates. If you have any questions, feel free to contact us.