Respecting your privacy is an essential part of how Insight OT Consultancy operates.

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Insight OT Consultancy is committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

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This policy explains how personal information is collected, used, disclosed and stored.

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What Information Is Collected.

Insight OT Consultancy collects personal information that is necessary to provide occupational therapy assessment and consultative services.

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Information may be collected through referral forms, intake forms, written communication, consultations, and information provided by parents, caregivers or authorised professionals.

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This may include:

• Child’s name, date of birth and contact details

• Parent or guardian contact details

• Information about a child’s development, health, education and daily participation

• Information provided by educators or other professionals involved in the child’s care

• Completed intake forms, questionnaires or written communication

• Reports or correspondence from other professionals

• NDIS information (where applicable)

• Billing and payment details

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As occupational therapy services involve health information, some of the information collected is considered sensitive information under Australian privacy law.

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Video and Images.

Parents or caregivers may choose to provide photographs or videos of their child to support observational understanding of the child’s development, participation or behaviour in everyday environments.

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Providing images or video is entirely voluntary and is not required in order to access Insight services.

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Where provided, these materials will:

• be used only for the purposes of occupational therapy assessment or consultation

• be stored securely in accordance with privacy and data protection obligations

• not be shared with third parties without the parent or caregiver’s consent, unless required by law

 

Images or videos will only be retained for as long as reasonably necessary for assessment and record-keeping purposes.

Parents may submit images or video via email, secure upload links or other agreed digital methods. While Insight takes reasonable steps to protect information once received, the security of information transmitted via third-party platforms cannot be guaranteed.

 

Parents are encouraged, where possible, to ensure that photographs or videos provided primarily show their own child. If other children or individuals appear in the material, Insight will take reasonable steps to handle this information respectfully and confidentially and will use it only for the purpose of understanding the referred child’s development or participation.

 

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Why Information Is Collected.

Personal information is collected for the purpose of:

• Conducting assessments

• Preparing written reports

• Communicating with families and authorised professionals

• Meeting professional and legal obligations

• Managing billing and administrative processes

 

Information is used only for the purpose for which it was collected, unless consent is provided or disclosure is required by law.

 

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Disclosure of Information.

Personal information will not be disclosed without consent, except where required or authorised by law.

 

With consent, information may be shared with:

• General practitioners or paediatricians

• Schools or early learning settings

• Allied health professionals

• NDIS representatives or plan managers

 

Where there is a serious concern for the safety or wellbeing of a child or another person, information may be disclosed in accordance with legal obligations.

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Storage and Security.

Insight OT Consultancy takes reasonable steps to ensure personal information is protected from misuse, interference, loss or unauthorised access.

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Client records are stored securely using password-protected and encrypted systems where available. Access is limited to authorised personnel where required for service delivery or administrative purposes.

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Access and Correction.

Parents or legal guardians may request access to personal information held about their child.

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Access may be limited in circumstances permitted under privacy legislation.

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Requests for access or correction can be made in writing. Reasonable steps will be taken to respond within a timely manner, in accordance with legal requirements.

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Use of Reports and Consultation Material.

Insight OT Consultancy may provide written reports, summaries or consultation materials as part of the assessment or consultation process.

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These documents are prepared specifically for the referred child and family and are intended to support understanding and decision-making within the child’s support team.

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Parents or caregivers may choose to share reports with educators, health professionals or other relevant supports involved in the child’s care.

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Insight cannot control how reports or materials are used once they have been shared by a parent or caregiver with third parties.

 

Insight is not responsible for interpretation or use of reports outside their intended context.

 

Recording of consultations should only occur with the knowledge and agreement of the practitioner.

 

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Website Information.

The Insight OT Consultancy website may collect limited information such as IP address or browser type for website analytics purposes.

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This information is used for statistical purposes and does not personally identify website visitors.

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Cookies may be used to improve website functionality.

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Digital Tools and Technology.

Insight OT Consultancy may use secure digital tools and practice management systems to support service delivery, documentation, scheduling and communication.

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In some cases, digital tools may assist with tasks such as document preparation, transcription or administrative processes. These tools are used only to support professional work and do not replace professional judgement.

 

Reasonable steps are taken to ensure that any technology used complies with appropriate privacy and data protection standards.

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Retention of Records.

Client records are retained in accordance with professional and legal requirements.

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Health records are generally retained for a minimum of seven (7) years from the date of last service, or until a child reaches 25 years of age (whichever is longer).

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Concerns or Complaints.

If you have concerns about how personal information has been handled, please contact:

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Insight OT Consultancy
hello@insightotconsultancy.com.au

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If concerns cannot be resolved, a complaint may be made to the Office of the Australian Information Commissioner (OAIC).

 

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Policy Updates.

This privacy policy may be updated from time to time to reflect changes in practice or legal requirements.