Privacy Policy

Last updated: January 2026

This Privacy Policy outlines how Calming Corner Occupational Therapy ("we", "us", "our") ABN 78323662303  collects, uses, stores and discloses personal information. We are a sole trader Occupational Therapist providing community-based and telehealth services, primarily to children and families, including services funded under the NDIS.

We are committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant NDIS Quality and Safeguards requirements.

What Information We Collect

We may collect personal and sensitive information that is reasonably necessary to provide occupational therapy services, including:

Clients (including children and families)

• Name, date of birth, address, email, phone number

• Medicare number, NDIS number, plan details and funding information

• Health information, medical history, developmental information, assessments and reports

• Information about daily functioning, goals, behaviours and supports

• Images or videos (only with consent)

• Session notes, progress records and clinical documentation

Parents, Guardians or Carers

• Contact details

• Relationship to the client

• Consent and decision-making information

Other Information

• Referrer details (e.g. GP, paediatrician, support coordinator, school)

• Correspondence via email, phone, SMS or telehealth platforms

• Website or social media enquiries (if applicable)

Health information is considered sensitive information and is only collected with consent or where otherwise permitted by law.

How We Collect Information

Personal information is collected in a number of ways, including:

• Intake forms and service agreements

• Assessments and therapy sessions (in person or via telehealth)

• Phone calls, emails, text messages or online forms

• Reports and referrals from other professionals (with consent)

• NDIS portals or service booking systems

Where possible, information is collected directly from the client or their parent/guardian.

Why We Collect and Use Personal Information

We collect and use personal information for purposes including:

• Providing occupational therapy assessments and intervention

• Developing therapy plans, goals and reports

• Delivering community-based and telehealth services

• Communicating with clients, families and relevant professionals

• NDIS compliance, billing and administration

• Quality assurance, record keeping and legal obligations

We only use personal information for the purpose it was collected, or for a related purpose that would reasonably be expected.

Disclosure of Personal Information

We may disclose personal information to:

• Parents, guardians or authorised representatives

• Other health or education professionals involved in the client’s care (with consent)

• NDIS, plan managers or the NDIA for funding, reporting or compliance purposes

• Referrers, support coordinators or schools (with consent)

• Service providers such as secure IT, telehealth or practice management systems

We do not sell personal information.

Personal information will only be disclosed without consent where required or authorised by law, including where there is a serious risk to health or safety.

Telehealth and Electronic Communication

Telehealth services are delivered using secure platforms where possible. While reasonable steps are taken to protect privacy, electronic communication carries some inherent risks.

By engaging in telehealth or electronic communication (email/SMS), you acknowledge and accept these risks.

Storage and Security of Information

We take reasonable steps to protect personal information from misuse, loss, unauthorised access or disclosure. This includes:

• Secure electronic record systems

• Password protection and device security

• Limited access to client information

Records are retained in accordance with professional, legal and NDIS record-keeping requirements.

Access and Correction

You have the right to request access to personal information we hold about you or your child, and to request corrections if the information is inaccurate, incomplete or out of date.

Requests can be made in writing and will be responded to within a reasonable timeframe.

Consent

By engaging our services, you consent to the collection, use and disclosure of personal information as outlined in this Privacy Policy.

Consent may be withdrawn in writing at any time, noting this may affect our ability to provide services.

Complaints

If you have a concern about how your personal information has been handled, please contact us in writing. We will take all complaints seriously and aim to resolve them promptly.

Changes to This Policy

This Privacy Policy may be updated from time to time. The most current version will be made available on our website.

Contact Us

Calming Corner Occupational Therapy
Email: shelley@calmingcornerot.com