Current as of 14/08/2025
KM Kids Occupational Therapy is committed to ensuring your personal information is protected and professionally managed in accordance with the Privacy Act 1988 (Commonwealth) and all Australian Privacy Principles (APPs). A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au.
This privacy policy is to provide information to you, our client, on how your personal information (which includes your health information) is collected and used within our practice and the circumstances in which we share it with third parties.
What personal information we collect and why
When you seek services from our practice, we will need to collect your personal information so they can provide you with the best possible healthcare services. We also use your personal information for directly related business activities such as financial claims and payments, and normal business processes.
The personal information we collect and hold generally includes:
- Your name, date of birth, address and contact details
- Information about your health condition, medical history, social and family history, risk factors and services or treatment you may have already received.
- Medicare Number, NDIS Number and Plan Details, or Private Health Fund details (where required).
- Assessment results, therapy reports and correspondence
- Therapy progress notes
How we collect your personal information
Our practice will collect your personal information:
- Directly and in person, over the phone, by email, SMS, social media, through our website or by completing our online or hard copy forms.
- When you make your first appointment or register for our waiting list, we will collect your personal and demographic information via our registration form.
If it is not possible to collect it from you directly, we may also collect this information from:
- Your guardian or responsible person
- Other involved healthcare providers such as your doctor, specialists, allied health professionals, hospitals and community health services.
- Your private health fund, Medicare or NDIS.
Who we share your personal information with and when
- Other healthcare providers (e.g. doctor, specialist, other allied health providers, hospitals, and community health providers).
- Equipment suppliers, if obtaining quotes or ordering equipment on behalf of the client.
- Builders or other tradespersons, if completing home modifications.
- The National Disability Insurance Scheme (NDIS), Private Health Funds or Medicare, if the client is accessing funding for services.
- Third parties who work with our practice if needing to access our systems for business related purposes (e.g. IT providers).
- If there is a statutory requirement to lawfully share certain personal information.
- If a court subpoena is required or authorised by law.
- When necessary to lessen or prevent a serious threat to a client’s life, health or safety, or if it is impractical to obtain the client’s consent.
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing and / or appointment reminders at any time by notifying our practice in writing.
Other than in the course of providing healthcare services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
Your personal information will not be disclosed to recipients outside of Australia unless you request us to do so.
How we store and protect your personal information
Your personal information may be stored at our practice as paper records, electronic records, audio recordings, videos and photos.
Our practice stores all personal information securely and has strict processes to ensure your personal information is protected from misuse, loss, interference or unauthorised access.
Personal information stored in electronic format is encrypted and password protected with multifactor authentication.
Data storage is held within Australia, with the exception of web-based standardised assessments completed through Q-Global, where data is stored securely in Canada, or WPS, where data is stored securely in the USA.
Hard copy records and information is stored in a secure locked cabinet.
How you can access and correct your personal information at our practice
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. We may ask you at different times to verify your information is correct and up to date.
You have the right to access and correct personal information that we hold about you in electronic or hard copy format.
If you wish to access or correct your personal information, we request that you put it in writing directly to Katie Manwaring (katie@kmkidsot.com.au). Your request for access and / or correction will be processed within 30 days.
While we do not charge an application or processing fee, you may be charged an administration, photocopying or other fees to reasonably cover our costs in fulfilling your request.
How you can lodge a privacy related complaint and how it will be handled at our practice
If you have any concerns about your privacy or wish to make a complaint about a privacy breach, please contact Katie Manwaring (katie@kmkidsot.com.au, 0493 428 080). You should provide us with sufficient details regarding your complaint together with any supporting information. We will take steps to investigate the issue and will notify you in writing of the outcome within 30 days from the receipt date of original written complaint.
If you are not satisfied with our response, you can contact us directly to discuss your further concerns, or lodge a complaint with the Australian Information Commissioner at https://www.oaic.gov.au or by calling 1300 363 992.
Privacy and our website
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Policy Review Statement
This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. We will notify our clients of these changes via email or in an otherwise preferred format requested by the client. Updated policies will be published to our website.
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