Privacy Policy

Effective Date: 20/06/2024
Reviewed Date: 20/06/2025
Next Review Due: 20/06/2026

Every Body OT (ABN: 61 684 682 175) is committed to protecting your privacy and managing personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs) and the NDIS Quality and Safeguards Commission requirements.

This Privacy Policy outlines how we collect, use, disclose, store, and protect your personal and sensitive information.

1. Purpose of Collecting Your Information

We collect your personal information to:

  • Provide occupational therapy services, including functional capacity assessments and therapy under the NDIS

  • Communicate with you, your support network, and relevant stakeholders

  • Maintain accurate client records and clinical documentation

  • Manage funding, billing, and service agreements (e.g. through the NDIS)

  • Monitor outcomes and improve service quality

  • Comply with legal, professional, and regulatory obligations

2. What Information We Collect

We may collect:

  • Personal details: name, address, email, phone, date of birth

  • Sensitive information: medical history, diagnosis, assessments, goals, reports

  • NDIS details: participant number, funding type, plan goals

  • Contact details of family members, carers, support coordinators

  • Notes and progress updates from therapy sessions

  • Website usage data (cookies, device data, analytics)

3. How We Collect Your Information

We collect information when:

  • You or your representative provide it directly via forms, email, phone or in person

  • You complete a referral or service agreement

  • We receive information from third parties (e.g. GPs, NDIS, support coordinators)

  • You use our website or digital services

  • You participate in therapy sessions or assessments

4. Use and Disclosure of Your Information

We only use or disclose your personal information:

  • To provide agreed therapy services

  • To communicate with involved professionals (with consent)

  • To comply with legal or professional obligations

  • When required by law (e.g. mandatory reporting or subpoena)

We will seek your consent before sharing information with:

  • Other allied health or medical providers

  • Plan managers or support coordinators

  • NDIS or government bodies

Your data will never be sold or used for direct marketing without your consent.

5. Storing and Protecting Your Information

We store your personal information securely in password-protected systems. We take all reasonable steps to:

  • Prevent unauthorised access, misuse, loss or modification

  • Ensure confidentiality through secure cloud-based storage and encryption

  • Train staff on privacy and security procedures

Records are retained for a minimum of 7 years (or until age 25 for minors) in accordance with health record legislation.

6. Website Analytics and Cookies

Our website may use cookies and analytics tools (e.g. Google Analytics) to:

  • Track website traffic and engagement

  • Improve the user experience

  • Gather non-identifiable demographic data

You can disable cookies through your browser settings.

7. Accessing and Correcting Your Information

You may request to access or correct your personal information at any time. Please contact us at the details below. We will respond within a reasonable timeframe and may need to verify your identity.

8. Making a Complaint

If you believe we have breached your privacy, please contact us. We will investigate your complaint and respond promptly.

If you are not satisfied with our response, you may contact the:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992

9. Policy Updates

We may update this policy to reflect changes in law, operations, or technology. Any changes will be published on our website.

10. Contact Us

Everybody OT
Email: Admin@everybodyot.com
Phone: 0417571227
Website: www.everybodyot.com