OT for Kids Melbourne (OT for Kids) is committed to providing quality occupational therapy services to its clients. This policy outlines how OT for Kids will collect, use, disclose, store, secure and dispose of personal information in line with the Privacy Act 1988 and the Privacy Amendment Act 2021 to protect the privacy of individuals’ personal information. OT for Kids has adopted the Australian Privacy Principles (APP) that coincide with the The Privacy Act 1988 (Privacy Act), A copy of the APPs may be obtained from the website of The Office of the Federal Privacy Commissioner at www.privacy.gov.au.

Personal Information Collection

Personal Information
Personal information is information or opinion about a person which can be used to identify that person. This includes information such as a person’s name, address, contact number, email address, etc.

What is Sensitive Information
Sensitive information is a form of personal information and includes, but is not limited to, a person’s racial or ethnic origin, political beliefs, religious beliefs, sexual orientation and criminal record. It also includes health, genetic and biometric information.

OT for Kids collects and holds personal information about its clients and its clients’ families including but not limited to names, addresses, contact details and occupations. OT for Kids also collects sensitive information, particularly in relation to its clients’ health and medical history, but only with the relevant person’s consent, and only if the specific information is reasonably necessary for one or more of OT for Kids functions or activities. OT for Kids does not collect personal information (other than sensitive information) unless the information is reasonably necessary for its functions and activities.

Collection and hold of personal information

OT for Kids collects personal information during the course of its provision of occupational therapy services. This could occur during the referral, assessment, planning and service provision process. Information may be collected through completed application/intake forms, referrals, face-to-face meetings, telephone calls, emails, reports, videos, photographs, and third parties including but not limited to persons involved in a patient’s treatment and education.

OT for Kids stores personal information electronically. First and family names are used in filing and bookkeeping systems. OT for Kids takes reasonable steps to ensure that personal information is held and stored in a manner that reasonably protects it from misuse and loss, and from unauthorised access, modification or disclosure. OT for Kids secures stored personal information in the following ways:

• Personal information is stored on password protected computer and software system (Cliniko)
• Personal information is removed from the computer once uploaded to the software system (Cliniko)
• Any hard copy information is shredded prior to recycling or destruction;
• Access to files is limited to OT for Kids personnel.

Personal information will be stored in secure patient files which will be kept by OT for Kids for the minimum authorised time frame (until the person turns 25 years old and 7 years post discharge). When personal information is no longer needed for the purpose for which it was obtained, OT for Kids will take reasonable steps to destroy or permanently de-identify the personal information.

The purpose of personal information collection, hold, use and discloser

OT for Kids collects, holds, uses and discloses personal information about its clients and its clients’ families for the purposes of providing the highest quality occupational therapy services. This includes, but is not limited to, the following:

• To enable OT for Kids to identify its clients and ensure it can be in contact with its clients;
• To enable OT for Kids to assess and provide relevant services to its clients;
• To enable OT for Kids to establish eligibility for services and/or funding schemes;
• Informing other relevant third party service providers such as a patient’s doctor, specialist or teacher who are involved in the patient’s management; and
• For administrative purposes such as billing

Accessing and correcting personal information

Persons have a right to access and/or request a correction to their personal information held by OT for Kids under the NPPs. Parents and/or legal guardians of persons who are clients of OT for Kids may also have a right to access and/or request a correction to that patient’s personal information held by OT for Kids under the NPPs.

In order to access and/or correct personal information, please contact Jessica Ryan, Director of  OT for Kids in writing by sending correspondence jess@otforkids.net.au

Privacy Policy Complaints and Enquiries

Please contact OT for Kids with any enquiries or complaints about this Privacy Policy at: OT for Kids T: 0422 646 861 E: jess@otforkids.net.au A complaint in relation to this Privacy Policy must be made in writing in accordance with the requirements of the Privacy Act. OT for Kids will respond to a complaint within 30 days of receipt. If a complaint is unresolved, or there are concerns about an interference with privacy, a complaint may be made to the Australian Information Commissioner in accordance with Part V of the Privacy Act.

Overseas Recipients

OT for Kids does not disclose personal information to overseas recipients except with the relevant person’s consent, or unless such disclosure is otherwise required or authorised by law.