Privacy Policy

At OT Kids Academy we respect your privacy and are committed to keeping your personal information safe.

This Privacy Policy explains what information we collect, why we collect it, how we use it and how we protect it.

What information do we collect?

Depending on how you interact with us, we may collect:

your name and contact details
information about you or your child’s health, disability, development, support needs and circumstances
information provided by a parent, guardian, carer, nominee or other authorised person
information about your appointments and services
payment and billing information
information provided through our website, enquiry forms, online bookings, emails, phone calls and other communications
photographs or videos where appropriate and with the required permission
information about how you use our website, including cookies and similar technologies.

Health information is sensitive information and is given additional protection under Australian privacy laws.

Why do we collect your information?

We collect and use your information to:

provide safe and appropriate services
understand your needs and support your care
communicate with you and manage appointments
manage payments and administration
maintain accurate clinical records
coordinate your care with other professionals where appropriate
improve our services and website
meet our legal, professional and regulatory obligations.

If you do not provide information that we reasonably need, we may not be able to provide our services to you.

How do we collect your information?

We generally collect information directly from you, your parent, guardian, carer or authorised representative.

We may also receive relevant information from other people or organisations involved in your care, such as doctors, therapists, schools or support providers, where appropriate and permitted by law.

Who can we share your information with?

We keep your information private and only use or share it when appropriate.

We may share information:

with people involved in your care or support, with your permission
with your authorised representatives
with other health or service providers involved in your care
with the NDIS or government organisations where required or permitted by law
with trusted providers that help us operate our business, such as Halaxy, payment, booking, IT, email, messaging and other service providers
where we are required or authorised to do so by law
where necessary to protect someone’s health or safety.

We do not sell your personal information.

Some service providers we use may store or process information outside Australia. Where this occurs, we take reasonable steps to protect your information in accordance with applicable privacy laws.

Cookies, Google and website tracking

Our website uses cookies and similar technologies to help our website function, understand how visitors use our website and measure the effectiveness of our advertising.

We use Google Analytics, Google Ads and related Google services, including Google Tag Manager, to measure website activity and advertising performance. These technologies may collect information such as your device, browser, pages visited and interactions with our website. They may also allow advertising to be shown to people who have previously visited our website.

We do not intentionally provide Google with your clinical or health information for advertising purposes.

You can manage or disable cookies through your browser settings. Some website features may not work properly if cookies are disabled.

Where required, we will provide appropriate choices regarding advertising and non-essential cookies.

Keeping your information safe

We take reasonable steps to protect your personal and health information from loss, misuse, unauthorised access, modification or disclosure.

We use secure systems and limit access to information to people who need it for their role.

We keep health information for the period required by law. In NSW, health information is generally retained for at least 7 years from the last health service for adults, and until the person reaches 25 years of age where the information was collected while they were under 18.

When information is no longer required, we take reasonable steps to securely destroy or de-identify it.

AI-assisted tools

We may use AI-assisted tools to support the delivery and administration of our services.

If we use Halaxy AI Scribe or another AI-assisted clinical tool to assist with your care, we will explain how it will be used and obtain any consent required before using it.

Any specific arrangements relating to the use of AI-assisted tools may also be covered in your service agreement or consent documentation.

Your privacy rights

You can ask us to:

tell you what personal information we hold about you
give you access to your information
correct information that is inaccurate, incomplete or out of date
explain how we collect, use or share your information
stop sending you direct marketing communications.

We will respond to reasonable requests in accordance with applicable privacy laws.

Privacy questions and complaints

If you have a question, concern or complaint about how we have handled your information, please contact us:

Email: reception@otkidsacademy.com.au

Phone: 02 8040 0876

We will take your concern seriously and work with you to resolve it.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

Office of the Australian Information Commissioner (OAIC)

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The most current version will be available on our website.