Privacy & confidentiality Policy

Effective Date: 27/09/2023

At Matrescence Occupational Therapy Pty Ltd, trading as Berdy Occupational Therapy ("we," "us," or "our"), we are committed to safeguarding the privacy and confidentiality of personal information collected. We adhere to the Australian Privacy Principles (APPs) outlined in the Privacy Act 1988, other relevant privacy laws governing private sector health service providers, and the Occupational Therapy Australia's Code of Ethics.

Purpose

Our Privacy and Confidentiality Policy serves the following purposes:

1. Collection of Personal Information: To collect and use personal information to provide Occupational Therapy services as requested by clients.
2. Client Responsibility: To emphasise the importance of clients providing accurate personal information and the potential impact on service provision if information is withheld or inaccurate.
3. Confidentiality: To outline our commitment to maintaining the confidentiality of information provided, treating it as such unless required otherwise by law.

Definitions

Personal Information: Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. The definition varies based on the circumstances. Examples of personal information may include:

• An individual’s name, signature, address, phone number or date of birth
• Sensitive information
• Credit information
• Employee record information
• Photographs 

Sensitive Information: Sensitive information is personal information that includes information or an opinion about an individual’s:

• Racial or ethnic origin
• Political opinions or associations
• Religious or philosophical beliefs
• Trade union membership or associations
• Sexual orientation or practices
• Criminal record
• Health or genetic information
• Some aspects of biometric information.
• Special protections apply to sensitive information.

Policy

At Berdy Occupational Therapy, we prioritise the privacy and confidentiality of our clients, employees, and suppliers. We commit to the following:

1. Confidentiality: We will not disclose any client or child's personal information to external individuals, companies, or organizations unless written consent is provided, or legal obligations under a Court Order require us to do so.
2. Divorced or Separated Parents: In cases involving divorced or separated parents, we will only communicate with the fee-paying party who initially engaged our services. Information related to the assessment and treatment of the child will be shared with the other parent or carers only with the consent of the initial party or as legally mandated by a Court Order.
3. No Selling of Personal Data: We will never sell or trade personal data to third-party list brokers or direct marketing companies.
4. Data Security: We will take all reasonable precautions to protect and secure personal information for as long as required. Once the client relationship concludes, we will dispose of or de-identify personal information, following legal retention obligations.

When We Collect Personal Information

We collect personal information in the following instances:

• When a parent or carer books a child for an assessment/therapy.
• During the provision of our services.
• When clients, parents, or families use our website (e.g., filling out online forms, entering competitions, or subscribing to newsletters).

Why We Collect Personal Information

We collect personal information to:

• Conduct our business operations.
• Provide and market our services.
• Meet legal obligations.
• Communicate with clients.
• Provide treatment and care to children.
• Assist other healthcare professionals in providing treatment.
• Conduct research and development.
• Improve our services.
• Comply with legal requirements.

Types of Personal Information We Collect

The personal information we collect may include:

• Client's and parents' names, marital status, occupations.
• Child's/children's names and dates of birth.
• Contact details (addresses, email addresses, mobile numbers, etc.).
• General practitioner and referring doctor information.
• Federal Government Healthcare Programs information.
• Transaction details related to services provided.
• Information provided through client surveys.
• Other information related to conducting business and meeting legal obligations.

How We Collect Personal Information

We typically collect personal information through:

• Telephone conversations.
• Hard copy or online forms.
• Face-to-face meetings.
• Assessments and interviews.
• Business cards.
• Third-party reports or referrals from medical professionals and other professionals.

Website Collection

We collect personal information through our website, www.berdyoccupationaltherapy.com.au, including subscription applications, emails, and traffic analysis (may involve the use of cookies). We may provide links to third-party websites and are not responsible for their content or privacy practices.

Use and Disclosure of Personal Information

We use and disclose personal information for primary and secondary purposes related to our services, as authorised by the Privacy Act. This includes:

• Conducting our business.
• Providing and marketing our services.
• Communication.
• Providing treatment and care.
• Audit purposes.
• Liaising with healthcare organizations.
• Compliance with legal obligations.

Disclosure of Personal Information

We may disclose personal information to:

• Other members of the Berdy Occupational Therapy Team.
• Legal practitioners, courts, tribunals, and regulatory authorities.
• Individuals authorised by the Privacy Permission Form.

Accuracy and Updates

We endeavor to maintain accurate, complete, and up-to-date personal information. Clients can request updates by contacting our Director at hannah@berdyoccupationatherapy.com.au.

External Quality Auditors and Volunteers

External and internal quality auditors may access limited personal information to ensure compliance with quality standards. Volunteers and students on placement are also bound by confidentiality requirements.

Sharing Stories

In some cases, we may share stories about Berdy Occupational Therapy clients in newsletters, publications, media stories, or fundraising activities with client consent.

Sending Information Overseas

We will not send personal information overseas without obtaining consent or complying with the APPs.

Access to Information

Clients may request access to their personal information held by Berdy Occupational Therapy. We may charge a fee for providing access.

Data Security

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure. Our staff follows confidentiality agreements.

Policy Updates

This Policy will be reviewed periodically to align with new laws, technology, and changes in operations.

Enquiries and Concerns

For privacy-related questions or concerns, contact our Director at 0432 297 603 or hannah@berdyoccupationaltherapy.com.au.

Feedback and Complaints

Refer to our 'Feedback and Complaint Policy and Procedure' for concerns or complaints.