Alma Occupational Therapy (“Alma OT”, “we”, “us”, “our”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, store, and protect your personal information.

1. What Information We Collect

We may collect the following types of personal information:

Personal Information

• Full name

• Date of birth

• Address

• Phone number

• Email address

• Emergency contact details

• Medicare or NDIS details (if applicable)

Health Information (Sensitive Information)

• Medical history

• Assessment results

• Therapy notes and reports

• Functional capacity information

• Referrals from other health professionals

• Information provided by caregivers or support persons

Health information is considered sensitive information under Australian law and receives additional protection. We only collect information that is reasonably necessary to provide occupational therapy services.

2. How We Collect Information

We collect information through:

• Intake forms

• Referral documentation

• Email and phone communication

• Therapy sessions (in person or telehealth)

• Our website contact forms

• Third-party service providers (e.g., NDIS, GP referrals)

We will only collect information that is reasonably necessary to provide occupational therapy services.

3. Why We Collect Your Information

We collect and use your information to:

• Provide occupational therapy services

• Develop therapy plans and reports

• Communicate with you and relevant third parties (with consent)

• Manage billing and payments

• Comply with legal and regulatory requirements

• Improve our services

We will not use your information for unrelated purposes without your consent, unless required by law.

4. Disclosure of Information

Your information may be shared with:

• To other healthcare providers (with your consent)

• To funding bodies such as NDIS

• To Medicare or private health insurers (if applicable)

• Where required by law (e.g., mandatory reporting)

We only share information with your consent, unless:

• There is a serious risk to your safety or the safety of others

• We are required by law

5. Storage and Security

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

Information may be stored:

• Electronically in secure, password-protected systems

• In secure practice management software

• In encrypted cloud-based platforms

We take reasonable steps to ensure third-party platforms used for telehealth and data storage meet appropriate privacy and security standards. While we take reasonable steps to protect your personal and health information using secure systems and best-practice safeguards, no method of transmitting data over the internet or storing information electronically can be guaranteed to be completely secure.

Although we work with reputable and secure service providers, we cannot guarantee the absolute security of information transmitted to or from our systems. By engaging with our services, you acknowledge that online data transmission carries inherent risks.

Alma Occupational Therapy uses Splose as it’s practice management software. Splose maintains its own security protocols and privacy practices. If you would like further information about how Splose protects data, we encourage you to review their Security and Privacy information available on their website.

6. Online Sessions and Technology

Online occupational therapy sessions are conducted via secure video conferencing platforms.

While we take reasonable precautions to use secure systems, no online platform can guarantee absolute security. By participating in online sessions, you acknowledge this risk.

7. Overseas Disclosure

Some service providers we use (such as Google Workspace or cloud-based systems) may store data on servers located outside Australia.

We take reasonable steps to ensure these providers comply with appropriate privacy and security standards.

8. Website Data and Cookies

Our website may collect limited non-identifying information such as:

• Browser type

• Pages visited

• General usage data

This information helps improve website performance and user experience.

If you submit information through a website form, that information is securely transmitted and stored.

9. Accessing and Correcting Your Information

You have the right to:

• Request access to your personal information

• Request correction of inaccurate or incomplete information

Requests can be made in writing via the contact details below.

10. Retention of Records

Health records are retained in accordance with Australian legal requirements.

In most cases, records must be kept for:

• A minimum of 7 years from the last date of service

• For children, until at least age 25

11. Complaints

If you have concerns about how your information is handled, please contact us in writing.

If you are not satisfied with our response, you may contact:

Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992

12. Contact Us

Alma OT
Email: info@almaot.com.au
Website: www.almaot.com.au