Privacy Policy

Our Use of Artificial Intelligence (AI) 

A guide for families 

At Affirm OT, we use some AI-assisted tools to help us work efficiently, so we can spend more time focused on your child and less time on paperwork. This page explains what we use, how it's used, and how we keep your family's information safe. If you have any questions after reading this, please just ask — we're always happy to talk it through. 

What AI tools do we use? 

We use Splose AI, a feature built into Splose, our secure practice management platform. Splose AI helps our practitioners by: 

• Transcribing session recordings or dictated notes into text; 
• Drafting progress notes and reports from session observations and client history; 
• Helping prepare routine written communications, such as letters. 

Splose AI does not make clinical decisions, set goals, or determine therapy approaches for your child. It is a documentation assistant only. 

A person always checks the work 

Every piece of AI-generated content — transcripts, draft notes, or draft reports — is reviewed, corrected where needed, and approved by your treating OT before it is used or added to your child's file. Your therapist remains fully responsible for all clinical judgement, decisions, and records, exactly as they would without AI involved. 

How your information is protected 

Splose AI is powered by OpenAI under a contractual arrangement that includes a zero data retention policy — meaning session content is not stored by OpenAI or used to train their AI models. Data is encrypted both in transit and at rest, and Splose's systems are built to meet Australian Privacy Principles and other applicable privacy regulations. 

As with all information we hold, any data processed through Splose AI is handled in line with our Privacy Policy, the Privacy Act 1988 (Cth), and the Health Records Act 2001 (Vic). 

Recording sessions 

If a session is recorded for transcription purposes, your therapist will let you know beforehand and obtain your consent. You're welcome to decline having a session recorded at any time — this will not affect the quality of care your child receives. 

Your consent 

Use of AI-assisted tools is included as part of our service agreement, which families agree to at the start of care. This page is here as an ongoing reference so you always know how and why we use these tools. 

Questions or concerns? 

We follow guidance from the Australian Health Practitioner Regulation Agency (AHPRA) on the safe, transparent, and accountable use of AI in healthcare. If you'd like more detail about any of this, or have a concern about how AI is used in your child's care, please contact us directly — we're glad to discuss it. 

Affirm OT Pty Ltd 

0473 821 397 

hello@affirmoccupationaltherapy.com  

Affirmoccupationaltherapy.com