Privacy Policy

Privacy Policy 

Affirm OT Pty Ltd is dedicated to delivering high-quality occupational therapy services while prioritising the privacy of everyone who interacts with us, including our clients, their families, carers and support people. 

Affirm OT Pty Ltd is committed to protecting the privacy of our clients and ensuring that personal information is handled in accordance with the Privacy Act 1988 (Cth), the Privacy Amendment (Enhancing Privacy Protection) Act 2021 (Cth), and the Health Records Act 2001 (Vic). This Privacy Policy outlines how we collect, use, disclose, and store personal and health information in the course of providing occupational therapy services. 

1. Collection of Personal and Health Information 

We collect personal and health information necessary to provide occupational therapy services. This may include: 

• Name, address, date of birth, contact details and emergency contact; 
• Medical history, developmental history, and therapy progress notes and reports; 
• Family and emergency contact details; 
• Payment information; 
• Information from referring practitioners, schools, or other healthcare providers; 
• Medicare, Private Health and National Disability Insurance Scheme (NDIS) details, where applicable. 

We collect this information directly from clients or their legal guardians and, where necessary, from third parties with consent. 

2. Use and Disclosure of Information 

We use personal and health information to: 

• Provide occupational therapy services; 
• Maintain accurate client records; 
• Communicate with clients, families, and relevant healthcare providers; 
• Process payments and manage billing; 
• Comply with legal obligations and regulatory requirements. 

We will not disclose personal or health information to third parties without consent, except where required by law or in cases where disclosure is necessary to prevent serious harm. 

New section added July 2026 

3. Use of Artificial Intelligence (AI) Tools 

Affirm OT may use AI-assisted tools to support parts of our clinical and administrative work, such as drafting session notes or reports from clinical observations, or transcribing session recordings. 

These tools are used to assist, not replace, our clinical judgement. All AI-generated content is reviewed, corrected, and approved by Kirsty Kelly (or a treating OT) before it is used or added to a client's file, and she remains fully responsible for all clinical decisions and documentation. 

Any AI tools we use are selected with data security and confidentiality in mind. Where practical, we prioritise tools that store data within Australia. Personal and health information processed by these tools is handled in accordance with this Privacy Policy, the Privacy Act 1988 (Cth), and the Health Records Act 2001 (Vic). 

We are transparent with families about our use of AI and will address any questions or concerns raised. Families are asked to provide consent to the use of AI-assisted tools as part of our service agreement. 

4. Storage and Security 

We use Splose, a secure practice management platform, to store client records, case files, and billing information. Splose complies with Australian privacy laws and industry standards to ensure data security. We implement safeguards, including encryption, password protection, and restricted access, to protect client information from misuse, loss, unauthorised access, or disclosure. 

Where AI-assisted tools are used for documentation or transcription, we take reasonable steps to ensure they meet appropriate privacy and security standards. 

5. Access and Correction 

Clients and their legal guardians have the right to access their personal and health information held by us. If a client or their authorised carer or guardian wishes to obtain their own records, they must submit a request in writing. We will review the request, verify identity, and respond as soon as possible. Requests for access can be made in writing to hello@affirmoccupationaltherapy.com. If any information is incorrect or outdated, clients can request corrections. 

6. Retention of Records 

We retain health records in accordance with the Health Records Act 2001 (Vic). Client records are kept for a minimum of seven years after the last consultation (or until a child turns 25, whichever is longer), unless otherwise required by law. 

7. Complaints and Concerns 

If you have concerns about the handling of your personal or health information, you may contact us at hello@affirmoccupationaltherapy.com. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) or the Victorian Health Complaints Commissioner. 

8. Updates to This Policy 

We may update this Privacy Policy from time to time to reflect changes in legislation or business practices. 

The latest version will always be available on our website. 

For further information, please contact us at: 

Affirm OT Pty Ltd 

0473 821 397 

Hello@affirmoccupationaltherapy.com  

ABN 79 675 464 445