Privacy Policy
Updated August 2026
Lithgow Kids Occupational Therapy provides Occupational Therapy services to children and their families.
In order to provide quality services we may need to collect and store personal and/or sensitive information for use in the process of providing services.
The following policy outlines how Lithgow Kids Occupational Therapy, will collect, store, use and disclose your personal information.
By engaging with services offered by Lithgow Kids Occupational Therapy you are consenting to us obtaining information for the purposes of providing services as described throughout this policy. If you have any questions or concerns please contact us.
Background
Lithgow Kids Occupational Therapy is committed to ensuring the privacy of our clients and protection of personal and sensitive information collected and stored to facilitate provision of services.
Lithgow Kids Occupational Therapy is required to comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988. The Australian Privacy Principles govern and regulate standards for the collection, use, management and disclosure of personal information, as well as individual rights, obligations and accountability for information management.
This policy outlines how Lithgow Kids Occupational Therapy will ensure the privacy of our clients and maintain compliance with requirements of:
- Australian Privacy Principle (APPs) under the Privacy Act 1988
- NSW Health Records and Information Privacy Act 2002 (HRIP Act)
- National Disability Insurance Scheme Code of Conduct
Collection of Personal Information
In order to provide Occupational Therapy services, Lithgow Kids Occupational Therapy may need to collect and store information about your child and family. We will only collect this information by lawful and fair means, and wherever possible directly from you as your child’s parent/guardian or representative. Where further information is needed from external providers we will seek your prior written consent as detailed further in this policy under collaboration. We will only collect and store information that is relevant in supporting provision of Occupational Therapy services.
Personal information that we may need to collect includes the following:
- Personal details of your child or of you as their parent/caregiver or representative. Including full names, date of birth, address and contact information.
- Details of your child’s support team or other providers or services involved in their care such as their GP, paediatrician, other medical or allied health providers, school, preschool and/or day care provider details.
- Details of your child’s NDIS plan including NDIS numbers, plan dates or other details as necessary in the provision of services.
We may also need to collect and store sensitive information, including:
- Health details or medical history as relevant to providing Occupational Therapy services.
- Diagnostic reports or reports from medical or other health professionals where relevant for provision of Occupational Therapy services.
- We may also request further information on your preferred language, cultural background, ethnicity or religion, that you may wish to share as relevant to providing services.
In the process of providing Occupational Therapy services clinical information and documentation will be created and stored for clients. This is a standard part of evidence based clinical practice that is essential for effective record keeping, tracking of progress and goals, and accurate reporting. This clinical information can include the following:
- Clinical notes, planning or session progress notes
- Team collaboration notes, including copies of emails, phone collaboration or meeting notes
- Work samples
- Support Plan documentation
- Assessment notes and documentation
- Reports
Storage of Personal Information
Lithgow Kids Occupational Therapy is committed to protection and safe storage of information collected and created in the process of providing services. Information is collected and stored solely for the purpose of providing services, further information on disclosure of information is detailed further below.
All client files and information is stored in a secure, encrypted cloud based storage system. All cloud storage data is stored onshore in Australia in line with requirements of the Privacy Acts.
All computers, emails, and company phones or mobile devices are secure, password protected, and locked when unattended including with automated inactive logouts. All accounts, devices and systems are only accessed for the purpose of providing Occupational Therapy services or for the operational purposes of Lithgow Kids Occupational Therapy.
Any paper based or hard copy information will be securely handled and stored while in use. Any personal information will only be kept in hard copy for as long as is necessary for its intended use, hard copy records will then be scanned into digital records for storage before being securely disposed of as detailed below.
Disposal of personal information
By law client information will be held for 7 years after services are finalised or the date of discharge. For clients who are under 18 years old when receiving services, information is required to be kept until they are 25 years old.
After this time any personal information and client records will be deleted or permanently deidentified as required under privacy guidelines.
Any hard copy information used in the process of providing services will be scanned and uploaded to digital client records and shredded before being disposed of to ensure confidentiality.
Disclosure
Lithgow Kids Occupational Therapy collects, stores and accesses personal information solely for the purposes of providing Occupational Therapy services and for associated operational purposes. Personal information will only be accessed by staff directly involved with and as necessary in provision of services.
Personal information will not be disclosed without your prior written consent, unless it is otherwise required by law or reasonably required due to concerns for individuals safety, or wellbeing. This includes the following circumstances:
- As health professionals we are mandatory reporters. By law we are required to disclose information where there is evidence of or reasonable concern for child abuse or neglect.
- For purposes required or authorised under Australian law or where necessary to reduce or prevent serious and imminent threat to an individuals safety, health or wellbeing.
- Where required by law to disclose information in response to an issued court order, location of a missing person, or as otherwise required to cooperate with law enforcement bodies.
Personal information will not be disclosed by Lithgow Kids Occupational Therapy to overseas persons or agencies.
Information and personal data will not be used for any purpose other than provision of services as stated above, without prior written consent.
We will not use or disclose any commonwealth or government identifiers eg. Medicare numbers.
Collaboration
With the exception of the above legal or mandatory reporting conditions, Lithgow Kids Occupational Therapy will not seek out, initiate contact with or disclose information about you, your child or family without your prior written consent.
At times in order to facilitate effective service provision we may request to collaborate or share information with other members of your child or families support team. This could include other health or medical professionals, allied health providers, case workers, support coordinators or school, day care and preschool educators.
If we feel further collaboration will be beneficial to providing effective services we will request your written consent through completion of our consent to collaborate form. You have the right to decline to provide consent or withdraw previously provided consent at any time.
If you do not wish for Lithgow Kids Occupational Therapy to collaborate or share information with your child’s support team or you wish to withdraw your consent at any time you can advise your Occupational Therapist who will cease any collaboration and update our records with your wishes accordingly.
Access and correction of personal information
Lithgow Kids Occupational Therapy endeavours to ensure that all personal information we collect is up to date, complete and accurate. We ask that you keep us updated on any changes to relevant personal details and that you advise us if you believe that any of the information we have may be incomplete, incorrect or misleading so that it can be corrected.
Parents and legal guardians have the right to request access to information held by Lithgow Kids Occupational Therapy about their child. Clients aged 18 years or older also have the right to request access to information about themselves. Requests to access this information must be made by contacting Hannah Muir (Occupational Therapist, Lithgow Kids Occupational Therapy).
Access may be subject to exceptions detailed in the relevant legislation, which will be discussed with you.
Anonymity and pseudonymity
You may choose to withhold information or to request to participate in services anonymously or under a pseudonym, however please note that this may impact on our ability to provide comprehensive services. If you have any concerns regarding your anonymity or the security of your personal information please contact Lithgow Kids Occupational Therapy.
Complaints
Any concerns or complaints including those regarding the management and handling of personal information should in the first instance be raised with Lithgow Kids Occupational Therapy, using the contact details listed below. Any concerns raised will be investigated and we will endeavour to work with you to address any concerns you may have.
If we are unable to reach a satisfactory resolution you may also raise your concerns with the following bodies as relevant:
- Office of the Australian Information Commissioner - https://www.oaic.gov.au
- NDIS Quality and Safeguards Commission-https://www.ndiscomission.gov.au/complaints
Contact
Should you have any questions or concerns regarding this privacy policy or the management of your information please contact us
Phone: 0455 026 245
Email: admin@lithgowkidsot.com.au