Privacy Policy
Kicking Goals Occupational Therapy
Effective Date: 01/01/2026
1. Purpose
Kicking Goals Occupational Therapy is committed to protecting the privacy, confidentiality, and security of personal information collected from clients, families, carers, referrers, and other individuals who engage with our services.
This Privacy Policy outlines how we collect, use, store, disclose, and protect personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).
2. Who We Are
Kicking Goals Occupational Therapy provides occupational therapy services to children, adolescents, and adults across South Australia through community, school, home, and telehealth services.
For privacy enquiries, please contact:
Privacy Officer: Dylan Busuttil
Email: dylan@kickinggoalsot.com.au
Phone: 0410 052 024
3. What Information We Collect
We may collect personal, health, and administrative information including:
Personal Information
Name
Date of birth
Address
Phone number
Email address
Emergency contact details
Guardian or nominee details
Health Information
Medical history
Diagnoses
Assessments and reports
Therapy goals
Progress notes
Functional information
Information received from other providers
Funding and Financial Information
Medicare details
NDIS participant information
Plan manager details
Invoices and payment records
4. How We Collect Information
Information may be collected directly from:
Clients
Parents or guardians
Carers
Referrers
Support coordinators
Plan managers
Medical practitioners
Allied health professionals
Schools, employers, and support services
Information may be collected through:
Referral forms
Intake forms
Assessments
Therapy sessions
Telephone calls
Emails
Video conferencing
Written correspondence
Where appropriate, consent will be obtained before collecting information from third parties.
5. Why We Collect Information
We collect personal information to:
Provide occupational therapy services
Complete assessments and reports
Develop therapy plans and recommendations
Communicate with clients and relevant stakeholders
Process invoices and funding claims
Meet legal, professional, and regulatory obligations
Improve service quality and client outcomes
Failure to provide requested information may limit our ability to provide safe and effective services.
6. Storage and Security of Information
We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure.
Information may be stored:
In secure electronic practice management systems
In password-protected cloud storage platforms
Within secure email systems
In locked physical storage where paper records are maintained
Security measures may include:
Password protection
Multi-factor authentication
Encrypted data transmission
Access controls
Secure backup systems
Access to information is restricted to authorised persons who require it for service delivery or business operations.
7. Cloud Storage and Digital Systems
To provide services efficiently, Kicking Goals Occupational Therapy may use secure cloud-based systems for scheduling, client records, document storage, communication, billing, and service management.
While reasonable steps are taken to ensure these systems comply with privacy and security requirements, information may be stored on servers located within or outside Australia.
By engaging our services, you acknowledge that your information may be stored using secure cloud-based technologies.
8. Telehealth Services
Where telehealth services are provided, consultations may occur through secure video conferencing platforms.
While reasonable precautions are taken to protect privacy, no online communication method can be guaranteed to be completely secure.
Clients participating in telehealth services are encouraged to:
Use a private location where possible
Secure their internet connection
Protect their own devices and passwords
9. Audio Recording and AI-Assisted Documentation
To support accurate record keeping and reduce administrative burden, Kicking Goals Occupational Therapy may use audio recordings of therapy sessions to assist with clinical documentation.
Audio recordings may be used for purposes including:
Generating draft clinical notes
Creating summaries of discussions
Assisting with report preparation
Supporting accurate documentation of services
Where audio recordings are used:
Clients will be informed before recording commences.
Recording is voluntary and clients may decline without affecting access to services.
Recordings will only be used for purposes directly related to service delivery and clinical documentation.
Clinical decisions, recommendations, assessments, and professional judgement remain the responsibility of the Occupational Therapist.
Recordings will not be used for marketing, training, or research purposes without separate written consent.
Access to recordings and resulting documentation will be limited to authorised personnel and approved service providers involved in documentation processes.
AI-Assisted Documentation
Kicking Goals Occupational Therapy may use secure artificial intelligence (AI) or automated software tools to assist with:
Clinical note drafting
Session summaries
Transcription services
Administrative documentation
Workflow management
Any AI-assisted tools used will be subject to reasonable privacy and security safeguards. Clinical decision-making, assessment conclusions, recommendations, and professional judgement remain the responsibility of the treating Occupational Therapist.
10. Storage and Retention of Audio Recordings
Audio recordings may be processed through secure transcription or AI-assisted documentation platforms.
Unless required for clinical, legal, regulatory, or risk management purposes, audio recordings will generally be deleted once documentation has been completed and verified.
Transcripts, summaries, and clinical notes generated from recordings may be retained as part of the client's clinical record in accordance with applicable record retention requirements.
Clients may withdraw consent for future recordings at any time by notifying their Occupational Therapist.
11. NDIS Participants
For participants funded through the National Disability Insurance Scheme (NDIS), information may be collected, used, and disclosed as reasonably required for:
Service delivery
Service agreements
Progress reporting
Funding claims
Plan reviews
Functional Capacity Assessments
Home and Living Assessments
Compliance with NDIS requirements
Information may be shared with:
The participant
Nominees or guardians
Support coordinators
Recovery coaches
Plan managers
The National Disability Insurance Agency (NDIA)
Other providers involved in service delivery
Where possible, consent will be obtained prior to disclosure.
12. Disclosure of Information
We will only disclose personal information:
With consent
Where required for service delivery
Where required by law
To prevent serious threats to health or safety
To comply with professional obligations
With consent, information may be shared with:
General practitioners
Medical specialists
Psychologists
Speech pathologists
Physiotherapists
Schools and educational staff
Disability support providers
Support coordinators
Plan managers
Family members and carers
13. Mandatory Reporting and Legal Obligations
Information may be disclosed without consent where required by law, including:
Child protection concerns
Mandatory reporting obligations
Serious risks to health or safety
Court orders
Government investigations
Professional regulatory requirements
Where appropriate and lawful, clients will be informed of such disclosures.
14. Accessing and Correcting Information
Clients may request access to their personal information by contacting us in writing.
Requests will be responded to within a reasonable timeframe.
Access may be refused where permitted by law, including where access:
Creates a serious risk to safety
Unreasonably impacts another person's privacy
Is subject to legal restrictions
Clients may request correction of inaccurate, incomplete, or outdated information.
15. Website, Cookies and Electronic Communications
If you visit our website, limited information may be collected automatically, including:
IP address
Device information
Browser type
Website usage statistics
Cookies and analytics data
This information helps improve website functionality and service delivery.
Electronic communications, including email and text messaging, carry inherent security risks. While reasonable precautions are taken, complete security cannot be guaranteed.
16. Retention of Records
Records are retained in accordance with applicable legislation, professional standards, and regulatory requirements.
When records are no longer required, they will be securely destroyed or permanently de-identified.
17. Privacy Complaints
If you have concerns about how your personal information has been handled, please contact us in writing.
We will:
Acknowledge your complaint.
Investigate the matter.
Respond within a reasonable timeframe.
If you are dissatisfied with our response, you may contact:
Office of the Australian Information Commissioner
Office of the Australian Information Commissioner (OAIC)
18. Changes to this Privacy Policy
This Privacy Policy may be amended from time to time to reflect changes in legislation, technology, or business practices.
The most current version will be available upon request and, where applicable, published on our website.
Acknowledgement
By engaging with Kicking Goals Occupational Therapy, you acknowledge that your personal information may be collected, used, stored, and disclosed in accordance with this Privacy Policy. This includes the use of secure electronic systems, telehealth platforms, cloud-based storage, audio recordings used for documentation purposes, and AI-assisted administrative technologies used to support service delivery.