Privacy Policy

Walnut Occupational Therapy ("Walnut OT", "we", "us" or "our") respects your privacy and is committed to protecting the personal and health information you provide to us.

As an Australian occupational therapy provider, we understand that information about your health, disability, support needs and personal circumstances is sensitive. We handle your information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where applicable.

1. Information We Collect

Depending on how you interact with Walnut OT, we may collect information including:

• Your name and contact details
• Date of birth and demographic information
• Details of your support needs and goals
• Health and disability information
• Medical and therapy information relevant to the services we provide
• Information about your functional capacity and daily activities
• Information provided by family members, carers, support coordinators or other authorised representatives
• NDIS participant and plan information where relevant and authorised
• Medicare or other funding information where required
• Appointment and service information
• Billing and payment information
• Information you provide through our website, contact forms, booking systems or other communications

Health information is considered sensitive information under Australian privacy law and is subject to additional protections.

2. How We Collect Information

We generally collect personal information directly from you when you:

• Contact us
• Request an appointment or assessment
• Complete an enquiry or intake form
• Participate in an occupational therapy assessment or consultation
• Provide information during a telehealth appointment
• Communicate with us by email, telephone or other communication channels

Where appropriate and authorised, we may also collect relevant information from third parties such as:

• Family members or authorised representatives
• Support coordinators
• Support workers
• Carers
• Referring practitioners
• Other healthcare professionals
• Service providers involved in your care

We aim to collect health information directly from the individual wherever reasonable and practicable.

3. Why We Collect Your Information

We collect and use your information where reasonably necessary to:

• Provide occupational therapy services
• Understand your functional abilities, needs and goals
• Conduct assessments
• Prepare reports and recommendations
• Provide NDIS-related assessments and documentation
• Recommend appropriate assistive technology
• Support housing and home-living assessments
• Coordinate services with authorised support networks
• Communicate with you about appointments and services
• Process payments and invoices
• Meet legal, regulatory and professional obligations
• Improve the quality and administration of our services

We only seek to collect information that is reasonably necessary for the services and activities we provide.

4. Use and Disclosure of Information

We may use or disclose your information where reasonably necessary to provide services to you or for purposes you would reasonably expect.

Where authorised or appropriate, information may be shared with:

• Your authorised representative
• Family members or carers
• Support coordinators
• Support workers
• Other treating healthcare professionals
• Referrers
• NDIS or relevant funding bodies
• Service providers involved in delivering or supporting your care
• Professional or regulatory bodies where required
• Government agencies where required or authorised by law

We will generally seek your consent before sharing health information with another party where consent is required. The NDIS also recognises participant control over information shared with providers, including the ability to change or withdraw consent.

5. Telehealth and Online Services

Walnut OT provides occupational therapy through secure telehealth services.

When using telehealth, information may be transmitted electronically through the technology and service providers we use to provide appointments and related services.

We take reasonable steps to protect information transmitted and stored through our systems. However, no electronic communication or online service can be guaranteed to be completely secure.

Please avoid sending highly sensitive health information through unsecured communication channels unless specifically requested by Walnut OT.

6. Website Information

When you use our website, we may collect information such as:

• IP address
• Browser and device information
• Website usage information
• Pages visited
• Referral information
• Information submitted through website forms

We may use cookies, analytics tools and similar technologies to understand website usage and improve our website. Where third-party analytics, booking, communication or website services are used, those providers may process information on our behalf.

7. Overseas Disclosure

Some technology and service providers used by Walnut OT may store or process information outside Australia. Where this occurs, we will take reasonable steps to ensure that information is handled in accordance with applicable privacy requirements.

The OAIC specifically recommends that an APP privacy policy explain whether personal information is likely to be disclosed overseas and, where practical, identify the countries involved. Walnut OT primarily uses platforms such as Google Workspace and specialized clinic software, which may utilize global cloud infrastructure.

8. How We Protect Your Information

We take reasonable steps to protect personal information from:

• Misuse
• Interference
• Loss
• Unauthorised access
• Unauthorised modification
• Unauthorised disclosure

Our security measures may include appropriate access controls, secure systems, authentication procedures, staff confidentiality obligations and secure handling of records. Australian privacy guidance specifically requires health practices to take reasonable steps to protect information and maintain processes for responding to data breaches.

9. How Long We Keep Information

We retain personal and health information for as long as reasonably necessary to provide services, meet legal and professional obligations, resolve disputes and maintain appropriate records. The applicable retention period may depend on the type of record and the legal and professional requirements that apply to Walnut OT.

10. Accessing Your Information

You may request access to personal or health information that Walnut OT holds about you. You may also request correction of information that you believe is inaccurate, incomplete or out of date. Requests can be made using the contact details provided below.

Australian privacy law generally provides individuals with a right to request access to health information held by a health service provider.

11. Correcting Your Information

If you believe information we hold about you is inaccurate, incomplete, misleading or out of date, you can ask us to correct it. We will consider your request and take reasonable steps to correct information where appropriate.

12. Privacy Complaints

If you have concerns about how Walnut OT has collected, used, disclosed or handled your personal information, please contact us first so we can investigate and respond to your concern.

Privacy Contact:
Walnut Occupational Therapy
Email: admin@walnutot.com.au
Phone: 0431 849 998

We will review your complaint and respond within a reasonable period.

If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner (OAIC).
Office of the Australian Information Commissioner - Privacy Complaints

13. Children's Privacy

Where services are provided to children or young people, Walnut OT may collect information from parents, guardians or other authorised representatives where appropriate. We take additional care when handling information relating to children and young people.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, privacy practices or legal requirements. The latest version will be published on this page with the updated date.

15. Contact Us

If you have questions about this Privacy Policy or how Walnut OT handles your information, please contact:

Walnut Occupational Therapy
Email: admin@walnutot.com.au
Phone: 0431 849 998
Website: www.walnutot.com.au