Privacy Policy.
This Privacy Policy and agreement explains how SALT Occupational Therapy collects, uses, and discloses your personal information. It explains how consent, privacy, data security, Artificial Intelligence (AI) tools and information‑sharing between separated parents/guardians will be managed in accordance with current family law, privacy and information acts and OT board of Australia Code of Conduct.
Consent
Scheduling or attending a session constitutes consent to assessment and intervention within an occupational therapist’s scope of practice.
Client information
Client files are held in a secure filing cabinet or electronic document management system which is accessible only to authorised employees. The information on each file includes personal information such as name, address, contact phone numbers, medical history, and other personal information collected as part of providing the therapy service.
How clients' personal information is collected
A client's personal information is collected in a number of ways during consultation with SALT Occupational Therapy, including when the client provides information directly to employees using hardcopy forms, correspondence via email, when the client interacts directly with SALT Occupational Therapy employees such as the receptionist or AHA, and when other health and support practitioners provide personal information, via referrals, correspondence and medical reports and via secure digital platforms (including AI-enabled tools).
A consequence of not providing personal information
If the client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, SALT Occupational Therapy may not be in a position to provide occupational therapy service to the client.
Purpose of holding personal information
A client’s personal information is gathered and used for the purpose of providing occupational therapy services, which includes assessing, identifying and providing strategies and treatment for a client’s presenting issue. The personal information is retained in order to document what happens during sessions, and enables the occupational therapist to provide a relevant and informed service.
Disclosure of personal information
Clients’ personal information will remain confidential except when:
it is subpoenaed by a court, or disclosure is otherwise required or authorised by law (i.e. mandatory child reporting); or
failure to disclose the information would in the reasonable belief of SALT Occupational Therapy place a client or another person at serious risk to life, health or safety; or
the client’s prior approval has been obtained to: a) provide a written report to another agency or professional, e.g., a GP or a lawyer; or b) discuss the material with another person, e.g. a parent, employer, health provider, or third party funder; or c) disclose the information in another way; or d) disclose to another professional or agency (e.g. your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected.
Separated Parents: If only one parent/guardian signs, they warrant they have authority to consent on the child’s behalf and will inform the other parent as appropriate. Any court-ordered limits on access to records and or decision-making will be honoured. Copies of any current court, parenting or domestic-violence orders must be supplied.
Either parent may request a concise therapeutic summary (not raw notes) in writing if not already provided throughout service delivery; SALT OT will provide it within 30 calendar days unless doing so would:
endanger any person,
unreasonably breach another’s privacy, or
be contrary to the child’s best interests.
Parent consultations may be separate or joint at the clinician’s discretion for clinical benefit and safety. SALT Occupational Therapy maintains professional neutrality and therapeutic input. We are unable to provide family reports for court or custody purposes, act as mediators or routine ‘go-betweens’.
Overseas Disclosure
A client's personal information is not disclosed to overseas recipients unless the client consents or such disclosure is otherwise required by law. Clients' personal information will not be used, sold, rented or disclosed for any other purpose. In the event that unauthorised access, disclosure or loss of a client’s personal information occurs SALT Occupational Therapy will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.
Requests for access and correction to client information
At any stage clients may request to see and correct the personal information about them kept on file. The occupational therapist may discuss the contents with them and/or give them a copy or summary, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by clients for access to or correction of personal information held about them should be lodged with SALT Occupational Therapy. These requests will be responded to in writing within 14 days, and an appointment will be made if necessary for clarification purposes or written summaries.
Use of Artificial Intelligence & Digital Tools
Employed for secure note-transcription, resource generation, grammar checking, etc.
Operate within Australian-hosted or internationally certified platforms.
No fully automated clinical decisions – a qualified OT reviews all outputs.
Identifiers are removed where practicable.
You may opt out of AI processing by written notice (this may affect turnaround times).
Termination of Services
Either party may terminate in writing with 7 days’ notice. Fees accrued to date remain payable.
Concerns
If clients have a concern about the management of their personal information, they may inform SALT Occupational Therapy. Upon request they can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to: Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.
Variation & Updates
Legislative or operational changes (e.g. new AI regulations) may trigger an updated Agreement. We will post the updated policy on our website and notify you of material changes. Revised terms will be provided for acceptance before they take effect.
(Last updated 21 May 2025 – supersedes all earlier versions)