Privacy Policy
Privacy Policy
Your privacy
OUR THERAPIES Pty Ltd collects personal and health information to provide occupational therapy, prepare reports and manage appointments and funding.
We respect your privacy and handle information in accordance with the Australian Privacy Principles and applicable health records laws.
Information we collect and use
Information includes your contact details, relevant health history, referrals, assessment results, clinical notes and funding details.
We usually collect information directly from you. With your consent, we also obtain relevant information from your treating professionals or authorised representatives. Other collection occurs where permitted or required by law.
We use this information to provide services, communicate with you, coordinate care, prepare reports, process payments and meet professional and legal obligations.
You can make general enquiries without identifying yourself. Providing therapy usually requires identifying information. If you choose not to provide information, this can limit the services we can offer.
Sharing information
Information is shared with your consent, or where permitted or required by law. Depending on your services, this includes:
- Your referring GP or other treating professionals.
- People you authorise, such as a family member or support coordinator.
- Funding bodies, where necessary for claims or service requirements.
- Service providers supporting our records, communications and administration.
Medicare services require reports to the referring practitioner at specified stages. We explain relevant reporting requirements as part of your care.
Legal exceptions include certain safety concerns, mandatory reporting and court requirements.
Clinical records and transcription
Clinical records are held in Splose.
With your explicit consent, your therapist can use Splose or Heidi to assist with session transcription and documentation. You can decline or withdraw this consent by telling your therapist. Withdrawal stops future use; existing clinical records remain subject to retention requirements.
Your therapist remains responsible for the clinical record and reviews AI assisted documentation for accuracy.
For the suppliers’ current information handling arrangements, see:
These policies describe the suppliers’ practices. This policy explains how OUR THERAPIES handles your information.
Storage and overseas processing
We use electronic records and restrict access to people who need information for their role. We take reasonable steps to protect information from loss, misuse and unauthorised access or disclosure.
Some technology suppliers use overseas service providers. Storage and processing arrangements depend on the service and features used. We remain responsible for meeting our applicable privacy obligations.
We retain clinical records for at least seven years after the last service. Records relating to children are retained until at least their 25th birthday, or seven years after the last service, whichever is later. Longer periods apply where required.
Records are securely destroyed or deidentified when they are no longer required and disposal is permitted.
Website Analytics
Our website uses Google Analytics to understand website use and improve the site. Analytics uses cookies and other technologies to collect information about visits and interactions.
You can manage cookies through your browser settings. Google’s information handling is explained in its Privacy Policy.
Your choices and rights
You can ask to access or correct your information. We verify your identity before releasing records. If a request cannot be met, we explain the reason and available options.
You can change your consent for future information sharing. Some information must still be retained or disclosed under legal or funding requirements.
You can opt out of promotional communications by contacting us.
Questions, complaints and privacy incidents
Contact admin@ourtherapies.com.au with questions, access requests or privacy concerns.
We investigate complaints and respond to you. If you remain concerned, you can contact the Office of the Australian Information Commissioner. Complaints involving Victorian health records can also be made to the Health Complaints Commissioner.
If a privacy breach occurs, we assess and respond to it. We notify affected people and regulators where required.
We review this policy when our practices or relevant requirements change.