Privacy and Confidentiality Statement

Colab Therapy

At Colab Therapy, we are committed to protecting the privacy, dignity and confidentiality of the people we work with. We recognise that personal information is essential to providing safe, high-quality services, and we take our responsibility to protect that information seriously.

This statement explains how we collect, use, store and protect personal information in accordance with the Privacy Act 1988 (Australia), the Australian Privacy Principles, and the requirements of the NDIS Quality and Safeguards Commission.

Our Commitment to Privacy

Colab Therapy is committed to ensuring that personal information is handled respectfully, securely and transparently. We only collect information that is necessary to deliver safe and effective services and to meet our professional and legal obligations.

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

What Personal Information We May Collect

Personal information is information that can identify an individual. Depending on the services provided, we may collect information such as:

• Name
• Address and contact details
• Date of birth
• Emergency contact information
• Health or disability information relevant to services
• Reports or assessments
• Recorded observations or clinical notes
• Information provided by family members, support coordinators or other professionals involved in your care

In some circumstances, we may also collect sensitive personal information, such as health information, which is handled with additional care and confidentiality.

How We Collect Information

Personal information may be collected in several ways, including:

• Intake and consent forms
• Referrals from support coordinators, health professionals or other services
• Assessments and therapy sessions
• Email, phone or written correspondence
• Communication with family members, carers or support networks
• Information shared through NDIS processes or documentation

Where possible, information is collected directly from the participant or their authorised representative.

How We Use Personal Information

Personal information is collected and used to support safe and effective service delivery. This may include:

• Providing occupational therapy and related supports
• Understanding individual goals, needs and circumstances
• Developing therapy plans, reports and recommendations
• Coordinating supports with other professionals where consent is provided
• Meeting duty of care and safeguarding obligations
• Managing service delivery and organisational operations

In some circumstances, Colab Therapy may be required to share information with government bodies such as the NDIA or regulatory authorities where required by law.

Sharing Personal Information

Colab Therapy will not share personal information with other organisations or individuals without consent unless:

• it is required or authorised by law
• it is necessary to prevent serious harm to a person
• it is required as part of a regulatory or safeguarding obligation

Where information is shared to support service delivery (for example with a support coordinator or medical professional), we will seek consent wherever possible.

Images, photographs or video recordings of participants will not be used without consent.

Storage and Security of Information

Colab Therapy takes reasonable steps to ensure personal information is securely stored and protected.

Information may be stored in secure electronic practice management systems, clinical record systems, and secure email platforms. Physical records, where used, are stored securely with access restricted to authorised personnel.

Access to personal information is limited to workers who require it in order to provide services.

Information that is no longer required is securely destroyed or de-identified in accordance with legal and professional requirements.

Accessing or Correcting Your Information

Individuals have the right to request access to the personal information we hold about them.

If you would like to access your records or request corrections to your information, please contact Colab Therapy. We will take reasonable steps to provide access and correct any inaccurate information where appropriate.

Data Breaches

A data breach occurs when personal information is accessed, disclosed or lost without authorisation.

If Colab Therapy becomes aware of a data breach that may result in serious harm, we will take reasonable steps to reduce the risk of harm and will notify affected individuals where required.

Where necessary, breaches will be reported to the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches scheme.

Privacy Concerns or Complaints

If you have concerns about how your personal information has been handled, we encourage you to contact Colab Therapy so we can work with you to resolve the issue.

If you are not satisfied with the outcome, you may also contact the:

Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au

Participants also have the right to raise concerns with the NDIS Quality and Safeguards Commission.