Privacy Policy
Effective Date: August 2026
Elements Occupational Therapy Australia, trading as Elements OT, is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
This Privacy Policy explains how Elements OT collects, uses, stores and discloses personal and health information when you access our website or engage our Occupational Therapy services.
What information we collect
Depending on the services you access, we may collect:
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your name, date of birth and contact details
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parent, guardian, authorised representative and emergency contact details
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NDIS and funding information, where applicable
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medical, developmental and health information relevant to your assessment or services
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information provided by health professionals, schools, support coordinators and other relevant providers
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assessment results, reports and clinical records
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appointment and service information
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payment and billing information
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information submitted through our website, enquiry or referral forms.
Health information is considered sensitive information under Australian privacy law and is subject to additional protections.
How we collect your information
We generally collect information directly from you, your parent or guardian, or your authorised representative when you:
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submit an enquiry or referral
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complete forms or provide supporting documentation
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attend an assessment, consultation or therapy appointment
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communicate with us by phone, email or videoconference.
With your consent, we may also collect relevant information from health professionals, educators, support providers, funding bodies or other organisations involved in your care or supports.
Why we collect your information
We collect, hold and use personal information where reasonably necessary to:
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provide Occupational Therapy assessments, therapy and consultation
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understand your needs and provide appropriate clinical services
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administer and interpret assessments
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prepare reports, recommendations and other clinical documentation
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communicate with you and relevant people involved in your care or supports
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manage appointments, referrals, billing and administration
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meet our legal, professional and regulatory obligations.
Disclosure of your information
Where appropriate and with your consent, personal information may be shared with people or organisations involved in your care, supports, education or funding. This may include:
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your General Practitioner or medical specialists
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other treating health professionals
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schools or educational providers
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support coordinators and other support providers
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plan managers
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the National Disability Insurance Agency (NDIA)
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other parties you authorise us to communicate with.
Only information reasonably relevant to the purpose of the communication will be shared.
Information may also be disclosed without consent where required or authorised by law.
Elements OT does not sell or rent your personal information.
Storage and security
Elements OT takes reasonable steps to protect personal and health information from misuse, interference, loss, unauthorised access, modification or disclosure.
Information may be stored using secure electronic practice-management systems, cloud-based business systems and other technology used to provide and administer our services.
Reasonable administrative, technical and security measures are used to protect the information we hold.
Telehealth and third-party providers
Elements OT provides telehealth services using secure videoconferencing technology and uses trusted third-party service providers to support the delivery and administration of services.
These may include:
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Splose for practice management and clinical records
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Google Workspace and Google Meet for business communication and telehealth
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Pearson Q-global and other assessment platforms, where applicable.
Splose advises that data for Australian users is stored in Australia. Some other third-party providers used by Elements OT may process or store information outside Australia. In particular, information entered into Pearson Q-global may be stored or processed overseas, including in Canada.
Where personal information is disclosed to an overseas recipient, Elements OT will take reasonable steps to handle that disclosure in accordance with applicable Australian privacy requirements.
Accessing or correcting your information
You may request access to personal information Elements OT holds about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
Requests can be made using the contact details below. In some circumstances, access may be limited or refused where permitted by law. If this occurs, we will explain the reason where required.
Retention of records
Elements OT retains clinical and other records for the periods required by applicable legal, professional and regulatory requirements.
When personal information is no longer required to be retained, reasonable steps will be taken to securely destroy or de-identify it in accordance with applicable requirements.
Privacy concerns and complaints
If you have a question, concern or complaint about how Elements OT has handled your personal information, please contact us using the details below.
We will review your concern and aim to respond within a reasonable timeframe.
If you are not satisfied with our response, or have not received a response within 30 days, you may lodge a privacy complaint with the Office of the Australian Information Commissioner (OAIC).
Changes to this Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes to our services, systems or legal obligations. The current version will be available on the Elements OT website.
Contact
Elements Occupational Therapy Australia
Trading as Elements OT
Email: anna@elementsot.com.au
Phone: 0421 589 222
Website: elementsot.com.au
ABN: 74 159 275 625