Building Blocks Therapy is committed to protecting the privacy of personal information collected. Building Blocks Therapy complies with the Australian Privacy Principles (APPs) under the Privacy Act 1988, other privacy laws that govern how private sector health service providers handle your personal information (including your health information), and Occupational Therapy Australia’s Code of Ethics.
In order to provide clients with Occupational Therapy services that is requested, Building Blocks Therapy will need to use and collect personal information. Building Blocks Therapy relies on clients to provide accurate personal information. Should clients decide to withhold or provide inaccurate personal information form Building Blocks Therapy they need to be aware that this could impact the ability of Building Blocks Therapy to provide the service they request or require.
Personal Information included a broad range of information, or an opinion, that could identify an individual. What is personal information will vary depending on whether a person can be identifies or is reasonably identifiable in the circumstance.
For example, personal information may include:
- an individual’s name, signature, address, phone number or date of birth
- sensitive information
- credit information
- employee record information
Sensitive information is also personal information, however special protection applies to this type of information.
For example, sensitive information may include
- racial or ethnic origin
- political opinions or associations
- religious or philosophical beliefs
- trade union membership or associations
- sexual orientation or practices
- criminal record
- health and genetic information
At Building Blocks Therapy, we take the privacy and personal information of the parents and children who visit us, our employees and our suppliers very seriously. We won’t discuss your child or give you or your child’s personal information to any individual, company or organisation outside of Building Blocks Therapy unless you’ve provided us with your written consent or we are legally obliged to under a Court Order.
Importantly, in the case of divorced or separated parents, we will only deal with the fee-paying party who engaged our services in the first instance. We will only share information relating to the assessment and treatment of the child with the other parent and/or carers if we have the consent of the initial party or are legally obliged to disclose specified information under Court Order.
We’ll never sell or trade your personal data to third party list brokers or direct marketing companies. We’ll do our very best to ensure that your personal data is kept safe and secure for as long as your details are in our care. Once our relationship has been concluded, Building Blocks Therapy will destroy or de-identify personal information due to redundancy, after our legal obligations to retain the information have expired.
When will Building Blocks Therapy collect personal information?
Building Blocks Therapy will usually gather personal information about children and families:
- When a parent or carer books a child in for an assessment/therapy
- During the course of providing services
- When a child, parent or family uses the Building Blocks Therapy website (e.g. when they fill out an online form, enter a competition or subscribe to an online newsletter).
Why does Building Blocks Therapy collect personal information?
Building Blocks Therapy collects personal information in order to conduct its business, to provide and market its services and to meet its legal obligations. We won’t use your personal data for any purpose that you have not agreed to, without first letting you know how and why we’d like to use your details. And, of course, we’ll make sure that we have your verbal and/or written permission first.
Information is used for
- Setting up client profiles on our Practice Management Software
- Billing either direct or through a third-party agency
- When a handover is required between therapists within our clinic
- Communicating with other Health Care Professionals or others involved in the child’s care (after third party consent has been received)
- Audit purposes
- To liaise with NDIA, NDIS, Health Funds and/or Medicare
About whom does Building Blocks Therapy collect personal information?
The type of information Building Blocks Therapy may collect and hold includes (but is not limited to) personal information about:
- Clients (parents and children) and potential clients
- Employees, prospective employees and contractors
- Business associates
- Suppliers and their employees, and
- Other people who come into contact with a member of the Building Blocks Therapy
What kinds of personal information does Building Blocks Therapy collect?
In general, the type of personal information Building Blocks Therapy collects and holds includes (but is not limited to):
- Parents’ names, marital status, occupation(s), child’s/children’s names and dates of birth, parent and child’s home and postal address(es), parent’s email address(es), mobile number(s), home telephone number(s), work number(s) and facsimile number(s).
- General practitioner and referring doctor
- Any information relating to Federal Government Healthcare Programs (i.e. Medicare Programs for Children, NDIS, FaHCSIA and BetterStart)
- Transaction details associated with services we have provided to you
- Any additional information provided to us by yo
- Any information you provided to us through client surveys
- Other information which assists us in conducting our business, providing and marketing our services and meeting our legal obligations.
How does Building Blocks Therapy collect personal information?
Building Blocks Therapy will generally collect personal information with your agreement by way of telephone conversations, forms filled out either in hard copy or on-line, in face-to-face meetings, assessments, interviews, business cards and from third parties.
In some circumstances Building Blocks Therapy may be provided with personal information about an individual from a third party – for example, a report provided by a medical professional or a referral from another professional.
Building Blocks Therapy may create links to third party websites and is not responsible for the content or privacy practices employed by websites that are linked from Building Blocks Therapy website.
How might Building Blocks Therapy use and disclose your personal information?
Building Blocks Therapy may use and disclose your personal information for the primary purpose for which it is collected, for reasonably expected secondary purposes which are related to the primary purpose and in other circumstances authorised by the Privacy Act.
In general, Building Blocks Therapy uses and discloses your personal information for the following purposes:
- To conduct its business
- To provide and market its services
- To communicate with you
- To provide treatment and care to your child
- To assist your treating health professionals to provide treatment and care to you – e.g. speech patholigists, psychologist, councellors
- To assist us to provide you with information about your care, if required
- To assist with our internal administrative requirements
- To process Medicare, FaHCSIA, Better Start, NDIS and private health fund claims
- To supply information to medical practitioners and other allied health professionals who provide necessary follow up treatment and ongoing care
- To conduct research and development
- To conduct service planning
- To communicate offers and special events
- For general marketing purposes
- To help us manage and enhance our services
- To comply with our legal obligations.
To whom might Building Blocks Therapy disclose your personal information?
Building Blocks Therapy may disclose your personal information to:
- Other members of the Building Blocks Therapy Team
- Legal practitioners, courts, tribunals and regulatory authorities, and
- Anyone else to whom you authorise us to disclose it as per the Privacy Permission Form
- Building Blocks Therapy also collects personal information from these organisations and individuals, and will deal with that information in accordance with this Policy.
How does Building Blocks Therapy keep personal information accurate and up-to-date?
Building Blocks Therapy endeavours to ensure that the personal information we hold is accurate, complete and up-to-date. We encourage you to contact our admin team in order to update any personal information we hold about you. This can also be done by completing the relevant form on our website found on the Helpful Links Page>Policies>Forms
Blocks Therapy works in partnership with a range of government departments and health services and is required by law to pass on certain information about clients. We must also adhere to the laws of Mandatory Notification, and therefore must notify relevant authorities about certain issues (e.g. child protection).
External and internal quality auditors may view a small amount of personal information to check that Building Blocks Therapy is meeting its obligations for Quality Accreditation. Auditors are bound by their own and/or Building Blocks Therapy’s confidentiality requirements. Volunteers and students on placement at Building Blocks Therapy are also bound by Building Blocks Therapy’s confidentiality requirements.
In some cases, we share stories about Building Blocks Therapy families through newsletters, publications, media stories and fundraising activities. We will always seek your permission to do this, and will tell you exactly where and when your story will appear.
Sending information overseas
Building Blocks Therapy will not send your personal information to recipients outside of Australia without:
- Obtaining your consent (in some cases this consent will be implied), or
- Otherwise complying with the NPPs.
Access to information
Clients may request access to their personal information held by Building Blocks Therapy by writing to the Director of Operations (i.e. specifically fee-paying parents of children to whom we are providing/have provided service).
Building Blocks Therapy will require you to verify your identity and to specify what information you require. In some instances, a fee may be charged for providing access. We will advise you of the likely cost in advance.
Where we hold information that clients are entitled to access, we will endeavour to provide you with a suitable range of choices as to how you may collect (e.g. post or collection).
If you believe that personal information that we hold about you is incorrect, incomplete or inaccurate, then you may request amendments. We will consider if the information requires amendment and if we do not agree, we will add a note to the personal information stating your disagreement with the information.
Management of personal information
The NPPs require Building Blocks Therapy to take reasonable steps to protect the security of personal information. Building Blocks Therapy personnel are required to respect the confidentiality of personal information and the privacy of individuals. As such, all staff sign a confidentiality agreement upon employment with any Building Blocks Therapy company or business.
Building Blocks Therapy takes reasonable steps to protect personal information held from misuse and loss and from unauthorised access, modification or disclosure, for example by use of physical security and restricted access to electronic records.
Where Building Blocks Therapy no longer require your personal information for a permitted purpose under the NPPs, they will take reasonable steps to destroy it.
If a breach occurs Building Blocks Therapy will follow our ‘Breach of Personal Information Policy and Procedure’.
UPDATES TO POLICY
This Policy will be reviewed from time to time to take account of new laws and technology, changes to our operations and practices and the changing business environment.
ENQUIRIES AND CONCERNS
FEEDBACK AND COMPLAINTS
Please refer to our ‘Feedback and Complaint Policy and Procedure’.