Privacy Policy
Last updated: September 2026
Minds in Mind Occupational Therapy Consulting is committed to protecting the privacy and confidentiality of the personal information entrusted to us. This Privacy Policy explains how we collect, use, store and disclose personal information when you visit our website, contact us, make an enquiry, submit a referral or engage our occupational therapy services.
By using our website or providing us with your personal information, you acknowledge that you have read and understood this Privacy Policy.
1. Who We Are
Minds in Mind OT is an occupational therapy practice based in South Australia.
For the purposes of this Privacy Policy, references to "Minds in Mind Occupational Therapy Consulting", "we", "us" or "our" mean Minds in Mind Occupational Therapy Consulting.
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the details provided on our website.
2. Information We Collect
Depending on how you interact with us, we may collect personal information including:
Your name and contact details, such as your phone number, email address and address.
Information provided through our online enquiry or referral forms.
Information about the person receiving occupational therapy services, including their name, date of birth, contact details and relevant background information.
Health and other sensitive information relevant to providing occupational therapy services.
Information about NDIS funding, support needs, goals and relevant service arrangements where applicable.
Information provided by parents, guardians, carers, support coordinators, referrers, health professionals or other authorised representatives.
Information contained in correspondence, emails, telephone calls and other communications with us.
Website usage information, such as IP address, browser type, device information and pages visited.
Any other information you voluntarily provide to us.
We only seek to collect information that is reasonably necessary for our business activities and the provision of our services.
3. How We Collect Information
We may collect personal information directly from you when you:
Contact us by phone, email or through our website.
Submit an online enquiry or referral form.
Request information about our services.
Book or participate in an appointment.
Become a client of Minds in Mind Occupational Therapy Consulting.
Communicate with us during the course of receiving services.
Where appropriate, we may also collect information from third parties, including parents, guardians, carers, support coordinators, referrers, doctors, allied health professionals, schools, organisations, the NDIS or other service providers.
Where information is collected from another person or organisation, we will take reasonable steps to ensure that the collection and use of that information is lawful and appropriate.
4. Sensitive and Health Information
As an occupational therapy provider, we may need to collect sensitive information, including health information, in order to assess your needs and provide appropriate services.
We will only collect, use or disclose sensitive information where permitted or required by law and, where required, with your consent.
We take reasonable steps to ensure that sensitive information is handled securely and only accessed by people who need it for legitimate business or service-related purposes.
5. How We Use Personal Information
We may use personal information for purposes including:
Providing occupational therapy and related services.
Assessing and responding to enquiries and referrals.
Communicating with clients, families, carers and other relevant parties.
Scheduling and managing appointments.
Preparing reports, assessments and other documentation.
Managing NDIS or other funding and administrative requirements.
Communicating with other professionals or organisations involved in a client's care, where authorised or permitted.
Processing payments and managing accounts.
Responding to requests, questions or feedback.
Improving our services and website.
Meeting our legal, regulatory and professional obligations.
Managing our business operations and records.
Protecting the security and integrity of our systems and website.
We will not use personal information for a purpose that is unrelated to the purpose for which it was collected unless permitted or required by law.
6. Disclosure of Personal Information
We may disclose personal information where reasonably necessary to provide our services or operate our business.
Depending on the circumstances, information may be disclosed to:
Parents, guardians or authorised representatives.
Support coordinators, carers or other support providers.
Referring doctors, health professionals or allied health providers.
Schools, workplaces or other organisations involved in providing support, where authorised.
The NDIS or relevant government agencies, where applicable.
Professional advisers and service providers who assist us with our business operations.
IT, website, cloud storage, appointment booking, accounting or other technology providers.
Government, regulatory or law enforcement bodies where required or authorised by law.
We will take reasonable steps to ensure that third parties who handle personal information on our behalf do so appropriately and securely.
7. Consent
Where appropriate, we may seek your consent before collecting, using or disclosing personal or sensitive information.
You may withdraw your consent at any time, subject to legal, professional or contractual requirements that may require us to retain or use certain information.
Withdrawing consent may affect our ability to provide certain services where the information is necessary for that service.
8. Website and Online Forms
Our website may contain forms that allow you to submit enquiries, referrals or other information to us.
Information submitted through these forms will be used for the purpose for which it was provided, such as responding to your enquiry or assessing a referral.
Please avoid submitting unnecessary sensitive or confidential information through a general website enquiry form. Where detailed clinical or health information is required, we may provide an alternative method for securely providing that information.
9. Cookies and Website Analytics
Our website may use cookies and similar technologies to improve website functionality, understand how visitors use our website and improve our services and marketing.
We may use third-party analytics or advertising services, such as Google Analytics, to collect information about website usage. This information may include your IP address, browser type, device information, pages visited and general interaction with the website.
This information is generally used in an aggregated or de-identified form to understand website performance and visitor behaviour.
You can generally control or disable cookies through your browser settings. Disabling cookies may affect some website functionality.
10. Third-Party Websites and Services
Our website may contain links to third-party websites or use third-party services, such as online booking systems, payment providers, social media platforms, maps, forms, analytics services or other technology providers.
Once you leave our website or interact with a third-party service, that organisation's own privacy policy may apply.
We encourage you to review the privacy policies of third-party websites and services before providing them with personal information.
11. Direct Marketing
Where permitted by law, we may occasionally use your contact information to provide information about our services, updates or other relevant communications.
You can request to stop receiving marketing communications at any time by contacting us or using the unsubscribe option provided in an electronic communication.
We will not sell or rent your personal information to third parties for their own marketing purposes.
12. How We Protect Your Information
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
Depending on the information and circumstances, safeguards may include:
Secure passwords and access controls.
Restricting access to information to authorised people.
Secure electronic systems and cloud services.
Appropriate physical security measures.
Regular review of our information-handling practices.
Secure disposal or destruction of information when it is no longer required.
While we take reasonable steps to protect personal information, no method of electronic storage or transmission is completely secure. We cannot guarantee the absolute security of information transmitted to or through our website.
13. How Long We Keep Information
We retain personal information for as long as reasonably necessary for the purposes for which it was collected, to provide services, meet our legal and professional obligations, resolve disputes and maintain appropriate business records.
Health and clinical records may be retained for periods required under applicable legislation, regulations and professional requirements.
When information is no longer required, we will take reasonable steps to securely destroy or de-identify it.
14. Accessing and Correcting Your Information
You may request access to the personal information we hold about you and ask us to correct information that is inaccurate, incomplete or out of date.
Requests should be made using the contact details on our website.
We may need to verify your identity before providing access to personal information.
In some circumstances, we may be unable to provide access to certain information where an exception applies under applicable privacy laws. If this occurs, we will explain the reason where we are able to do so.
15. Privacy Concerns and Complaints
If you have a concern about the way we have collected, used, stored or disclosed your personal information, please contact us so that we can investigate and respond to your concern.
We will aim to handle privacy complaints fairly, promptly and confidentially.
If you are not satisfied with our response, you may have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC).
Further information about privacy complaints is available from the OAIC website.
16. Overseas Disclosure
Some third-party technology, cloud storage, software or service providers we use may store or process information outside Australia.
Where this occurs, we will take reasonable steps to ensure that personal information is handled in accordance with applicable privacy obligations.
17. Children's Privacy
Where our services involve children or young people, we recognise the importance of protecting their personal and health information.
Information about a child may be collected from and shared with a parent, guardian or other authorised person where appropriate and permitted by law.
We take reasonable steps to ensure that information relating to children is handled with appropriate care and confidentiality.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or privacy practices.
The updated Privacy Policy will be published on our website with the revised "Last updated" date.
19. Contact Us
If you have questions about this Privacy Policy, would like to access or correct your personal information, or wish to make a privacy complaint, please contact us via email or telephone.: