Privacy Policy

Effective date: 30 March 2026

1.    Background

Ember OT Pty Ltd ("we", "us", or "our") is committed to protecting the privacy and confidentiality of the personal information of our clients, their families, carers, and other stakeholders. We comply with the Privacy Act 1988, the Australian Privacy Principles, and relevant state and territory health records legislation.

This Privacy Policy explains how we collect, use, store, and disclose personal information. By engaging our services or accessing our website, you agree to the terms outlined below. You may withdraw or limit consent at any time in writing; however, this may affect our ability to provide services.

2.    Information we collect

Personal information is any information or opinion that identifies, or could reasonably identify, an individual. This includes sensitive information, such as health and disability-related information. We only collect information that is necessary to provide high-quality occupational therapy services and meet our legal obligations. We collect the following types of personal information:

  • Full name, date of birth, address, and contact details

  • NDIS number, plan details, and funding information

  • Health information, including medical history, assessments, therapy notes, and reports

  • Information about functional capacity, goals, and support needs

  • Information about formal and informal support networks ie. referrer, healthcare providers, support coordinators, family members, and carers

  • Billing and payment information

  • Correspondence and communication records

We collect personal information in several ways, including:

  • Directly from you (in person, over the phone, via email, or through forms)

  • From your NDIS plan, support coordinator, plan manager, or nominated representative (with consent)

  • From other health or allied health professionals involved in your care (with consent)

  • Through our website

When you submit information to our website, we collect the data requested in the webform to track and respond to your submissions. We provide this information to Squarespace, our website hosting provider, and Microsoft for email notification.

3.    How we use your information

We collect, use, and disclose your personal information to:

  • Provide occupational therapy assessment and intervention

  • Develop reports, progress notes, and recommendations

  • Communicate with you and your nominated supports

  • Manage appointments and service delivery

  • Manage invoicing and business administration

  • Comply with legal, professional, and regulatory requirements

  • Quality improvement, risk management, and professional supervision (de-identified where possible)

4.    Disclosure of personal information

We will not share your personal or sensitive information with third parties without your consent, unless we are permitted or required to do so by law. We may disclose your personal information to:

  • The NDIS, NDIA, or NDIS Quality and Safeguards Commission

  • Support coordinators, plan managers, and other service providers involved in your supports

  • Medical and allied health professionals

  • Third-party service providers who assist us with business operations (e.g., secure IT systems or practice management software)

  • Regulatory or government bodies where required by law

We take reasonable steps to ensure that our third-party service providers have appropriate security measures in place to protect your information. However, they may process or store data in overseas facilities. By providing your personal information, you consent to this disclosure. Our third-party service providers include:

  • Microsoft – emails

  • Squarespace – website hosting

  • Iinsight – practice management software

Their privacy policies can be found at:

5. Website and digital information

Our website automatically collects information to facilitate website functionality, analytics, and security. This may include information about your browser, network, and device, and be used to operate our website, monitor its performance, and improve its functionality.

Squarespace collects and processes website information on our behalf to provide hosting, analytics, and related website services. This may include the use of cookies, which are files containing a small amount of data that are sent to your browser and stored on your computer’s hard drive. Some cookies are required for secure website operation, analytics, and performance monitoring. You can manage or disable cookies through your browser settings; however, this may impact the functionality of the website.

6. Storage and security of information

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

  • Secure electronic practice management systems

  • Password protection and access controls

  • Confidentiality obligations for staff and contractors

  • We retain records in accordance with legal, professional, and NDIS requirements.

7. Access and correction

You have the right to request access to your personal information and to request corrections if the information is inaccurate, incomplete, or out of date. Requests can be made in writing, and we may require verification of identity.

8. Changes to this policy

We may update this Privacy Policy periodically. The most current version will be published on our website and available upon request.

9. Contact us

For questions, access requests, or complaints, please contact:

Ember OT Pty Ltd

Email: emily@emberot.com.au

Phone: 0483 792 971

We aim to resolve complaints promptly and fairly. If you are not satisfied with our response, you may refer to the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au/.