1. PART 1 - ABOUT THIS POLICY

1.1 Purpose

Easy As Speech Therapy collects personal and sensitive information only to the extent reasonably necessary to provide paediatric speech pathology services. Easy As Speech Therapy complies with obligations under the NDIS Practice Standards, the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), Speech Pathology Australia’s Code of Ethics (2010) and other applicable laws.

2. PART 2 - HOW EASY AS SPEECH THERAPY HANDLES YOUR PERSONAL INFORMATION

2.1 Easy As Speech Therapy’s Legal Obligations

In order to provide you with the health care services that you have requested, Easy As Speech Therapy will need to collect and use your personal information. If you provide incomplete or inaccurate information to us or withhold personal and health information from us we may not be able to provide you with the accurate and most effective services you are seeking.

2.2 What information does Easy As Speech Therapy collect?

We will only collect the information we need for the particular function or activity we are carrying out. We collect information from you that is necessary to provide you with speech pathology services and to manage our relationship with you. The information we collect includes: your name, date of birth, address, health fund details and information about your health history and family history. We require this information to assist the speech pathologist to diagnose and treat you.

2.3 How does Easy As Speech Therapy collect health information?

We will usually collect your health information directly from you. Sometimes, we may need to collect information about you from a third party, such as:

• referring practitioners or other healthcare professionals

• Support Coordinators, Plan Managers or other NDIS representatives

• schools, early childhood services, or other providers involved in the child’s care

• online forms, emails, phone calls or website interactions

• publicly available sources, where lawful

All information is collected by lawful and fair means.

2.4 How does Easy As Speech Therapy use your information?

Easy As Speech Therapy uses your personal information for the purpose you have given the information to us. We will use your information to provide speech pathology services to you, to manage our relationship with you and to contact you in relation to matters concerning your care. We may use your information for other purposes permitted under the Privacy Act 1988. Use of your information includes, but is not limited to:

• assessment, diagnosis and delivery of paediatric speech pathology services

• coordination of supports under a child’s NDIS plan

• communicating with parents, guardians, referrers and other relevant providers

• issuing invoices and managing payments (including NDIS billing requirements)

• meeting professional, legal and regulatory obligations

• quality assurance, record-keeping and compliance activities

Who might we disclose your information to?

We may disclose your information to the following people:

(a) disclosure to other health professionals involved in your treatment

Your personal information will generally only be used by the speech pathologist involved in your care, however on occasion your care may be provided by a number of health professionals (for example., speech pathologist, occupational therapist and/or psychologist) working or consulting together. We may disclose your information to these health professionals as part of the process of providing your care and to other health professionals involved in your care.

(b) the referrer

Easy As Speech Therapy will usually send a discharge summary to the referrer (i.e., your medical practitioner) following discharge from Easy As Speech Therapy or at other times, as required for your care.

If you do not wish us to provide a copy of your discharge summary to the referrer you must let us know.

(c) Relatives, guardian, close friends or legal representative

We may provide information about your condition to your parent, child, other relatives, close personal friends, guardians, or to a responsible person for you, unless you tell us that you do not wish us to disclose your health information to any such person.

Other uses and disclosures

In order to provide the best possible environment in which to treat you, we may also use or disclose your personal and health information where necessary for:

• activities such as quality assurance processes, accreditation, audits, risk and claims management, patient satisfaction surveys and staff education and training;

• invoicing, billing and account management;

• communicating with NDIS representatives, Plan Managers, Support Coordinators

• IT, administration, billing or secure data-storage providers

• communicating with regulatory bodies, insurers or auditors where required by law

• to liaise with your health fund, Medicare or the NDIA;

• the purpose of sending you standard reminders, for example for appointments and follow-up care, by text message or email to the number or address which you have provided to us.

(f) Other uses with your consent

With your consent we may also use your information for other purposes such as including you on a marketing mail list, or research. Please note, however, that unless you provide us with your express consent for this purpose, we will not use your information in this way. We will not disclose your personal information to any individual who is outside Australia.

2.5 Access to and correction of your information

You have a right to access the personal and health information that we hold about you. You can also request an amendment to your personal and health information should you believe that it is inaccurate.

If we do not agree to change your medical record/personal information in accordance with your request, we will permit you to make a statement of the requested changes and we will enclose this with your record.

Should you wish to obtain access to or request changes to your health record you can ask for our Privacy Officer (see details below) who can give you more detailed information about Easy As Speech Therapy's access and correction procedure.

Please note that Easy As Speech Therapy may recover reasonable costs associated with supplying this information to you.

2.6 Data Quality

Easy As Speech Therapy will take reasonable steps to ensure that your personal information which we may collect, use or disclose is accurate, complete and up-to-date.

2.7 Data Security

Easy As Speech Therapy will take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure. We use technologies and processes such as access control procedures, network firewalls, encryption and physical security to protect your privacy.

Easy As Speech Therapy will destroy or permanently de-identify any of your information which is in its possession or control and which is no longer needed for the purpose for which it was collected provided Easy As Speech Therapy is not required under an Australian law or court/tribunal or otherwise to retain the information.

2.8 What to do if you have a complaint about privacy issues

If:

(a) you have questions or comments about this Privacy Policy;

(b) Easy As Speech Therapy does not agree to provide you with access to your personal information; or

(c) you have or a complaint about our information handling practices,

You can lodge a complaint with or contact our Privacy Officer on the details below. We will promptly review your complaint and provide a response to you.

PART 3 - HOW EASY AS SPEECH THERAPY HANDLES YOUR PERSONAL INFORMATION WHEN YOU VISIT OUR WEBSITE

This section of our Privacy Policy explains how we handle your personal information which is collected from our website: www.easyasspeechtherapy.com.au. This Privacy Policy applies to your use of our website and the use of any of the facilities on our website.

3.1 Collection

When you use our website, we do not attempt to identify you as an individual user and we will not collect personal information about you unless you specifically provide this to us.

Sometimes, we may collect your personal information if you choose to provide this to us via an online form or by email, for example, if you:

• submit a general enquiry via our contacts page;

• send a written complaint or enquiry to our Privacy Officer.

When you use our website, our Internet Service Provider (ISP) may record and log for statistical purposes the following information about your visit:

• your computer address;

• your top level name (for example, .com.,gov., .org, .au etc.);

• the date and time of your visit;

• the pages and documents you access during your visit; and

• the browser you are using.

Our web-site management agent may use statistical data collected by our ISP to evaluate the effectiveness of our web-site.

3.2 Cookies

A "cookie" is a device that allows our server to identify and interact more effectively with your computer. Cookies do not identify individual users, but they do identify your ISP and your browser type.

This website uses temporary cookies. This means that upon closing your browser, the temporary cookie assigned to you will be destroyed and no personal information is maintained which will identify you at a later date.

Personal information such as your email address is not collected unless you provide it to us. We do not disclose domain names or aggregate information to third parties other than agents who assist us with this website and who are under obligations of confidentiality. You may be able to configure your browser to accept or reject all cookies and to notify you when a cookie is used. We suggest that you refer to your browser instructions or help screens to learn more about these functions. However, please note that if you configure your browser so as not to receive any cookies, a certain level of functionality of the Easy As Speech Therapy website and other websites may be lost.

3.3 Links to third party websites

We may create links to third party websites. We are not responsible for the content or privacy practices employed by websites that are linked from our website.

3.4 Use and disclosure

We will use any personal information collected via our website in accordance with our privacy policy.

PART 4 - USE OF ARTIFICIAL INTELLIGIBLE (AI) AND DIGITAL TOOLS

As part of our commitment to delivering high-quality, efficient, and evidence-based speech pathology services, we may utilise secure digital technologies, including tools incorporating Artificial Intelligence (AI). The use of such technologies is at all times governed by this Privacy Policy, the Australian Privacy Principles (APPs), and any applicable state or territory health privacy legislation.

4.1 Secure, Ethical, and Lawful Use of AI

We only engage digital or AI-enabled tools that:

• comply with the Privacy Act 1988 (Cth), the APPs, and relevant state/territory health records laws;

• meet industry standards for data security, confidentiality, and clinical governance;

• are assessed by us for suitability, risk, and compliance prior to implementation.

We do not input personal information, sensitive information, or health information into public, unsecured, or non-compliant AI platforms. All data inputs, processing, storage, and outputs must occur within systems that are secure and fit for purpose within clinical practice.

4.2 Purpose of AI Use

We may use AI or digital tools for limited and clearly defined purposes, including:

• administrative or operational support (e.g., drafting clinical documentation, generating summaries, or managing workflow tasks);

• clinical documentation support (e.g., secure transcription of clinical notes or summaries);

• data organisation or template generation to enhance efficiency.

AI tools are used only to support and streamline service delivery and are not used to replace clinical assessment, decision-making, or professional judgement. AI is not used to independently analyse, diagnose, or treat any clinical condition. All outputs generated by AI tools are reviewed, validated, and approved by a qualified and appropriately registered Speech Pathologist.

4.3 Consent and Transparency

Where AI or digital tools are used in a way that processes, stores, or transmits personal, sensitive, or health information, we will obtain your consent where required and provide you with information about:

• the nature and purpose of the tool;

• how your information will be protected;

• any third-party involvement in the processing of your information.

You may contact us at any time to ask how AI tools are used in your care or to request further information.

4.4 Data Security and Storage

Any personal or health information processed by digital tools is handled in accordance with:

• the APPs, including APP 1 (open and transparent management of personal information), APP 6 (use and disclosure), and APP 11 (security of personal information);

• relevant state/territory laws governing health records and information privacy;

• our internal cybersecurity, confidentiality, and record-keeping protocols.

We take reasonable steps to ensure that any third-party AI technology providers maintain strict data security standards and comply with applicable Australian privacy obligations.

PART 5 - GENERAL INFORMATION

5.1. Changes to This Policy

This Privacy Policy may be updated periodically to reflect legislative, operational or technological changes. The current version will be made available upon request and published on Easy As Speech Therapy’s website.

5.2. Complaints

Individuals may lodge a complaint about Easy As Speech Therapy’s handling of personal information by contacting Easy As Speech Therapy via email. Complaints will be managed promptly and in accordance with the Privacy Act and NDIS Practice Standards.

If dissatisfied with Easy As Speech Therapy’s response, individuals may contact the Office of the Australian Information Commissioner (OAIC).

5.3 How to contact Us

If You require more detailed information about our information handling practices or if you have any concerns about our handling of your personal information, please let us know by contacting us at:

• By email: admin@easyasspeechtherapy.com.au        

We will endeavour to respond to your concerns or questions as quickly as possible.

Last Updated: 20 December 2025