Privacy Policy

Privacy Policy

Introduction

PATH Occupational Therapy (“we”, “our”, “us”) is committed to protecting the privacy of your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This privacy policy outlines how we collect, use, store, and disclose personal information, and your rights regarding that information.

1. Information We Collect

We may collect the following types of personal information through our website (www.pathot.com.au) via an online form:

  • Names
  • Addresses
  • Phone numbers
  • Email addresses
  • Date of birth
  • NDIS numbers
  • NDIS plan dates
  • Medical records and allied health reports
  • Details of medical and allied health service providers

We may also collect additional personal information relevant to providing occupational therapy services during appointments. This may include:

  • clinical notes, assessment data, correspondence
  • audio recordings (when consented)
  • transcripts generated from audio
  • metadata (date/time, duration, delivery mode)

2. How We Collect Information

Personal information is collected directly from you through the website form when you submit a referral or other inquiry. Information is also collected during appointment-related interactions via phone calls, telehealth sessions and face-to-face appointments.

3. Purpose of Data Collection

We collect personal information to assess whether potential clients are suitable for our services and to provide the necessary occupational therapy services. This information is used solely for service provision and will not be used for other purposes without your consent.

4. Data Sharing  

We may disclose personal information to trusted service providers we use to deliver services and store records (i.e. Splose is the client management system used by PATH Occupational Therapy), and for AI-assisted transcription, where consented.

5. Data Storage and Security  

Personal information is stored securely on the Splose platform (www.splose.com), which complies with Australian government regulations for data storage and security. Data is encrypted via SSL and stored within Australia. For more information on Splose’s security protocols, please refer to their security page.

6. AI-Assisted Transcription/Audio Recording (Spolse) 

We may use Splose to assist with clinical documentation. With your consent, we may audio record a therapy session, including telehealth, for the purpose of generating a transcript and draft notes. Consent will be obtained at the start of each session before any recording begins.

If you do not consent, we will not record the session, and we will use manual note-taking instead. Splose states its AI features are powered by OpenAI and that OpenAI does not retain or use submitted business data, with “zero data retention” described by Splose. We will review AI-generated content for accuracy before finalising clinical notes.

7. Access and Correction of Personal Information

You may request access to or correction of your personal information at any time. Requests can be made via the ‘Contact Us’ section of our website.

8. International Data Transfers  

We primarily store client information in Australia using Splose. Splose states that for Australian users, data is stored in Australia (Splose security).

However, in delivering our services, we may use trusted service providers (including Splose and its suppliers) that may process or handle personal information outside Australia (for example, to provide secure cloud infrastructure, support services, or AI-assisted transcription features). Splose’s privacy policy indicates that use of its services may involve transferring personal information outside Australia, and Splose’s AI materials state that its AI features are powered by OpenAI and that OpenAI does not retain or use submitted business data, with “zero data retention” described by Splose.

Where we disclose personal information to an overseas recipient, we will take reasonable steps to ensure the overseas recipient handles the information in a way that is consistent with the Australian Privacy Principles, as required by APP 8 of the Privacy Act 1988 (Cth).

9. Your Rights 

You have the right to:

  • Opt-out of marketing communications at any time.
  • Request the deletion of your personal information. You may request deletion of certain information we hold about you. Where you have consented to session audio recording for AI-assisted transcription, you may request deletion of the audio recording and/or transcript where applicable.
  • However, we may be required to retain parts of your clinical record (including finalised clinical notes, reports, and correspondence) where retention is necessary for lawful and safe practice, managing risk, meeting professional obligations, handling complaints, or responding to audit/payment integrity processes. Where we cannot delete information, we will explain why and, where appropriate, we will restrict access to the information instead.

10. Cookies and Tracking

We do not use cookies or similar tracking technologies on our website.

11. Changes to This Privacy Policy

If we make any changes to this privacy policy, we will display a notice on our website.

12. Contact Us

If you have any questions or concerns about this privacy policy or your personal information, please contact us through the online form available on the ‘Contact Us‘ section of our website.