Privacy Policy

Introduction

Embracing Brains (“we”, “us”, “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

We respect your privacy and are committed to protecting the personal information we collect from you through our website (embracing brains.com), professional services, communications, and client interactions.

By using our website or engaging our services, you agree to the collection and use of information in accordance with this Privacy Policy.

Types of Personal Information Collected

Personal Information

We may collect:

  • Name, date of birth, and contact details (email, phone, address)

  • Demographic information (e.g., location, age)

  • Billing information, Medicare, NDIS, or private health insurance details

Health Information

We may collect:

  • Health and medical history relevant to occupational therapy

  • Assessment results, treatment plans, and clinical notes

  • NDIS participant information and documentation (if applicable)

Sensitive information is only collected when necessary for the delivery of services and with your consent.

Website Information

Our website platform (Squarespace) may automatically collect information, such as:

  • IP address

  • Browser and device type

  • Date/time of visits

  • Pages viewed

Squarespace utilises cookies. You can control cookies through your browser settings.

How We Collect Personal Information

We may collect personal information in several ways, including:

  • Directly from you via intake forms, emails, phone calls, or online bookings

  • During consultations, assessments, or treatment sessions

  • From referrals or healthcare providers, with your consent

  • Through assessment platforms to administer standardised assessment tools.

How We Use Personal Information

We use personal information to:

  • Provide and manage occupational therapy services

  • Plan, assess, and deliver tailored treatment

  • Communicate with you about appointments, treatment, and service updates

  • Process payments, insurance claims, or NDIS processes

  • Comply with legal or regulatory obligations

Disclosure of Personal Information

All personal information gathered by your therapist during the provision of the occupational therapy services will remain confidential except when:

  • It is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or

  • Failure to disclose the information would in the reasonable belief of your therapist, place you or another person at serious risk to life, health or safety; or

  • Your prior approval has been obtained to:

    • Provide a written report to another professional or agency. e.g., a GP or a LAC; or

    • Discuss the material with another person, eg. a parent, employer, health provider or third-party funder; or

    • Disclose the information in another way; or

    • Disclose to another professional or agency (e.g. your LAC) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected.

Your personal information will not be used, sold, rented or disclosed for any other purpose.

Storage and Security

We take reasonable steps to protect personal and sensitive information from misuse, loss, unauthorised access, modification, or disclosure. This includes:

  • Secure electronic records stored in dedicated information management systems, such as client relationship management (CRM) software

  • Secure platforms for cloud storage for clinical reports and documents

  • Restricted access to sensitive information, including access controls and password protection

Personal information is retained only as long as necessary for service delivery or legal obligations. When no longer needed, it is securely destroyed or de-identified.

Children and Minors

If we provide services to a minor (under 18 years), we require consent from a parent or legal guardian before collecting personal information.

Access and Correction

At any stage you may access your personal information kept on file, subject to exceptions in the relevant legislation. Embracing brains can discuss with you the different possible forms of access.

Complaints

If you have a concern about the management of your personal information please contact us at info@embracingbrains.com.

If unsatisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, or legal requirements. The most current version will always be available on our website.