Privacy Policy and Health Information Collection Statement

 Embrace Speech Pathology Services – June 2026 Version

1. Introduction

Embrace Speech Pathology is committed to protecting the privacy of our clients and complying with the Australian Privacy Principles (APPs) outlined in the Privacy Act 1988 (Cth). This document explains how we collect, use, disclose, and manage personal and health information.

2. What Personal Information We Collect

We may collect the following types of personal information:

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

  • Medicare number, NDIS number, or private health details (if applicable)

  • Referrer details (e.g. GP, Paediatrician)

  • Parent or guardian names and emergency contacts

  • Clinical history, reports, assessments, progress notes, and correspondence

  • Information about your goals, routines, and support needs

  • Session plans, therapy plans, clinical documentation, consultation records, and participant-specific non-face-to-face support records

  • Photographs, audio recordings, and video recordings where consent has been provided for assessment, intervention, supervision, quality assurance, training, or service delivery purposes

3. How We Collect Information

We collect information:

  • Directly from clients, parents or guardians via intake forms, email, phone, and in-person discussions

  • From other health professionals or educators (with consent)

  • From participants, parents, guardians, support workers, support coordinators, and other relevant individuals involved in service delivery. 

  • Through our secure practice management systems and approved third-party service providers used for clinical records, payment processing, communication, accounting, document management, and practice administration.

4. Purpose of Collecting Information

We collect and use personal information to:

  • Provide speech pathology assessment and therapy services

  • Communicate with families, educators, and other health professionals

  • Coordinate and plan care, including participation in NDIS or school-related teams (with consent)

  • Maintain accurate records for legal and ethical compliance

  • Improve our service delivery through feedback and internal review

5. Storage and Security of Information

We take all reasonable steps to ensure information is protected against misuse, loss, and unauthorised access. Information is stored:

  • Securely in Splose, our encrypted practice management software

  • In Google Drive, with password-protected folders and limited access

  • In locked cabinets (if physical records are maintained)

Clinical records are retained in accordance with applicable legal, professional, and regulatory requirements. Records may be securely archived or destroyed once the required retention period has expired.

All staff are trained in privacy obligations and data handling procedures.

6. Disclosure of Information

We only share information with:

  • Other professionals involved in the client's care where consent has been provided or where otherwise permitted by law.

  • Funding bodies, Medicare, private health insurers, NDIS representatives, plan managers, support coordinators, educational settings, and other organisations involved in funding, supporting, or administering services where relevant.

  • Service providers engaged to support practice operations, provided appropriate privacy protections are in place

Information may also be disclosed without consent where required or authorised by law, including mandatory reporting obligations, serious safety concerns, court orders, regulatory requirements, or other circumstances permitted under applicable legislation.

We do not disclose information for marketing purposes.

7. Access and Corrections

You have the right to:

  • Access personal information we hold about you or your child

  • Request corrections to any inaccurate or incomplete information

Please email admin@embracespeech.com.au to make a request. We may require reasonable verification of identity before releasing records or personal information. 

8. Privacy Breaches

Any actual or suspected breach of privacy is handled according to our Privacy Breach Response Procedure, including immediate containment, notification (where appropriate), and review.

9. Complaints

If you have concerns about your privacy or wish to lodge a complaint, you can contact us at admin@embracespeech.com.au. If unresolved, you may also contact the Office of the Australian Information Commissioner (OAIC).

10. Updates to This Policy

This Privacy Policy may be reviewed and updated periodically. The most recent version will always be available on our website or upon request. Continued use of our services following publication of an updated Privacy Policy constitutes acceptance of the updated policy.

Document last updated: June 2026