Privacy Policy
last updated: 31/07/2026
1) INTRODUCTION
At Wise Mind OT, we are dedicated to protecting your privacy as a client and an online visitor to our website. We use the information we collect about you to maximise the services that we provide to you. We respect the privacy and confidentiality of the information that you provide and store your information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2) INFORMATION WE COLLECT
In the course of your visits to our website or use of our products and services, we may collect personal information including, but not limited to:
· Name, date of birth, and contact details
· Medical history, diagnosis, and treatment details
· Medicare, private health insurance, or NDIS information
· Information related to therapy sessions and assessments
· Emergency contact details
· Any other relevant information necessary for the provision of occupational therapy services
· Billing information: credit card details, billing address.
· Location: geographic location, IP address
· Interactions: survey responses, support queries, blog comments and social media handles
3) HOW WE COLLECT YOUR INFORMATION
We may collect information in the following ways:
· Directly from you via forms, consultations, emails, or phone calls
· From third parties such as health professionals, support coordinators, or family members with your consent
· Through our website or practice management software when you interact with our services
4) USE OF PERSONAL INFORMATION
We use the personal information we collect to provide and enhance our services. This includes:
· Communicating with you regarding your therapy and appointments
· Offering technical support and responding to inquiries
· NotifyinG you about updates, services, and relevant offers
· Providing useful content and resources tailored to your needs
· Measuring client satisfaction and improving service quality
· Identifying and resolving technical issues
· Delivering a personalised experience on our website
5) DISCLOSURE OF PERSONAL INFORMATION
We will not share your information without your consent, except where required or permitted by law. We may disclose your information to:
· Healthcare providers involved in your care or authorities under our duty of care
· Medicare, private health insurers, or NDIS as necessary
· Legal entities where disclosure is required by law
6) SHARING YOUR INFORMATION WITH THIRD PARTIES
Wise Mind OT does not sell or trade personal data or customer information. Your personal details are only shared with third-party service providers when required by law, for payment processing, or to facilitate services you have requested. When we engage with third-party providers, they are required to comply with our privacy standards and applicable legal obligations. Any third party we share your data with is prohibited from using your personal information for any purpose other than the one it was disclosed for. This includes third-party software we use to help prepare clinical documentation, including AI-assisted tools — see “Use of Artificial Intelligence (AI) Tools” below for more detail.
7) LINKS TO OTHER WEBSITES
Our website may contain links to external sites for convenience. These links do not imply endorsement or approval of those websites. Wise Mind OT is not responsible for the privacy practices of other websites. We encourage users to review the privacy policies of any external sites they visit, as this policy only applies to information collected directly by Wise Mind OT.
8) COOKIES AND TRACKING TECHNOLOGIES
A cookie is a small data file stored in your web browser that helps us understand your web browsing behaviour. Cookies helps our website to adjust its settings to better match your needs and preferences. They do not provide access to any personal data stored on your computer, such as your name, address, email, or phone number. While most web browsers accept cookies automatically, you have the option to disable them through your browser settings. Please note that disabling cookies may limit your ability to fully interact with and benefit from our website.
9) STORAGE AND SECURITY OF INFORMATION
We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification, or disclosure. All information we receive from you is stored and protected on our secure servers with unauthorised use and access only. Credit card information is encrypted before transmission and is not stored by us on our servers. In the event there is a breach of our security and your personal data is compromised, we will promptly notify you in compliance with the applicable law.
10) USE OF CLOUD-BASED SYSTEMS AND DIGITAL PLATFORMS
As part of providing our services, Wise Mind OT may use internet-based platforms and cloud storage systems to manage sensitive health information. This includes, but is not limited to, practice management systems, client record management platforms and health-related digital tools. While we take all reasonable steps to ensure these providers meet industry standards for privacy and security, we cannot guarantee or accept liability for the security of data transmitted or stored through third-party systems. Some of these providers — including the AI-assisted documentation tools described below — may store or process information on servers located overseas (for example, in the United States). Where this occurs, we take reasonable steps to ensure the overseas recipient handles your information in a manner consistent with the Australian Privacy Principles, as required by Australian Privacy Principle 8 (APP 8) of the Privacy Act 1988 (Cth). By engaging in our services, you acknowledge and consent to your personal and health information being managed using these platforms.
11) USE OF ARTIFICIAL INTELLIGENCE (AI) TOOLS
We may use artificial intelligence (AI) software to help prepare clinical documentation, such as session notes, progress notes and reports. This includes tools such as Everbility, a documentation assistant designed for allied health providers. These tools use AI (including large language models) to help synthesise and draft documentation based on information provided by your treating therapist.
All AI-assisted content is reviewed, edited and approved by your treating occupational therapist before it is used, stored in your CRM file, or relied upon in providing your care. AI tools are used only to assist with preparing administrative and clinical documentation; they are not used to make decisions about your eligibility for services, your diagnosis, or your treatment.
Where we use third-party AI providers, we take reasonable steps to select providers with appropriate privacy, security and confidentiality protections in place. For example, Everbility has advised that client information provided for the purpose of preparing documentation is not used to train the underlying AI model and is not retained by the AI provider. Further information about Everbility’s data handling and security practices is available at everbility.com/trust.
As with our other cloud-based systems (see “Use of Cloud-Based Systems and Digital Platforms” above), using AI tools may involve your information being transmitted to and processed on servers located overseas. If you would prefer that AI-assisted tools not be used in preparing your documentation, or would like more information about the specific AI tools used in your care, please speak to your therapist or contact us.
12) ACCESS AND CORRECTION
You have the right to access and update your personal information. If you believe any details are incorrect, please contact us to request amendments.
13) RETENTION AND DISPOSAL OF INFORMATION
We retain personal information in accordance with legal and professional obligations. When no longer required, we securely destroy or de-identify the information. In the event there is a breach of our security, and your Personal Data is compromised, we will promptly notify you in compliance with the applicable law.
14) COMPLAINTS AND CONTACT INFORMATION
If you have concerns about how we handle your personal information, you can contact us via phone on 0429 559 765 or e-mail us at sherry@wisemindot.com.au. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
15) UPDATES TO THIS POLICY
We may update this Privacy Policy periodically to reflect changes in regulations or our practices. The latest version will always be available on our website.
16) CHANGE IN PRIVACY POLICY
As we plan to ensure our privacy policy remains current, this policy is subject to change. We may modify this policy at any time, in our sole discretion and all modifications will be effective immediately upon our posting of the modifications on this website. Please return periodically to review our privacy policy.
17) CONTACT US
If you have any questions or concerns at any time about our privacy policy or the use of your Personal Data, please contact us at sherry@wisemindot.com.au and we will respond within 2 business days.
