Privacy Policy

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Keen Allied Health is committed to protecting the privacy, confidentiality and security of the personal information entrusted to us. This Privacy Statement explains how we collect, use, store and disclose personal information, how we protect your information, and your rights in relation to the information we hold about you.

Keen Allied Health complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), as well as other applicable privacy and health information requirements.

We have policies, procedures and systems in place to ensure that:

• personal information is managed in an open and transparent manner
• the privacy and confidentiality of participant, client and staff information is protected
• personal information is collected fairly and only where reasonably necessary for our services
• personal information is used and disclosed only for lawful and appropriate purposes
• individuals can request access to and correction of their personal information
• personal information is stored and protected using appropriate security measures
• access to personal information is restricted to authorised individuals who require the information to perform their role.

Keen Allied Health collects personal information that is reasonably necessary to provide Occupational Therapy assessment, intervention, reporting and related services.

Depending on the services being provided, the information we collect may include:

• name, address, telephone number and email address
• date of birth
• gender
• emergency contact, advocate, guardian or nominated representative details
• NDIS participant and plan information
• information regarding funding and service arrangements
• health and medical information
• information regarding disability, diagnosis and functional capacity
• information regarding current supports and treating professionals
• information relating to occupational performance, daily activities, mobility, communication, cognition, behaviour and other areas relevant to Occupational Therapy
• reports, assessments, photographs and other supporting documentation
• information provided by family members, carers or other relevant people involved in your care
• information required to manage appointments, billing and administration.

Health information is considered sensitive information under Australian privacy legislation and is handled with additional care and appropriate safeguards.

Personal information may be collected directly from:

• you, the participant or client
• your parent, guardian or nominated representative
• family members or significant others
• your advocate or support person
• your Support Coordinator or other service providers
• your doctor, allied health professionals or other treating practitioners
• hospitals, facilities or other organisations involved in your care
• NDIS or other relevant funding bodies.

Where reasonably practicable, we will collect personal information directly from you.

We may collect information from another person or organisation where:

• you have provided consent for us to do so
• you have authorised another person to act on your behalf
• we are required or authorised by law to do so
• it is unreasonable or impracticable to collect the information directly from you
• the information is required to safely and effectively provide services.

You may withdraw your consent to the collection, use or disclosure of your information at any time by contacting Keen Allied Health. Please be aware that withdrawing consent may affect our ability to provide certain services or communicate with other people involved in your care.

We collect and use personal information for purposes including:

• providing Occupational Therapy assessment, intervention and support
• completing Functional Capacity Assessments and other clinical assessments
• assessing and prescribing Assistive Technology and equipment
• preparing reports and other clinical documentation
• coordinating services with other professionals and support providers
• communicating with you, your family, representatives and relevant service providers
• managing NDIS and other funding requirements
• arranging appointments and managing administrative matters
• maintaining appropriate clinical and business records
• meeting our legal, regulatory and professional obligations
• improving the quality, safety and effectiveness of our services.

Keen Allied Health uses Everbility, an AI-powered documentation platform designed for allied health professionals, to assist clinicians with clinical documentation, note taking, transcription and report preparation.

Where Everbility is used in relation to client information, it is used as a documentation support tool only. AI-generated content is reviewed, edited and clinically verified by the treating Occupational Therapist. Everbility does not replace the clinical judgement, professional responsibility or decision-making of the treating clinician.

Everbility states that it complies with the Australian Privacy Principles and the Privacy Act 1988 (Cth) and maintains security measures including encryption of client notes and report templates both in transit and at rest. Everbility also reports SOC 2 Type 2 compliance and states that client information provided to its AI systems is not used by OpenAI to train its AI models.

Where voice-to-text transcription is used, Everbility states that audio recordings are not stored on Everbility's servers. Audio may be stored locally on the clinician's device only where the clinician specifically enables this function.

Keen Allied Health takes reasonable steps to ensure that the use of AI and associated technology is consistent with our privacy obligations and professional responsibilities. Clients may contact Keen Allied Health if they have questions about the use of AI in relation to their information or wish to discuss their preferences regarding its use.

We may disclose relevant personal and health information where reasonably necessary for the provision, coordination and management of your care and services.

This may include disclosure to:

• your treating Occupational Therapist and other Keen Allied Health staff
• support workers and support providers
• Support Coordinators and Plan Managers
• doctors and other medical practitioners
• allied health professionals and other treating practitioners
• hospitals and health services
• NDIS and other relevant government organisations
• your nominated advocate, guardian or representative
• emergency services where required
• other organisations where you have provided consent or where disclosure is otherwise authorised or required by law.

We will only disclose information that is reasonably necessary for the relevant purpose.

We will not use or disclose personal information for a purpose unrelated to the provision or management of services unless:

• you have provided consent
• the use or disclosure is permitted or required by law
• the information is required to prevent or lessen a serious threat to a person's life, health or safety
• another exception under applicable privacy legislation applies.

Keen Allied Health takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Personal information may be held in electronic and/or hard-copy records. Electronic information is stored using secure, cloud-based systems and access is restricted to authorised personnel.

We use appropriate administrative, technical and physical safeguards to protect personal information, including access controls, secure systems and procedures for managing information securely.

When personal information is no longer required, we take reasonable steps to securely destroy or de-identify the information in accordance with our legal, regulatory and professional record-keeping obligations.

You have the right to request access to the personal information Keen Allied Health holds about you and to request that inaccurate or incomplete information be corrected.

If you would like to access, update or correct your information, or would like further information about how your information is managed, please contact Keen Allied Health.

We may require reasonable evidence of identity before providing access to personal information.

We will respond to requests for access or correction within a reasonable timeframe and in accordance with applicable privacy legislation.

Keen Allied Health takes reasonable steps to prevent privacy breaches and has procedures for responding to suspected or actual data breaches.

In the unlikely event that personal information is lost, stolen, accessed without authorisation or disclosed inappropriately, we will investigate the incident and take appropriate steps to contain and address the breach.

Where required under applicable privacy legislation, including the Notifiable Data Breaches scheme, affected individuals and the relevant regulatory authority will be notified.

Keen Allied Health takes privacy complaints seriously.

Privacy complaints will:

• be treated confidentially
• be investigated promptly and fairly
• be handled in accordance with our privacy and complaints procedures
• not adversely affect the services provided to you.

If you have a concern about how your personal information has been collected, used, stored or disclosed, please contact Keen Allied Health so that we can investigate and respond to your concerns.

You will be informed of the outcome of your complaint following completion of the investigation.

If you are not satisfied with our response, you may have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC).

If you have questions about this Privacy Statement, would like to access or correct your personal information, or wish to make a privacy complaint, please contact Keen Allied Health.