Privacy Policy

This policy explains how we collect, use, disclose and protect your personal information, including health information, when you or your child receive speech pathology services from Spoken Ground Speech Pathology. We follow the Privacy Act 1988 (including the Australian Privacy Principles) and the Health Records Act 2001 (Vic), as well as any other laws that apply to health information in Victoria.

Spoken Ground Speech Pathology is a mobile and telehealth service for children and families in Melbourne’s south east. Contact details appear at the end of this policy.

When you register with us or engage our services, you consent to our clinicians and administrative staff collecting, using and disclosing your personal information so we can provide safe, effective care and manage the practice. We seek fresh consent for any new purpose that is not covered in this policy.

We collect information to provide assessment and therapy, coordinate care with families, schools and other professionals, and manage bookings, billing and compliance. We may also use information for related business activities such as training, accreditation, quality assurance and audit.

Depending on your situation, we may collect:
• Name, date of birth, address, contact details and emergency contact
• Information about health, development, medical history, medications, allergies, education and learning needs
• Referral details and reports from other providers or services
• Medicare details, healthcare identifiers and private health fund details (if relevant)
• NDIS plan and funding details for self managed and plan managed participants
• Session notes, assessment results, therapy goals and progress summaries
• Payment information and records required for invoicing and reconciliation

You may ask to interact with us anonymously or under a pseudonym. This may not be possible where we need accurate identity to provide health services or meet legal requirements.

We collect information directly from you or your authorised representative through intake forms, emails, phone calls, telehealth, in-person sessions and secure file transfers. With your consent, we may also collect information from other people involved in care such as GPs, specialists, schools, allied health providers, hospitals and NDIS partners where this is needed for your services.

We use your information to provide care, coordinate supports and run the practice. We may share information:
• With other healthcare or education providers involved in care, where you have consented or where permitted by law
• With third party suppliers who help us deliver services, such as practice software, secure messaging, billing and IT support, under confidentiality and security obligations
• When required or authorised by law, such as a court order or to reduce or prevent a serious threat to life, health or safety
• For dispute resolution or complaint handling through a confidential process

We do not use your information for direct marketing without your express consent, and you can opt out at any time.

We seek consent from a parent or legal guardian for children and from the child where appropriate for their age and understanding. We aim to involve children in decisions about their care in a developmentally appropriate way, consistent with Victorian privacy and health laws.

If you are an NDIS participant, we handle your information consistently with the Australian Privacy Principles and the NDIS Quality and Safeguards Commission’s privacy requirements. We may share necessary information with your plan manager, support coordinator or the NDIA where this is needed to provide or claim for services and where you have consented or where the law allows

Some service providers that store or process information for us may be located outside Victoria or outside Australia. We only transfer health information where privacy protections are substantially similar to those in Victoria, or where another lawful exception applies, and we take reasonable steps to ensure appropriate safeguards are in place.

Telehealth sessions are not recorded by us. If recording is clinically indicated, we will seek your written consent first and explain how the recording will be stored, used and deleted.

We store personal information in secure practice systems and protected hard copy files. Access is restricted to staff and contractors who need the information to do their work. We use passwords, role-based access, secure file transfer and other safeguards to protect against unauthorised access, modification or disclosure. We require staff and contractors to maintain confidentiality.

If a data breach occurs that is likely to result in serious harm, we will assess the situation and, where required, notify affected individuals and the Office of the Australian Information Commissioner in line with the Notifiable Data Breaches scheme. Our notification will include steps you can take to protect yourself

We keep health records for at least seven years from the last service, or for children until they turn 25, unless a longer period is required by law. When records are no longer required, we destroy them securely.

You can request access to the information we hold about you and request corrections if it is inaccurate, incomplete or out of date. Please email us with your request. We will respond within a reasonable time and may ask for identification before releasing information. If we cannot provide access, we will give you written reasons and explain your options.

Our website may use cookies and similar technologies to improve performance and measure activity. You can change your browser settings to block cookies, although some site features may not function correctly. If we use analytics services, we do so to understand aggregate website usage. Analytics data may include IP address, device and browser details, pages viewed and timestamps. If our website uses third party forms or booking tools, information you submit will be transmitted securely to us and to the service provider that hosts the form under their privacy safeguards.

If you have a privacy concern or complaint, please contact us using the details below. We will respond as soon as possible and aim to resolve concerns promptly. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner. Phone 1300 363 992 or visit the OAIC website for more information.

We review this policy regularly to reflect updates to law, guidance and our services. The latest version will be published on our website with the effective date.

Spoken Ground Speech Pathology
Email: info@spokengroundspeech.com.au
Phone:
Mail: PO BOX 13011 LAWCOURTS, Victoria, Australia 8010

This policy was last updated on 11/11/2025 and remains current.