Last updated: 3 November 2026
1. Introduction
Swell Skills OT is committed to protecting the privacy and confidentiality of the children and families who access our services.
This Privacy Policy explains how we collect, use, store, protect and disclose personal and health information.
Swell Skills OT operates in accordance with applicable privacy legislation, including the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Health Records Act 2001 (Vic) and its Health Privacy Principles.
For the purposes of this policy, references to "we", "us" and "our" mean Swell Skills OT.
2. What information do we collect?
We may collect personal information about children, parents and guardians, including:
Personal and contact information
Names and dates of birth.
Residential and email addresses.
Phone numbers and emergency contact details.
Parent, guardian and relevant family information.
Health and developmental information
Medical and developmental history.
Information about a child's strengths, abilities and support needs.
Relevant diagnoses, medical conditions and previous assessments.
Information provided by parents, guardians or other relevant professionals.
Assessment observations, standardised assessment results, clinical notes and reports.
Administrative information
Appointment and booking details.
Payment and transaction information.
Communications and correspondence.
Consent forms and other service-related documentation.
We only collect information that is reasonably necessary to provide our services and operate the practice.
3. How do we collect information?
We may collect personal and health information through:
Online enquiries and booking forms through our website.
Intake, consent and other forms completed through Splose.
Conversations with parents and guardians.
Occupational therapy assessments and clinical observations.
Emails, telephone calls and other communications.
Information provided by other professionals, where appropriate consent or another lawful basis exists.
Where possible, information will be collected directly from the parent, guardian or individual concerned.
4. Why do we collect and use information?
Information is collected and used to:
Respond to enquiries and manage appointments.
Understand your child's background, strengths and support needs.
Plan and conduct occupational therapy assessments.
Interpret assessment findings and prepare written reports.
Provide recommendations to support your child's development and transition to school.
Communicate with parents and guardians about services.
Process payments and manage business administration.
Meet professional, legal and regulatory obligations.
Respond to concerns, complaints or requests relating to our services.
5. How do we store and protect information?
Swell Skills OT takes reasonable steps to protect personal and health information from misuse, loss, unauthorised access, modification or disclosure.
We use third-party digital platforms to support the operation of the practice:
Splose
Splose is used for practice management, appointment bookings, client files, intake and consent forms, clinical notes, assessment information and reports.
Google Gmail
Gmail is used for email communication and correspondence with parents, guardians and other relevant parties.
Stripe
Stripe is used to process payments. Payment information is handled through Stripe's payment processing systems. Swell Skills OT does not intend to store full payment card details in client clinical records.
Squarespace
Squarespace is used to host and manage the Swell Skills OT website and may collect information submitted through website enquiry forms and information relating to website visits.
Access to personal and health information is restricted to those who need it for legitimate professional or administrative purposes. We take reasonable steps to maintain appropriate security measures when accessing and managing information through these platforms.
6. When might information be shared?
Your child's information will be treated as confidential.
We may disclose relevant information:
To a parent or legal guardian who is authorised to access the information.
To another health professional, school or relevant service provider where appropriate consent has been provided.
To third-party providers who assist with practice administration, appointment management, payment processing, email communication or information storage.
Where disclosure is required or authorised by law.
Where disclosure is necessary to address a serious threat to an individual's life, health or safety, where permitted by law.
We will only share information that is reasonably necessary for the relevant purpose.
We will not routinely send reports or assessment information to schools, GPs or other professionals without appropriate consent or another lawful basis for disclosure.
7. Overseas storage and third-party providers
Some of the digital service providers used by Swell Skills OT may store, process or allow access to information from locations outside Australia.
These providers include Squarespace, Google, Splose and Stripe. The location in which information is stored or accessed may depend on the provider's systems and service arrangements.
We take reasonable steps to understand how these providers manage personal information and to consider the privacy and security protections they offer.
Further information about the handling of information by these providers can be found in their respective privacy policies:
8. Website cookies and analytics
Our website is hosted through Squarespace and uses cookies and similar technologies to support website functionality.
Our website uses a cookie consent banner that allows visitors to accept, decline or manage non-essential cookies. Non-essential cookies are restricted until visitors provide consent through the banner.
We may use website analytics to understand general website traffic and improve the website. Some third-party services may also use cookies or similar technologies in accordance with their own privacy policies.
You can manage or disable cookies through your browser settings, although some website features may not function as intended.
9. Accessing and correcting information
You have the right to request access to personal and health information held by Swell Skills OT and to request that inaccurate, incomplete or out-of-date information be corrected.
Requests should be made in writing using the contact details below.
We will respond in accordance with applicable privacy laws. In some circumstances, access may be limited or refused where permitted by law. If access is refused, we will explain the reasons and any available options.
10. How long do we keep information?
Swell Skills OT retains clinical records in accordance with applicable Victorian health records legislation and professional record-keeping requirements.
Health information collected about a child must generally not be destroyed until after the child reaches 25 years of age, or until more than seven years after the last occasion on which a health service was provided, whichever is later, unless another lawful exception applies.
Records are securely disposed of or de-identified when they are no longer required to be retained and disposal is legally permitted.
11. Privacy concerns and complaints
If you have a question, concern or complaint about how your personal or health information has been handled, please contact Swell Skills OT in writing.
We will review your concern and work with you to resolve it.
If you are not satisfied with our response, you may contact:
Health Complaints Commissioner (Victoria)
Website: https://hcc.vic.gov.au
Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au
12. Changes to this Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes to our services, information-handling practices, technology or legal obligations.
The most current version will be available on the Swell Skills OT website.
13. Contact us
For privacy enquiries, access requests or complaints, please contact:
Swell Skills OT
Email: millie@swellskillsot.com
Website: https://www.swellskillsot.com.au