At Koi Occupational Therapy we are committed to protecting the privacy and confidentiality of your Personal Information. This policy outlines our ongoing obligations to you and how we manage your Personal Information. We take your privacy seriously and handle your Personal Information in accordance with the Privacy Act 1988 (Cth) (the Act) and other relevant State and Territory laws that govern the use of Personal Information. 

1.      Information we collect

• The information we collect may include your name, date of birth, address, email address, phone number, health fund details, your medical history, and any other information necessary for providing services.

2.      How we collect your personal information

• We will usually only collect your Personal Information directly from you. Sometimes, we may need to collect information about you from a third party (such as a relative or another health service provider).

• We may obtain information in many ways including interviews, correspondence, by telephone and facsimile, by email, and via our website www.koiot.com.au

3.      Why we collect your information

• Koi Occupational Therapy collects Personal Information to provide you with the most suitable service possible. We only collect information necessary for our functions and activities. 

• If you provide incomplete or inaccurate information to us or withhold personal and health information from us, we may not be able to provide you with the services you are seeking. 

4.      How we use your information

• Koi Occupational Therapy uses your personal information for the following purposes:

o   Providing Occupational Therapy services

o   Communication and liaison

o   Billing and Payment Processing

o   Compliance with Legal Obligations

o   We may also use your information for other purposes permitted under the Privacy Act 1988.

• Koi Occupational Therapy may need to disclose your information to the following people:

o   Other health professionals involved in your treatment i.e. doctor, physiotherapist, speech pathologist, psychologist

o   The referrer

o   Your support coordinator or case manager (where relevant)

o   Your plan manager (where relevant)

o   Your nominees, relatives, close friends, legal guardian, advocate or representative

·       Other uses with your consent

o   With your consent, we may also use your information for other purposes such as including you on a marketing email list, or research. Please note, however, that unless you provide us with your consent for this purpose, we will not use your information in this way

5.      How we store your Personal Information

• Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.

• When your Personal Information is no longer needed for the purpose for which it was obtained we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of your Personal Information is or will be stored in secure client files which will be kept by us for a minimum of 7 years. 

6.      Maintaining the Quality of your Personal Information

• It is important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and continue to provide quality services to you.

7.      Access to Information

• You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing. In order to protect your Personal Information we may require identification from you before releasing the requested information.

8.      Policy Updates

• This Policy may be updated from time to time and when changes are made, the updated policy will be posted on our website the with effective date.  

9.      Contact Us

• If you have any questions or concerns about our Privacy Policy or how we handle your personal information, please contact us at:

admin@koiot.com.au

Last Updated: 13 March 2025