Privacy Policy
Your Privacy, Respected
Healing Pathways NT is committed to protecting your privacy in line with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the NDIS Practice Standards.
Effective date: 5 October 2026 · Next review: 5 October 2027 · Version 2.0
1. About this policy
Healing Pathways NT (HPNT, we, us) is a locally owned occupational therapy practice in the Northern Territory and a registered NDIS provider. We handle your personal information in line with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the NDIS Practice Standards and the NDIS Code of Conduct. This policy explains what we collect, why, who we share it with, and the choices you have. ‘You’ includes clients, families, carers, guardians, nominees, referrers and website visitors.
2. What is personal information?
Personal information is information that identifies you or could reasonably identify you. Health information and other sensitive information (for example disability, health and cultural background) gets extra protection. We collect it only with your consent or where the law allows.
3. Information we collect
Website visitors
- Details you give us through forms or email, such as your name, contact details and enquiry.
- Technical data such as device type, pages visited and IP address, collected through Google Analytics.
Clients and families
- Identity and contact details, date of birth, and NDIS details (participant number, plan dates, funding, plan manager or support coordinator).
- Health and disability information, diagnoses, functional and assessment information, goals, clinical notes, reports and risk screenings.
- Details of your nominees, guardians, carers and other supports, and of other providers involved in your care.
- Appointment, billing and service agreement records.
- Photos, video or audio only where you have given consent.
4. How we collect your information
- Directly from you, your family or your nominee, through referral and intake forms, phone, email, telehealth and appointments.
- From referrers and other providers (for example support coordinators, GPs, schools, hospitals and the NDIA), with your consent or where the law allows.
- From our own assessments and service delivery.
5. Why we collect and use your information
- To assess your needs and deliver safe, effective occupational therapy.
- To write reports and keep accurate clinical records.
- To schedule, invoice and claim for services, including through the NDIS.
- To communicate with you and your nominated supports.
- To meet legal, funding, audit and NDIS Commission obligations.
- To manage risk, incidents, complaints and service quality.
- To run our business, including secure systems and administration.
We use your information only for the purpose we collected it, a related purpose you would reasonably expect, or as required or permitted by law. We do not sell your information.
6. Disclosure of your information
6.1 Disclosure with your consent
We share relevant information with people involved in your care, such as your support coordinator, plan manager, GP, school, other therapists or your nominee, when you consent.
6.2 Disclosure without consent
We may disclose information without consent where the law requires or permits it, for example to prevent a serious threat to life, health or safety, to report an incident or abuse as required, to the NDIS Commission or NDIA, or under a court order.
6.3 Software and technology providers
We use the following systems to run the practice. Providers that host your information act under agreements that restrict how they may use it. Some store or process data outside Australia; where this applies we take reasonable steps to make sure your information stays protected. Each provider has its own privacy policy, which we encourage you to read.
| System | What we use it for | Information involved |
|---|---|---|
| Microsoft 365 (SharePoint, Outlook, Forms) | Document storage and email | Client documents, assessments, contact details |
| Splose | Practice management: client records, clinical notes, scheduling, invoicing, forms | Client, health, NDIS and billing information |
| Google Analytics | Understanding how visitors use our website | Device type, pages visited and IP address |
7. Cookies and your choices
Our website uses cookies. Essential cookies are always on so the site works. Optional analytics and advertising cookies are only set if you do not reject them — you can accept all, reject optional cookies, or choose your categories. You can change your preference at any time using the ‘Cookie settings’ link in the footer of any page.
8. Data security
We take reasonable steps to protect your information from misuse, interference, loss and unauthorised access, including:
- Role-based access so team members see only what they need.
- Strong passwords and multi-factor authentication on our systems.
- Agreements with technology providers about security and confidentiality.
- Staff training on privacy and confidentiality.
- Secure disposal of information we no longer need.
9. Retention of your information
We keep clinical and service records for at least 7 years after the last service for adults, and until the client turns 25 for children and young people. After that we securely destroy or de-identify them.
10. Access and correction
You can ask to see or correct your personal information at any time. Contact us using the details below. We will respond within a reasonable time, normally 30 days, and may ask you to verify your identity. If we cannot give you access, we will explain why.
11. Children, parents and guardians
For children and young people, we work with parents or guardians, and we involve the child in decisions in a way that suits their age and understanding. Consent for children is given by their parents or legal guardians.
12. Data breaches
If there is a data breach likely to cause serious harm, we will act quickly to contain it, assess it, tell affected people and report it to the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme. We also report to the NDIS Commission where required.
13. Complaints
If you have a concern about how we handle your information, tell us first so we can fix it. Your complaint will not affect your services. If you are not satisfied you can contact the Office of the Australian Information Commissioner (OAIC) or the NDIS Quality and Safeguards Commission.
14. Contact us
Healing Pathways NT
Phone: 0466 998 324
Email: admin@hpnt.com.au
Post: PO Box 40456, Casuarina NT 0811
Clinic (by appointment): 2 Kahlin Avenue, Larrakeyah NT 0820
Clinic (by appointment): Shop 4A/2 Crosby St, Zuccoli NT 0832
Approved by: HPNT Directors · Date: October 2026