Privacy Policy
Company Details
Haven Disability Services WA Pty Ltd
Trading as Haven OT
ABN: 92 667 017 807
Address: 314/17 Freeman Loop, North Fremantle WA 6159 (Postal Only)
Email: hello@haven-ot.com
Purpose:
Haven OT is committed to protecting your privacy and handling personal and health information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This Privacy Policy explains how we collect, use, store, and disclose personal information.
1. What Information We Collect
We may collect the following types of personal information:
Full name, date of birth, and contact details
NDIS number and plan details
Guardian or nominee details
Medical history and health information
Assessment results and therapy notes
Progress notes and reports
Support plans and recommendations
Billing and payment information
Communication records (email, phone, Teams)
Information submitted through our website
Health information is considered sensitive information under privacy law.
2. How We Collect Information
We collect information:
Directly from participants
From guardians or nominees
From support coordinators
From the National Disability Insurance Agency (NDIA)
From other treating professionals (with consent)
During assessments and service delivery
Through phone, email, Microsoft Teams, and other communications
Via our website contact forms
Where reasonable and practical, we collect information directly from you.
3. Why We Collect Information
We collect, use, and hold personal information for the following purposes:
To provide occupational therapy services
To assess, plan, and deliver supports
To prepare reports and recommendations
To communicate with participants, guardians, and support teams
To comply with NDIS and legal requirements
For billing and administrative purposes
To meet insurance and regulatory obligations
We only collect information that is reasonably necessary for these purposes.
4. Disclosure of Information
We may disclose personal information to:
Participants and their guardians
Plan managers
Support coordinators
The NDIA
Other health professionals involved in care (with consent)
Insurers
Legal or regulatory authorities where required
IT and cloud service providers who host or support our systems
We do not sell personal information.
5. Release of Information to Third Parties
Haven OT may release personal and health information to third parties in certain circumstances, with your consent or as required by law. This may include:
External health professionals or specialists involved in your care
Third-party service providers assisting with administration, billing, or IT support
Educational institutions or researchers, where information is de-identified or consent is provided
Legal representatives, courts, or regulatory bodies where disclosure is legally required
We only release information that is necessary for the purpose for which it is being shared and take reasonable steps to ensure third parties handle information securely and in accordance with privacy laws.
You have the right to request details of any third parties to whom your personal information has been released.
6. Storage and Security
Haven OT takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
We store information:
In Splose (our secure cloud-based practice management system)
In Google Drive
In Microsoft 365 (including Outlook and Teams)
Security measures include:
Password-protected systems
Multi-factor authentication
Restricted access to authorised staff only
Secure devices
Confidentiality obligations for all employees and contractors
Where paper documents are received, they are scanned into our secure systems and securely destroyed.
7. Overseas Disclosure
Some of the cloud-based systems we use (including Google and Microsoft services) may store or process data on servers located outside Australia.
We take reasonable steps to ensure service providers have appropriate data protection safeguards in place.
8. Access and Correction
You may request access to personal information we hold about you. You may also request correction of inaccurate, incomplete, or outdated information.
Requests should be made in writing to hello@haven-ot.com. We will respond within a reasonable timeframe (generally within 30 days).
In some circumstances permitted by law, we may refuse access. If this occurs, we will provide reasons.
9. Complaints
If you have concerns about how your information has been handled, please contact us in writing at hello@haven-ot.com.
We will investigate and respond within a reasonable timeframe. If you are not satisfied with our response, you may lodge a complaint with the NDIS Quality and Safeguards Commission.
10. Data Breaches
If we become aware of a data breach that is likely to result in serious harm, we will:
Assess the breach promptly
Notify affected individuals where required
Notify the Office of the Australian Information Commissioner where required under the Notifiable Data Breaches Scheme
11. Updates to This Policy
We may update this Privacy Policy from time to time. The current version will always be available on our website.