Privacy Policy
Last updated: September 2026
Being Kids is committed to protecting the privacy and confidentiality of the children, young people and families we support.
This Privacy Policy explains how Being Kids collects, uses, stores, discloses and protects personal and health information.
Being Kids provides occupational therapy services and handles health information in the course of providing those services. As a private health service provider, Being Kids is required to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), as well as the Health Records Act 2001 (Vic) and the Victorian Health Privacy Principles (HPPs).
1. Who we are
Being Kids is a private paediatric occupational therapy practice.
Contact: admin@beingkids.com.au
Website: beingkids.com.au
For privacy enquiries, requests for access or correction of information, or privacy complaints, please contact:
Privacy contact: Owner
Email: admin@beingkids.com.au
2. What information we collect
The information we collect depends on the services you request and your interactions with Being Kids.
This may include:
Information about parents and carers
name
contact details, including phone number, email and address
relationship to the child
communication preferences
information relevant to providing services to your child.
Information about children
We may collect:
name
date of birth and age
address or suburb
information about development and functioning
information about physical, psychological or emotional health
disability and support needs
diagnoses and relevant medical information
information about sensory processing, communication, behaviour, regulation, sleep, feeding, toileting and daily activities where relevant to occupational therapy
assessment results and clinical observations
information about goals and progress
information about services provided by other health, education or support professionals
information relevant to NDIS supports or funding, where applicable.
Health information is considered sensitive information under the Privacy Act and is subject to additional privacy protections.
Administrative and billing information
We may also collect:
appointment information
invoices and payment information
NDIS and plan-management information where applicable
Medicare or private health insurance information where required to process a claim
correspondence and communications with you.
Website information
When you use the Being Kids website, we may collect technical information such as:
IP address
browser and device information
pages visited
approximate location information
information about how you use the website.
Being Kids uses Google Analytics to understand how visitors use our website. See the Website cookies and analytics section below.
3. How we collect information
We generally collect information directly from you.
This may occur through:
the Being Kids website and enquiry form
email
telephone conversations
referrals
intake and consent forms
occupational therapy appointments
assessments
written reports
correspondence with you
payment and invoicing processes.
We may also collect information from other people or organisations where this is appropriate and permitted, for example:
a parent or authorised carer
another health professional
a childcare centre, kindergarten or school
an NDIS-related provider
another person involved in your child's care.
Where we collect health information from another person, we will generally seek appropriate consent or rely on another lawful basis for collection.
4. Why we collect information
We collect personal and health information where it is reasonably necessary to operate Being Kids and provide occupational therapy services.
This includes to:
respond to enquiries and referrals
determine whether Being Kids is an appropriate service for your child
understand your child's needs and goals
provide occupational therapy assessment and intervention
develop and review therapy goals
communicate with parents and carers
communicate with other professionals involved in your child's care, where appropriately authorised
prepare clinical records and reports
manage appointments
process payments and invoices
process NDIS, Medicare or private health insurance claims where applicable
meet our legal, professional and regulatory obligations
manage and improve the services we provide
manage privacy, complaints and incidents.
We aim to collect only information that is reasonably necessary for these purposes. The OAIC's current guidance emphasises taking a data-minimisation approach when collecting personal information.
5. Health information and consent
Because Being Kids provides occupational therapy, much of the information we collect is health information.
Health information is sensitive information under the Privacy Act. In general, health service providers must obtain consent to collect sensitive information unless an exception applies.
Where appropriate, Being Kids will obtain consent before collecting, using or disclosing health information.
Consent may be express or, in appropriate circumstances, implied through a person's actions and circumstances.
For children, consent and authority will generally be obtained from a parent, guardian or other person who has appropriate authority to consent to the provision of services and handling of the child's information.
Where appropriate, we may ask for evidence of parental or guardianship authority.
6. Using and disclosing information
We will generally use personal and health information for the purpose for which it was collected, or for a directly related purpose that you would reasonably expect.
We may disclose information where reasonably necessary to provide occupational therapy services or manage the practice.
Depending on the circumstances, this may include disclosure to:
parents or carers
other health professionals involved in your child's care
childcare, kindergarten or school professionals involved in supporting your child
other relevant support providers
NDIS-related organisations or plan managers where applicable
Medicare or private health insurers where required to process a claim
organisations that provide administrative, technology, payment or other services to Being Kids
government agencies or other organisations where disclosure is required or authorised by law.
Where we disclose health information to another professional for the purpose of supporting your child's care, we will generally seek your consent or otherwise ensure that the disclosure is permitted under applicable privacy laws.
We will not sell your personal or health information.
7. Information provided by referrers and other professionals
If another person or organisation refers your child to Being Kids or provides information about your child, we may collect and retain that information where it is reasonably necessary to assess or provide our services.
This may include information provided by:
GPs and other health professionals
childcare and kindergarten educators
teachers and schools
other therapists
NDIS-related providers
parents, carers or guardians.
We will handle this information in accordance with this Privacy Policy and applicable privacy laws.
8. Our service providers and technology systems
Being Kids uses third-party technology providers to operate the practice.
These currently include:
Squarespace
Squarespace is used to host the Being Kids website and enquiry form.
Information submitted through the website may be processed by Squarespace as part of providing its website and form services.
GoDaddy
GoDaddy provides Being Kids' domain and email services.
Information contained in emails sent to or from Being Kids may therefore be processed or stored by GoDaddy as part of providing these services.
Halaxy
Being Kids uses Halaxy for client records, appointment management and invoicing.
Halaxy states that client data is stored in Australia, although it may disclose information to overseas recipients in certain circumstances depending on the services and integrations used.
Google Analytics
Being Kids uses Google Analytics to understand how visitors use the Being Kids website and to improve the website.
Google Analytics may collect information about website visits, devices and website usage.
Being Kids does not intentionally enter children's names, health information or other clinical information into Google Analytics.
9. Overseas disclosure
Some of the technology and service providers used by Being Kids may process personal information outside Australia.
For example, Squarespace's privacy documentation describes processing involving the United States and international data transfers.
Where Being Kids discloses personal information to an overseas recipient, we will take reasonable steps to ensure that the recipient handles the information consistently with applicable privacy requirements, as required by the Privacy Act.
The countries to which information may be disclosed can depend on the services and settings used by Being Kids and our technology providers.
10. Website cookies and analytics
The Being Kids website may use cookies and similar technologies.
Cookies may be used to:
make the website function correctly
remember preferences
understand website usage
improve website performance.
Being Kids uses Google Analytics for website analytics.
Where required, non-essential analytics cookies will only be used where the website visitor has provided appropriate consent.
Being Kids does not intentionally use website analytics to collect or record information about a child's health condition, diagnosis or therapy needs.
The OAIC's current guidance recognises that tracking technologies can create particular privacy risks for health websites because website activity may reveal sensitive health information.
11. Direct marketing
Being Kids may occasionally contact families about services, resources or other information relevant to Being Kids.
Where direct marketing rules apply, we will obtain the required consent and provide a simple way to stop receiving marketing communications.
We will not use a child's health information for direct marketing.
You can ask Being Kids at any time to stop sending marketing communications.
12. Keeping information accurate
Being Kids takes reasonable steps to ensure that personal and health information we hold is accurate, complete, relevant and up to date.
You can ask us to correct information if you believe it is inaccurate, incomplete or out of date.
13. How we store and protect information
Being Kids takes reasonable steps to protect personal and health information from:
misuse
interference
loss
unauthorised access
unauthorised modification
unauthorised disclosure.
We use password-protected systems and reputable third-party technology providers to manage information.
Access to clinical information is limited to people who need the information for legitimate practice purposes.
We will not include detailed security measures in this policy where doing so could reduce their effectiveness.
14. How long we keep information
Being Kids retains health information for the period required by applicable legislation and professional obligations.
In Victoria, the Health Records Act 2001 contains specific requirements concerning the retention and destruction of health information by health service providers. In particular, a health service provider generally cannot simply delete a health record when it is no longer actively being used.
When information is no longer required and can lawfully be destroyed or de-identified, Being Kids will take reasonable steps to do so securely.
15. Access to your information
You generally have a right to request access to personal and health information Being Kids holds about you or your child.
You can make an access request by contacting: admin@beingkids.com.au
Please provide enough information for us to identify the relevant records.
We will generally respond within a reasonable period.
There are limited circumstances in which access may be refused under applicable privacy laws. If access is refused, we will explain the reason where we are permitted or required to do so.
The Victorian Health Records Act provides individuals with an enforceable right to access health information held by private sector health service providers.
16. Correcting your information
If you believe information Being Kids holds about you or your child is inaccurate, incomplete, out of date or misleading, you can request that it be corrected.
Please contact: admin@beingkids.com.au
We will consider your request and take reasonable steps to correct information where appropriate.
Where a correction is not made, we will explain why and, where appropriate, provide an opportunity for a statement to be attached to the record.
17. Transferring information to another health professional
You may ask Being Kids to make your or your child's health information available to another health service provider.
Being Kids will consider and respond to such requests in accordance with the Victorian Health Records Act.
The Victorian Health Records Act specifically provides a mechanism for an individual to request that their health information be made available to another health service provider.
18. Privacy complaints
If you have a concern about the way Being Kids has collected, used, disclosed, stored or otherwise handled your personal or health information, please contact us first.
Privacy contact: Owner
Email: admin@beingkids.com.au
Please provide as much information as possible about your concern.
We will:
acknowledge your complaint;
investigate the matter;
discuss the outcome with you; and
take reasonable steps to address any privacy issue identified.
We will aim to respond to privacy complaints within 30 days, where practicable.
If you are not satisfied with our response, you may contact the relevant privacy regulator.
For matters concerning the Australian Privacy Act and Australian Privacy Principles, you can contact the Office of the Australian Information Commissioner (OAIC).
For matters concerning health information handled in Victoria under the Health Records Act 2001, you can contact the Health Complaints Commissioner (HCC).
19. Data breaches
Being Kids takes reasonable steps to prevent unauthorised access to or disclosure of personal information.
If we become aware of a data breach, we will assess the incident and take appropriate steps to contain, investigate and remediate it.
Where the Notifiable Data Breaches scheme applies and a breach is likely to result in serious harm, Being Kids will comply with the applicable notification requirements, including notifying affected individuals and the OAIC where required.
20. Children's information
Being Kids provides services primarily to children and recognises that children's health information requires particular care.
We collect information about a child only where it is reasonably necessary for our functions and activities and in accordance with applicable privacy laws.
We generally obtain information and consent from a parent, guardian or other authorised representative.
We take reasonable steps to ensure that children's information is only accessed, used or disclosed for appropriate purposes.
21. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
our services
technology and service providers
privacy laws
our information-handling practices.
The current version will be published on the Being Kids website.
Last updated: September 2026
Contact us
If you have questions about this Privacy Policy or how Being Kids handles personal information:
Being Kids
Email: admin@beingkids.com.au
Website: beingkids.com.au