Who we are

Little Braves OT

Privacy Policy

Last updated: February 2026

Little Braves OT (‘we’, ‘us’, ‘our’) is a paediatric occupational therapy practice based in the Ballina region of New South Wales, Australia. We are committed to protecting the privacy and confidentiality of the personal information we collect, in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, store, and disclose personal information, including the information collected through our website at www.littlebraves.com.au.

By using our website or engaging our services, you consent to the practices described in this policy. If you do not agree, please do not submit personal information through our website.

1. Who This Policy Applies To

This policy applies to:

     

    • Parents and carers who make enquiries or engage our services on behalf of their child.

    • Children who receive occupational therapy services from Little Braves OT.

    • Any individual who visits or submits information through our website.

2. What Information We Collect:

We collect personal information that is necessary to provide our occupational therapy services and respond to enquiries. This may include:

Information collected through our contact form including:

     

    • Parent or carer name

    • Mobile phone number

    • Email address

    • Child’s name and age

    • Enrolled school and year level

    • Method of funding (Private, NDIS Plan Managed, or NDIS Self Managed)

    • Any additional comments or messages you choose to include.

Information collected during the provision of services:

If you engage our services, we may also collect more detailed information relevant to the delivery of occupational therapy, including developmental and medical history, assessment results, goals, and progress notes. The collection and handling of clinical records is governed by additional professional and legal obligations as described in Section 6.

Autocmatically collected information:

Our website may automatically collect non-personally identifiable data such as browser type, pages visited, and time spent on the site. This is used only for website improvement purposes and does not identify you as an individual.

3. How We Collect Information

We collect personal information:

     

    • Directly from you via the enquiry form on our website (www.littlebraves.com.au).

    • Via email or phone communication initiated by you.

    • Through intake and consent forms completed prior to or at the commencement of services.

    • During the delivery of occupational therapy assessments and sessions.

 

4. How We Store Your Information

We use a number of third-party platforms to store and manage information in the course of running our practice. These are described below.

WEBSITE HOSTING – VENTRAIP

Our website and its contact form are hosted by VentraIP Australia, an Australian-owned hosting provider. Data submitted through our contact form is stored on servers located within Australia.

EMAIL AND DOCUMENT MANAGEMENT – MICROSOFT AND GOOGLE

We use Microsoft (including Outlook and OneDrive) and Google (including Gmail and Google Drive) for business communications, note-taking, and document management. These platforms may store data on servers that are located outside of Australia, including in the United States or other jurisdictions.

Both Microsoft and Google are signatories to recognised international data protection frameworks and implement robust security measures including encryption, access controls, and compliance certifications. By engaging our services or submitting an enquiry, you acknowledge that your information may be processed or stored using these platforms.

We take reasonable steps to ensure that any information stored in these systems is protected through strong passwords, two-factor authentication, and access limited to authorised personnel only.

CLINCIAL RECORDS

Clinical records and service-related documentation are stored securely in accordance with the professional and legal obligations outlined in Section 6.

5. Why We Collect and Use Your Information

We use the personal information we collect to:

     

    • Respond to your enquiry and assess whether our services are suitable for your child.

    • Schedule appointments and deliver occupational therapy services.

    • Communicate with you about your child’s progress, goals, and recommendations.

    • Manage billing and funding arrangements, including NDIS plan management.

    • Meet our legal, professional, and ethical obligations.

    • Improve our website and service delivery.

We will not use your information for any purpose other than those described above without your prior consent.

6. Our Professional Obligations

As a registered occupational therapist, Little Braves OT operates under professional and regulatory obligations that govern the handling of client information, including:

     

    • Occupational Therapy Australia Code of Ethics and professional standards.

    • Ahpra (Australian Health Practitioner Regulation Agency) registration standards.

    • NDIS Quality and Safeguards Commission requirements for registered and unregistered providers (as applicable).

    • The Health Records and Information Privacy Act 2002 (NSW), which applies to health information collected in New South Wales.

Health information is a sensitive category of personal information and is afforded additional protections under these frameworks. We will only collect health information with your consent, or where it is necessary to provide a health service.

Clinical records are retained for a minimum of 7 years from the date of last service for adults. For clients who were children at the time of service, records are retained until the child turns 25 years of age (or 7 years after last service, whichever is later), in accordance with NSW health records legislation.

7. Disclosure of Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances:

     

    • With your written consent — for example, when liaising with your child’s school, teacher, specialist, or other health professional.

    • With NDIS plan managers or support coordinators where relevant to funding and service delivery.

    • Where required by law — for example, if we are legally obligated to report a child protection concern under the Children and Young Persons (Care and Protection) Act 1998 (NSW).

    • With our service providers — such as our website host (VentraIP Australia) and email provider — who are bound by confidentiality obligations and operate within Australia.

We will always seek your consent before sharing information with other parties unless there is a legal or mandatory reporting obligation to do so.

8. Overseas Disclosure

As noted in Section 4, we use Microsoft and Google cloud platforms for business communications and document management. These services may store or process data on servers located outside Australia. We take reasonable steps to ensure these providers maintain appropriate data security standards.

We do not otherwise intentionally disclose personal information to overseas recipients. Our website is hosted in Australia by VentraIP. If our data handling practices change materially, we will update this policy accordingly.

9. Your Rights

Under the Australian Privacy Principles, you have the right to:

     

    • Access the personal information we hold about you or your child.

    • Request that we correct information that is inaccurate, incomplete, or out of date.

    • Make a complaint if you believe we have mishandled your personal information.

    • Withdraw consent for the use of your information (noting this may affect our ability to provide services).

To exercise any of these rights, please contact us using the details provided in Section 11. We will respond to all requests within a reasonable timeframe.

10. Complaints

If you have a concern about how we have handled your personal information, please contact us directly in the first instance. We take all privacy complaints seriously and will work with you to resolve the matter promptly.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

11. Contact Us

If you have any questions about this Privacy Policy or the way we handle your personal information, please get in touch:

Little Braves OT

Ballina Region, New South Wales, Australia

Website: www.littlebraves.com.au

Email: admin@littlebraves.com.au

Phone: 0468 814 468

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our practices or legal obligations. The current version will always be available on our website. We encourage you to review this policy periodically.

This policy was last reviewed in February 2026.