PRIVACY POLICY

Nexus Assistive Technologies Pty Ltd

Nexus Assistive Technologies (we, us, our) is committed to protecting the privacy of your personal information. This policy explains how we manage, protect, and handle your personal information, your privacy rights, and how we collect, use, and disclose your information.

Compliance with Privacy Laws

In handling your personal information, we comply with:

•     The Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles

•     The Personal Data Protection Act 2009 (Qld) (PDPA) where applicable

•     Other relevant Queensland legislation

We have policies and procedures in place to ensure that:

•     Personal information is managed in an open and transparent way

•     The privacy of personal information of clients, participants and staff is protected

•     We collect and handle personal information fairly and lawfully

•     The personal information we collect is used and disclosed for legally permitted purposes only

•     We regulate access to and correction of personal information

•     We maintain the confidentiality of personal information through appropriate storage and security measures

•     We implement appropriate data security practices and breach response procedures

Consent and Client Acknowledgement

How We Obtain Consent

Consent to collect, use, and disclose personal information is obtained at the point of service engagement. When you book an appointment with us, you are required to:

•     Complete our online appointment booking form

•     Provide your personal and health information as requested

•     Review and acknowledge our Privacy Notice (included within the booking process)

•     Actively confirm your consent to our privacy practices before finalizing your appointment

Consent is Mandatory for Service Access

You cannot complete your appointment booking without providing consent. If you do not consent to our collection and use of your information as outlined in this Privacy Policy, the booking process will not be finalized, and we will be unable to provide services to you.

What You're Consenting To

By completing your appointment booking and acknowledging this privacy statement, you consent to us:

•     Collecting your personal and health information

•     Using that information to provide services to you

•     Disclosing information as permitted under this policy (to healthcare providers, NDIS coordinators, or as legally required)

•     Contacting you about appointments and service delivery

Withdrawal of Consent

You may withdraw consent at any time by contacting us in writing. However, please note that withdrawal may prevent us from continuing to provide services.

Types of Personal Information We Collect

To provide assistive technology services and support, we may collect your:

•     name, address, telephone number and email address

•     date of birth

•     gender

•     emergency contact details

•     health information and medical history

•     disability or support needs information

•     financial information (where relevant to service provision)

•     diversity information (ethnicity, cultural background, lifestyle preferences)

•     photographic or video information (with consent)

•     clinical and assessment documentation (including notes, treatment plans, and progress records)

•     device and technical data (IP addresses and system access logs via our practice management platform)

How We Collect Personal Information

We collect personal information from:

•     You directly

•     Your family members, carers or significant others

•     Your advocate, guardian or legal representative

•     Your medical practitioners, healthcare providers or other service providers

•     Government agencies and funded programs

Direct Collection: We will collect personal information directly from you unless:

•     We have your consent to collect information from another source

•     We are required or authorised by law to collect information from another source

•     It is unreasonable or impractical to collect directly from you

You may withdraw your consent to collect information from other sources at any time by contacting us. However, this may impact our ability to provide services or support.

Purpose of Collection and Use

We collect and use personal information primarily to:

•     Provide assistive technology services, support and care

•     Assess your needs and develop appropriate service plans

•     Enable service providers, medical practitioners and healthcare professionals to provide care and services

•     Invoice and manage payments for services

•     Maintain records and comply with legal obligations

•     Improve our services and customer experience

•     Conduct research or quality assurance activities (with your consent)

Data Storage and Security

Your personal information is stored securely through our practice management platform and other systems, which employ enterprise-grade security infrastructure.

Encryption and Protection: All data is encrypted using AES-256 encryption both in transit (during transmission) and at rest (when stored). Data is hosted on secure servers with redundancy and backup protocols to prevent loss or unauthorised access.

Access Controls: Only authorised staff members directly involved in providing you with services have access to your records. We take all reasonable steps to protect your personal information against misuse, loss, unauthorised access, modification, and disclosure. Your information is held securely in:

•     Locked filing cabinets and secure physical premises

•     Encrypted electronic databases

•     Secure, password-protected cloud-based systems

•     Restricted access limited to authorised staff members

Staff Training: Our staff are trained in privacy and information security practices. We implement industry-standard security measures and conduct regular reviews of our data handling practices.

Data Retention: We retain your information for the period necessary to provide services and comply with legal obligations. Clinical records are maintained in accordance with applicable healthcare and professional regulation standards and relevant legislation.

Disclosure of Personal Information

We may disclose your personal and health information for service provision purposes to:

•     Service providers, contractors and support workers assisting us

•     Medical practitioners, healthcare providers and allied health professionals

•     Hospitals, ambulance services and emergency services

•     The National Disability Insurance Scheme (NDIS) and other government agencies

•     Your nominated advocate, carer, guardian or enduring power of attorney (aged 18+)

•     Emergency contacts where necessary to protect your health or safety

Restrictions on Use and Disclosure: We will not use or disclose your personal information for purposes other than providing services unless:

•     You have given consent

•     The purpose is related to service provision and you would reasonably expect disclosure

•     We reasonably believe disclosure is necessary to prevent or lessen a serious and imminent threat to your life, health or safety, or to public health or safety

•     We suspect unlawful activity and disclosure is required or authorised by law

•     We are required to disclose by law or court order

Overseas Disclosure: We will not disclose your personal information to overseas recipients unless you have consented or we are required by law to do so.

Artificial Intelligence in Clinical Documentation

Our practice uses artificial intelligence features to assist in drafting clinical documentation. This process operates under the following protections:

•     Data Processing: Your clinical information may be processed through secure data-sharing agreements with third-party AI service providers

•     No Retention by Third Parties: Your data is never retained by AI service providers or other external processors after processing is complete

•     No Model Training: Your information is never used to train, improve, or develop AI models

•     Your Control: You have the right to request that clinical notes be prepared without AI assistance

Accessing Your Personal Information

Your Right to Access: Under the Privacy Act, you have the right to access your personal information held by us. To request access to your information:

•     Contact us using the details below

•     Provide proof of identity

•     Specify what information you require

We will take all reasonable steps to provide access within 7 business days of your request, or notify you if an extension is required.

Correction of Information: If you believe information we hold is inaccurate, incomplete or out of date, you may request correction. We will take reasonable steps to correct the information.

Data Portability: You may request to receive your information in a portable format.

Employee and Volunteer Information

Employees: Personal information about current and former employees is managed in accordance with applicable workplace and privacy laws. Privacy protections apply to employee information used for purposes beyond the employment relationship.

Volunteers: Personal information collected and held about volunteers is managed in accordance with the Privacy Act and relevant Queensland legislation.

Privacy Data Breaches

If your personal information is lost, stolen, or subject to unauthorised access or disclosure, we will:

•     implement our Data Breach Management Policy and Procedure

•     assess the seriousness and likelihood of harm

•     notify you if required by privacy laws

•     notify the Privacy Commissioner if required

•     take steps to prevent further breaches

Privacy Complaints

How to Lodge a Complaint: All privacy complaints can be lodged through our complaint handling process by contacting us directly.

How We Handle Complaints: All privacy complaints will:

•     be treated seriously and with confidentiality

•     be dealt with as promptly as possible

•     be investigated thoroughly and fairly

•     not affect your existing service arrangements or obligations

•     not affect commercial arrangements between you and us

You will be informed of the outcome of your complaint following completion of the investigation.

External Complaints: If you are not satisfied with our response, you may lodge a complaint with:

•     Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au | 1300 363 992

Contact Us

For privacy enquiries, requests for access, or complaints, please contact:

Nexus Assistive Technologies Pty Ltd – Info@nexusassistivetechnologies.com.au

Policy Review

This policy is reviewed regularly to ensure compliance with current privacy legislation in Queensland and Australia. We will notify you of any significant changes.