Privacy policy.

Our commitment to your privacy

Babies On The Move is committed to protecting the privacy, confidentiality and security of the children and families who access our services.

We manage personal and health information in accordance with applicable Australian privacy requirements, including:

  • the Privacy Act 1988 (Cth)

  • the Australian Privacy Principles (APPs)

  • where applicable in New South Wales, the Health Records and Information Privacy Act 2002 (NSW) and Health Privacy Principles (HPPs)

This policy explains how Babies On The Move collects, holds, uses, discloses and protects personal and health information.

Information We May Collect

We collect and hold the following kind of information about you:

  • your name, address, date of birth, email and contact details

  • information about your family or relatives

  • information about other health professionals involved in your care

  • any government identifiers such as Medicare number, DVA number. However,
    we do not use these for the purposes of identifying you in our practice

  • other health information about you such as: a record of your symptoms, your relevant medical history, the diagnosis made and the treatment we give you:

    • specialist reports

    • test results

    • your appointment and billing details

    • your prescriptions

    • your healthcare identifier

    • your help fund details

    • other information about you collected for the purposes of providing care to you.

How do we collect and hold your personal information?

We will generally collect personal information about you in these ways:

  • directly from you when you give us your details (eg, face-to-face, over the phone,
    via registration form or an online form)

  • from a person responsible for you

  • from a third party where we are permitted by law to do that (eg. other health care professionals involved in your care, from your health insurer, from the My Health Record system etc.).

Why do we collect and use information about you?

We primarily collect and use personal information about you to provide our physiotherapy services to you and to communicate with you and others involved in your care in relation to those services.

We also sometimes use that information for other purposes, including:

  • to help us manage our accounts and administrative services, including billing, arrangements with health funds, pursuing unpaid accounts, management of our IT systems and

  • to conduct accreditation, quality assurance or internal audits.

When and why might we share information about you with others?

We may disclose information about you to others outside of our practice as permitted or required
under law. This will include situations where we disclose information about you in order:

  • to comply with our legal obligations (eg. mandatory reporting under legislation,
    responding to a court order or subpoena)

  • to consult with other health professionals involved in your healthcare team including NDIS

  • to get test results from diagnostic and pathology services

  • to claim on insurance

  • to communicate with your health fund, with government and other regulatory
    bodies such as Medicare

  • to help us manage our accounts and administrative services (eg. billing or debt recovery, arrangements with health funds, pursuing unpaid accounts etc.)

  • to lessen or prevent a serious threat to a patient’s life, health or safety or a serious threat to public health or safety

  • to help in locating a missing person

  • to establish, exercise or defend an equitable claim through the My Health Record

  • to prepare the defence of anticipated or existing legal proceedings

  • to discharge notification obligations to liability insurers.

Your right to seek access to and to seek correction of the information we hold about you

You have the right to seek access to and correction of the personal information we hold about you.

We will normally respond to your request within 30 days. To make the request, you should contact: babiesonthemovephysio@gmail.com

If you think that the information we hold about you is not correct, let us know in writing. We will
take reasonable steps to correct your personal information where the information is not accurate
or up-to-date. From time to time, we may also ask you to verify that the information we hold about
you is correct and current. And please notify us if and when your contact details change.

Security: how we hold your personal information

We take reasonable steps to protect the information we hold about you. These are designed to
prevent unauthorised access, modification or disclosure and to prevent misuse and loss.
This includes:

  • holding information in secure cloud storage

  • getting staff to sign confidentiality documents

  • providing staff with training or induction etc. about confidentiality and (in particular)
    security issues

  • access to information restricted on a ‘need to know’ basis and

  • strong password protections when accessing the information on a computer.

Your right to receive treatment from us anonymously
(or by using a pseudonym)

Where it is lawful and practicable for us to do so, you can be treated anonymously or through use
of a pseudonym (a name other than yours).

Clinical Record Retention and Destruction

Clinical records are retained in accordance with applicable legal, professional and regulatory requirements.

For health information subject to New South Wales private health-provider requirements:

  • where information was collected when the individual was 18 years or older, it is generally retained for at least 7 years from the last occasion on which a health service was provided;

  • where information was collected while the individual was under 18 years of age, it is generally retained until the individual reaches 25 years of age.

Different requirements may apply in other jurisdictions or circumstances.

When information is no longer required to be retained, reasonable steps will be taken to securely destroy or appropriately de-identify it where lawful.

Digital Systems and Artificial Intelligence

Babies On The Move may use digital and artificial intelligence-assisted tools to support limited aspects of practice.

Appropriate uses may include assisting with:

  • organisation and formatting of clinical documentation

  • improving clarity and readability

  • correspondence

  • administrative tasks

  • parent education materials

  • home exercise programs

  • literature searches

AI may assist the physiotherapist; it does not replace the physiotherapist.

The treating physiotherapist remains professionally responsible for clinical assessment, reasoning, treatment, recommendations and documentation.

AI, Personal Information and Informed Consent

Personal and sensitive health information will not routinely be entered into publicly available general-purpose generative AI systems.

Before an approved AI system is used to process identifiable client information, Babies On The Move will consider matters including:

  • why the AI system is being used

  • what information it collects

  • what information it processes

  • how and where information is stored

  • security protections

  • retention arrangements

  • whether third parties can access the information

  • whether information may be used to train or improve an AI model

  • limitations of the system

  • the level of human oversight.

Where appropriate or required, the parent, guardian or client will be informed about the proposed AI use.

This may include explaining:

  • the particular AI system or type of system being used

  • why it is being used

  • what information will be processed

  • relevant storage and data-handling arrangements

  • how the physiotherapist will oversee its use.

Appropriate informed consent will be obtained and documented where required.

Where an AI-assisted process is optional, clients may decline that optional use and an appropriate conventional alternative will be available without compromising access to physiotherapy care.

Clinical Decision-Making and AI

AI will not independently:

  • diagnose a child

  • determine NDIS eligibility

  • determine NDIS funding

  • determine therapy frequency

  • determine whether treatment should commence, continue or cease

  • determine access to Babies On The Move services

  • prioritise children based on their health information

  • determine equipment requirements

  • make other significant clinical decisions.

The treating physiotherapist independently reviews and approves clinical documentation, reports, recommendations and decisions for which they are professionally responsible.

Automated Decision-Making

Babies On The Move does not arrange for general-purpose generative AI to independently make significant decisions about children or families.

If Babies On The Move introduces technology that falls within these requirements, this Privacy Policy will be updated as required, including information about relevant:

  • kinds of personal information used; and

  • kinds of decisions made or substantially assisted by the system.

Photographs, Video and Audio

Photographs and video may have legitimate clinical uses in paediatric physiotherapy, including:

  • assessment

  • treatment planning

  • monitoring progress

  • communication with the treating team

  • recognised paediatric assessment processes.

Appropriate informed consent will be obtained where required.

Identifiable photographs, video or audio will not be uploaded to general-purpose AI systems.

Disclosing information about you overseas

We do not propose to disclose information about you to anyone overseas. If we want to transfer
your personal information overseas, we will first seek your consent, unless we are required by law to do the transfer.

If you have a privacy-related concern about us

If you have concerns about the way we’ve handled your privacy, let us know. You should do that in writing. We will then try to respond to you within 30 days.

If you are not satisfied with our response, you can refer your complaint to the Office of the
Australian Information Commission, whose contact details are:

Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Post: GPO Box 5218 Sydney New South Wales 2001

Website: https://www.oaic.gov.au/privacy/privacy-complaints/

Updating this policy

We will update this policy from time to time, to reflect any changes in our information-handling
practices or the law or both.

We will notify you of changes to the policy by posting it on our website.

How to contact us

To contact us about any privacy related issues, please send an email to: babiesonthemovephysio@gmail.com

Updated October 2026