YOUR INFORMATION,HANDLED CAREFULLY
VennCare handles personal and health information so we can respond properly, deliver safe occupational therapy services, and communicate with the people involved in your support in a lawful and careful way.
Needed for care
We collect personal information that is reasonably needed to respond to enquiries, assess referrals, coordinate services, and provide occupational therapy support.
Limited access
Access to personal and health information is limited to people who need it for care, service administration, compliance, or professional support.
Reasonable safeguards
We use practical administrative, technical, and operational safeguards to reduce the risk of misuse, loss, unauthorised access, or disclosure.
What this policy is about
This Privacy Policy explains how VennCare handles personal information and health information through this website, online forms, enquiries, referrals, and the delivery of occupational therapy services.
It applies to information we collect from clients, prospective clients, parents, guardians, carers, referrers, representatives, and website users.
What information we may collect
The information we collect depends on how you interact with us. It may include names, contact details, addresses, dates of birth, referral details, appointment information, funding information, goals, support needs, reports, and other information relevant to service delivery.
Depending on the service, we may also collect sensitive information, including health information. If you use our website, forms, or learning tools, we may also collect information you choose to submit and limited technical or usage information needed to operate those features.
How we collect information
We usually collect information directly from you, your parent, guardian, carer, or authorised representative.
We may also collect information from referrers, GPs, allied health providers, support coordinators, plan managers, schools, care providers, residential providers, government agencies, or funding bodies where you have authorised this or where the law otherwise permits it.
Information may be collected through website forms, email, phone calls, intake documents, service agreements, appointments, clinical sessions, reports, and ordinary administration.
Why we collect, hold, and use information
We collect, hold, and use information so we can respond to enquiries, assess referrals, decide whether we can provide services, deliver occupational therapy, prepare reports, manage bookings, communicate with the people involved in support, and manage billing, funding, and administration.
We may also use information to meet legal, ethical, clinical, insurance, and professional obligations, and to improve our systems, website, and service processes.
We do not sell personal information.
When we may disclose information
We may disclose information to people or organisations involved in your care, referral pathway, funding, administration, or support where that is reasonably necessary and there is appropriate authority or legal basis to do so.
This may include treating teams, referrers, support coordinators, plan managers, funding bodies, schools, care providers, software or administration providers, and professional advisers who support our operations.
We may also disclose information where required or authorised by law, including where there is a serious threat to health or safety or where records are requested through a lawful process.
Storage, security, and retention
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. This may include secure software systems, access controls, permissions, and internal process safeguards.
No system can guarantee absolute security, but we aim to keep our information handling proportionate to the sensitivity of the information involved.
We keep information for as long as it is reasonably needed for service delivery, administration, legal obligations, and professional record-keeping requirements.
Access, correction, and privacy concerns
You can ask us for access to personal information we hold about you, or ask us to correct information that is inaccurate, incomplete, or out of date. We may need to verify identity before responding.
Some requests may be limited by law or by legitimate clinical, privacy, or administrative considerations, but we will handle requests in line with applicable privacy requirements.
If you have a privacy concern or complaint, contact us first so we can review the issue. If the issue cannot be resolved, you may be able to contact the Office of the Australian Information Commissioner.
Website tools, analytics, and third-party services
Our website may use third-party tools, forms, booking systems, analytics, or embedded services to help operate the site and improve user experience.
Where third-party services are used, information may be handled under that provider's own privacy terms as well as ours. We encourage you to review the privacy practices of third-party providers before using their services.
Updates to this policy
We may update this Privacy Policy from time to time by publishing a revised version on this website. The updated version takes effect from the date it is published.