Privacy Policy
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Date of Implementation: 1st November 2025
Review Date: 1st November 2027
Version: 1.0
1. Purpose
The purpose of this Privacy Policy is to explain how Nurturing Possibilities Pty Ltd collects, uses, discloses, stores, and protects personal information, and to outline the rights of individuals in relation to their personal information. This policy aims to ensure transparency, build trust with children, families, and stakeholders, and demonstrate our commitment to complying with the Privacy Act 1988 and the Australian Privacy Principles (APPs).
2. Definitions
For the purposes of this Privacy Policy:
• Personal Information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information is true or not and whether it is recorded in a material form.
• Sensitive Information includes information about an individual’s health, disability, developmental needs, genetic or biometric information, and other information afforded higher protection under the Privacy Act 1988.
• Client refers to the child receiving services and their parent(s), guardian(s), or carer(s).
• Services refers to early childhood intervention, family support, assessment, consultation, and related supports provided by Nurturing Possibilities Pty Ltd.
• We / Us / Our refers to Nurturing Possibilities Pty Ltd.
• You refers to any individual whose personal information is collected, including parents, carers, guardians, website users, or service providers.
• NDIS refers to the National Disability Insurance Scheme.
3. What Personal Information We Collect
We may collect personal information that is reasonably necessary to provide our services, including but not limited to:
a) Client and Family Information
• Names, dates of birth, and contact details
• Parent/carer details
• NDIS information (including participant number and plan details)
• Developmental, educational, and therapy-related information
• Health and disability-related information (including reports, assessments, and progress notes)
• Cultural, linguistic, or communication preferences (e.g. Auslan use)
b) Website and Enquiry Information
• Name, email address, phone number
• Information submitted through enquiry or contact forms
• Basic website usage data (e.g. IP address, browser type), where applicable
c) Administrative and Financial Information
• Invoicing and payment details
• Service agreements and consent forms
Sensitive information (such as health or disability information) is only collected with consent and where necessary to provide appropriate supports.
4. How We Collect Personal Information
We collect personal information in a number of ways, including:
• Directly from you (e.g. intake forms, emails, phone calls, consent forms)
• During service delivery and sessions
• Through referrals from other professionals (with consent)
• Via our website or digital communication platforms
5. Why We Collect and Use Personal Information
We collect and use personal information to:
• Provide early childhood intervention and support services
• Communicate with clients and families
• Develop individualised plans and session notes
• Meet NDIS, legal, and professional obligations
• Manage billing, payments, and records
• Improve our services and operations
• Contact clients and families via phone, email, or text message for appointments, service delivery, invoicing, and important updates
We will not use personal information for purposes unrelated to our services without consent, unless required or authorised by law. If you choose not to provide certain personal or sensitive information, we may be unable to provide some or all of our services, or to meet our professional, legal, or NDIS obligations.
6. Disclosure of Personal Information
We may disclose personal information to:
• Parents or legal guardians
• Other professionals involved in a child’s support (with consent)
• The NDIS, NDIA, or relevant government bodies (where required)
• Service providers who assist us with business operations (e.g. accounting, IT systems), who are required to maintain confidentiality
We do not sell or rent personal information to third parties. Some cloud-based service providers we use may store data on servers located outside Australia. We take reasonable steps to ensure that any overseas recipients handle personal information in accordance with Australian privacy laws.
7. Storage and Security of Information
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. This includes:
• Secure digital record-keeping systems
• Password-protected devices and accounts
• Limiting access to personal information to authorised persons only
We use secure, reputable cloud-based systems to store and manage personal information, including Google Workspace for clinical records and client files, and QuickBooks for administrative and financial records. These systems use industry-standard security measures, including encryption and access controls.
Personal information and clinical records are retained for a minimum of seven (7) years in accordance with legal, professional, and funding requirements, or longer where required by law.
8. Access and Correction
You have the right to:
• Request access to personal information we hold about you or your child
• Request corrections if information is inaccurate, incomplete, or out of date
Requests can be made in writing using the contact details below. We will respond within a reasonable timeframe.
9. Website and Online Information
When you visit our website, we do not attempt to identify you as an individual unless you choose to provide personal information through an enquiry or contact form. Information submitted via contact or enquiry forms on our website is collected only for the purpose of responding to your request and is treated as personal information.
Our website may include links to other websites for information or resources. We are not responsible for the privacy practices of those websites.
10. Complaints
If you have concerns about how we have handled personal information, you may contact us directly. We will take all complaints seriously and aim to resolve them promptly. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au
11. Changes to This Policy
We may update this Privacy Policy from time to time. The most current version will be available on our website.
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12. Contact Information
For questions, access requests, or complaints regarding privacy, please contact:
Nurturing Possibilities Pty Ltd Director: Gabriella Castellarin
Phone: +61 466 483 143
Email: gabby@nurturing-possibilities.com