Privacy Policy

Square One Therapy Hub Pty Ltd ("we", "us", "our") is committed to protecting the privacy of our clients, families and visitors. This policy outlines how we collect, use, store and disclose personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) and the Health Records and Information Privacy Act 2002 (NSW).

Information we collect

We collect personal and health information necessary to provide allied health services. This typically includes name, contact details, date of birth, Medicare or NDIS details, GP and referrer details, clinical history, assessment results, therapy notes, and correspondence with other providers.

How we use your information

We use your information to deliver therapy services, coordinate care with other practitioners, process Medicare, NDIS and private health claims, communicate with you about appointments, and meet our professional and legal obligations.

Children & young people

Many of our clients are under 18. Where a client is a minor, we collect personal and health information with the informed consent of a parent or legal guardian, and we share information about the child's care with that parent or guardian unless doing so would be unsafe or contrary to the child's best interests. Young people aged 14 and over are involved in decisions about their own care wherever developmentally appropriate.

Cookies & website analytics

Our website uses Google Analytics 4 to understand how visitors find and use the site. GA4 sets first-party cookies and collects technical data such as pages viewed, approximate location (city level), device type, browser and referrer. IP addresses are anonymised before storage. We do not use this data to identify individual visitors and we do not run advertising or remarketing pixels.

You can opt out at any time by enabling "Do Not Track" or Global Privacy Control in your browser, using a browser extension such as the Google Analytics opt-out add-on, or clearing/blocking cookies for this site.

Third parties we use to deliver this service

We use a small number of trusted third-party providers to run our practice and this website. Each only receives the information needed to perform its function:

• Halaxy — online booking, clinical records and claiming (data hosted in Australia).
• Halaxy AI Scribe — assists clinicians to draft clinical notes during appointments, with consent (see below).
• Formspree — processing enquiries submitted via the website contact form.
• Google Analytics 4 — anonymised website usage analytics.
• Lovable / Cloudflare — website hosting and content delivery.

AI scribe during appointments

Some clinicians use Halaxy AI Scribe to help generate accurate clinical notes during sessions. The AI scribe is only ever used when an adult aged 18 or over who can lawfully provide consent is present in the session, and that person has given the clinician verbal consent at the start of the appointment. The scribe is not used with children unaccompanied by a consenting adult.

You can decline or withdraw consent at any time, without affecting your care. Audio captured by the scribe is processed solely to draft the clinical note for that session, is stored within Halaxy's Australian-hosted infrastructure, and is subject to the same access controls and retention rules as the rest of your clinical record.

Disclosure

We only disclose your information to third parties (such as GPs, NDIS support coordinators, schools or other treating clinicians) with your consent, or where required by law. We do not sell your data.

Storage and security

Client records are stored in secure practice management software hosted within Australia, with role-based access controls. Paper records are kept in locked storage. We retain records for at least 7 years after your last appointment (or until age 25 for minors), as required by AHPRA and applicable state legislation.

Accessing and correcting your information

You may request access to or correction of your personal information at any time by contacting our practice manager. We will respond within 30 days.

Complaints

If you believe we have breached your privacy, please contact us first so we can investigate. If you are not satisfied, you may contact the Office of the Australian Information Commissioner (oaic.gov.au).

Changes to this policy

We may update this policy from time to time to reflect changes to our services or legal obligations. The "last updated" date at the top of this page will always show the most recent revision. Material changes will be notified via a notice on this page.

Contact

Square One Therapy Hub
4 Short Street, Kogarah NSW 2217
Phone: 0424 943 297
Email: manager@squareonetherapyhub.com.au