Privacy Policy

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1. Introduction

Cubby and Cards Therapy is committed to protecting your privacy and the privacy of your child. We understand the sensitive nature of the information we handle and are dedicated to managing it responsibly and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, store, and protect your personal information.

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2. What Information We Collect

We collect personal information necessary to provide quality play therapy services to children and families. The types of information we may collect include:

Contact Information: Names, addresses, phone numbers, email addresses of parents, guardians, caregivers, and emergency contacts.

Child Information: Child's name, date of birth, school details, and other relevant background information.

Health and Clinical Information: Developmental history, presenting concerns, diagnoses, treatment goals, session notes, assessment results, and progress records. This is sensitive information under the Privacy Act.

Referral Information: Information provided by referring professionals with your consent.

Payment Information: Billing details and payment records (credit card information is processed by our secure payment processor and is not stored by us).

Website Information: Information collected through our website forms, including names, email addresses, phone numbers, and any messages or inquiries you submit.

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3. How We Collect Information

We collect information through:

Direct Collection: Information you provide through intake forms, online booking forms, assessment questionnaires, during therapy sessions, and through ongoing communication.

Our Website: Information submitted through contact forms, booking forms, or other online tools on our website.

Online Assessment Tools: Information collected through secure online assessment platforms.

Third Parties: Information from referring professionals, schools, or other service providers (only with your consent).

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4. How We Use Your Information

We use your personal information for the following purposes:

To provide play therapy services to your child

To assess, plan, and monitor treatment progress

To communicate with you about appointments, treatment plans, and billing

To coordinate care with other professionals (with your consent)

To comply with legal and professional obligations

To process payments and maintain financial records

To respond to your inquiries and provide customer service

5. How We Store and Protect Your Information

We take the security of your information seriously and implement reasonable measures to protect it from misuse, interference, loss, unauthorized access, modification, or disclosure. Our security measures include:

Electronic Records: Client records are stored securely using encrypted practice management software and secure cloud storage with password protection and restricted access.

Physical Records: Any physical records are stored in locked cabinets in a secure location.

Access Controls: Only authorized personnel have access to client information on a need-to-know basis.

Email Communications: We use secure email platforms for communications containing sensitive information.

Website Security: Our website uses industry-standard security measures to protect information submitted through online forms.

We retain your information for as long as required by law and professional standards. In Victoria, health records must generally be retained for a minimum period (typically 7 years for adults and until the child reaches 25 years of age for pediatric records, though specific requirements may vary). After this period, records are securely destroyed.

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6. Who We Share Your Information With

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

With Your Consent: We may share information with other healthcare providers, schools, or family members when you provide explicit consent.

Service Providers: We use trusted third-party service providers (practice management software, cloud storage, email platforms, payment processors, online assessment tools) who are contractually obligated to protect your information and use it only for the purposes we specify.

Legal Requirements: We may disclose information if required by law, court order, subpoena, or to protect the safety and wellbeing of a child or others.

Professional Supervision: De-identified or anonymised information may be discussed in professional supervision or consultation to ensure quality care.

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7. Your Rights

Under the Australian Privacy Principles, you have the following rights:

Access: You have the right to request access to the personal information we hold about you and your child.

Correction: You can request that we correct any inaccurate, incomplete, or out-of-date information.

Complaints: If you believe we have breached your privacy, you have the right to make a complaint.

Consent Withdrawal: You can withdraw consent for certain uses of your information, though this may affect our ability to provide services.

To exercise these rights, please contact us using the details provided at the end of this policy. We will respond to your request within a reasonable timeframe, typically within 30 days. In some circumstances, we may need to refuse access (for example, if providing access would pose a serious threat to someone's life or health, or if it would have an unreasonable impact on another person's privacy).

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8. Children's Privacy

As a play therapy service, we primarily work with children and collect sensitive information about them. We recognise that children's privacy requires special protection. We collect information about children only with parental or guardian consent and for the purpose of providing therapeutic services. Parents and guardians have the right to access and request correction of their child's information, subject to any professional or legal obligations that may limit access in certain circumstances.

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9. Third-Party Services

We use third-party services to help operate our practice, including practice management software, cloud storage providers, email platforms, website hosting, and online assessment tools. These service providers have their own privacy policies and we encourage you to review them. We select service providers that implement appropriate security measures and are committed to protecting your privacy.

10. Website and Online Forms

Our website may collect information through contact forms, booking forms, and other online tools. Information submitted through our website is transmitted securely and stored in accordance with this privacy policy. Our website may use cookies or similar technologies to improve user experience. You can control cookie settings through your browser.

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11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a new effective date. We encourage you to review this policy periodically.