PRIVACY POLICY
Little Oak Speech
ABN: 18612919399
Email: admin@littleoakspeech.com.au
Website: www.littleoakspeech.com.au
Last Updated: 7th June 2026
1. Introduction
Little Oak Speech ("Little Oak Speech", "we", "us" or "our") is committed to protecting the privacy, confidentiality and security of Personal Information and Health Information collected in connection with the provision of speech pathology and related services.
This Privacy Policy outlines how Little Oak Speech collects, holds, uses, discloses, stores and otherwise manages Personal Information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable legal, professional and ethical obligations.
By engaging our services, communicating with us, accessing our website, completing forms, attending appointments or otherwise providing Personal Information to us, you acknowledge and agree that your Personal Information may be collected, held, used and disclosed in accordance with this Privacy Policy.
2. Definitions
Health Information means information relating to an individual's physical health, mental health, disability, developmental history, assessments, diagnoses, treatment, therapy services, reports, recommendations and clinical records.
Personal Information has the meaning given in the Privacy Act 1988 (Cth).
Sensitive Information includes Health Information and any other category of information afforded additional protection under applicable privacy legislation.
3. Collection of Personal Information
Little Oak Speech may collect Personal Information and Sensitive Information reasonably necessary for the provision of speech pathology services and the operation of the practice.
The information collected may include:
Names and identifying information
Dates of birth
Residential and postal addresses
Telephone numbers
Email addresses
Emergency contact details
Medicare details
NDIS participant information
Funding information
Payment and billing information
Developmental, educational and behavioural information
Medical and health information
Assessment results
Therapy records and clinical notes
Reports and recommendations
Correspondence and communication records
Attendance records
Any other information reasonably required to provide services or comply with legal obligations
Where services are provided to a child, information may be collected from parents, guardians, carers, educational staff, medical practitioners, allied health professionals, support coordinators, plan managers and other persons authorised to provide information relevant to service delivery.
Little Oak Speech may collect information directly from individuals or indirectly from third parties where authorised, permitted or required by law.
4. Purpose of Collection
Little Oak Speech collects, holds, uses and discloses Personal Information for purposes including:
Providing speech pathology services
Conducting assessments
Developing treatment plans
Monitoring progress
Preparing reports and recommendations
Coordinating care with other service providers
Facilitating school, childcare and community-based services
Communicating with clients and authorised representatives
Managing appointments
Processing invoices and payments
Processing Medicare and NDIS related claims and administration
Maintaining clinical records
Obtaining professional advice
Managing complaints and disputes
Complying with legal, regulatory, professional and insurance obligations
Protecting the lawful interests of Little Oak Speech
Quality assurance, business administration and risk management
5. Consent
By providing Personal Information to Little Oak Speech, you consent to the collection, use, storage and disclosure of that information in accordance with this Privacy Policy.
Where required, Little Oak Speech may obtain additional consent before collecting, using or disclosing information.
A refusal to provide requested information, or withdrawal of consent, may affect our ability to provide services.
6. Disclosure of Personal Information
Little Oak Speech may disclose Personal Information where reasonably necessary for the purposes described in this Privacy Policy, including to:
General practitioners
Paediatricians
Specialists
Allied health professionals
Schools
Childcare centres
Kindergartens
Support coordinators
Plan managers
Funding bodies
Medicare
NDIS representatives
Insurers
Accountants and professional advisers
Legal advisers
Regulatory authorities
Government agencies
Little Oak Speech may also disclose Personal Information:
Where required or authorised by law
To comply with court orders, subpoenas, warrants or lawful requests
To establish, exercise or defend legal rights
To respond to complaints, investigations or regulatory enquiries
To prevent or lessen a serious threat to the life, health, safety or welfare of any person
Where otherwise permitted under applicable legislation
7. Child Protection and Mandatory Reporting
Little Oak Speech may disclose Personal Information without consent where required or authorised by law, including in connection with:
Child protection concerns
Suspected abuse or neglect
Mandatory reporting obligations
Serious threats to health or safety
Criminal activity
Lawful investigations
Where legally permissible and appropriate, affected individuals may be informed of such disclosures.
8. Parental Responsibility and Separated Families
Where services are provided to a child, Little Oak Speech may communicate with and provide information to a parent, guardian or person holding parental responsibility for that child.
Little Oak Speech is entitled to rely upon information provided by a parent, guardian or authorised representative regarding parental responsibility and decision-making authority unless provided with evidence to the contrary.
Where parents or guardians are separated, Little Oak Speech may communicate with either parent or guardian unless provided with a court order, parenting order, injunction or other legally binding document restricting such communication.
It is the responsibility of parents and guardians to provide Little Oak Speech with any relevant court orders, parenting orders or other legal documents affecting parental responsibility, consent or access to information.
Little Oak Speech reserves the right to obtain legal advice or suspend the release of information where there is uncertainty regarding parental authority or competing requests for access to information.
9. Storage and Security
Little Oak Speech takes reasonable steps to protect Personal Information from misuse, interference, loss, unauthorised access, modification and disclosure. Information may be stored:
Electronically
In cloud-based systems
Within practice management software
On password-protected devices
Through secure third-party service providers
In physical records where required
Security measures may include password protection, encryption, access controls, secure backups, cybersecurity safeguards and restricted access permissions.
While reasonable safeguards are implemented, no method of transmission over the internet or electronic storage system can be guaranteed to be completely secure.
10. Third-Party Service Providers
Little Oak Speech may engage third-party service providers to assist with the operation of the practice, including providers of:
Practice management software
Payment processing services
Accounting services
Information technology support
Cloud storage services
Website hosting services
Telecommunications services
Electronic communication services
These providers may have access to Personal Information only to the extent reasonably necessary to perform services on our behalf.
11. Overseas Disclosure
Certain third-party service providers may store or process information outside Australia.
Where Personal Information is disclosed overseas, Little Oak Speech will take reasonable steps to ensure such information is handled in a manner substantially consistent with Australian privacy requirements.
By engaging our services, you acknowledge that Personal Information may be transferred to, stored in or processed in jurisdictions outside Australia.
12. Telehealth and Electronic Communications
Little Oak Speech may communicate with clients using email, telephone, SMS, video conferencing platforms and other electronic means.
By electing to communicate electronically, clients acknowledge that electronic communications may be subject to interception, corruption, delay, unauthorised access or other risks beyond the reasonable control of Little Oak Speech.
To the maximum extent permitted by law, Little Oak Speech excludes liability arising from the transmission of information via electronic communication systems not controlled by Little Oak Speech.
13. Accuracy of Information
Clients, parents, guardians and authorised representatives are responsible for ensuring that information provided to Little Oak Speech is accurate, complete and current.
Little Oak Speech relies upon the accuracy of information provided when delivering services and making clinical decisions.
To the maximum extent permitted by law, Little Oak Speech accepts no responsibility for loss, damage or adverse outcomes arising from inaccurate, incomplete or outdated information supplied by a client or authorised representative.
14. Clinical Recordings
Little Oak Speech may request consent to create photographs, audio recordings or video recordings for clinical purposes, including assessment, therapy planning, progress monitoring, parent coaching, supervision and professional consultation.
Separate consent will be obtained prior to the creation of such recordings unless otherwise authorised by law.
Recordings will not be used for marketing or promotional purposes without specific written consent.
15. Professional Consultation and Supervision
Little Oak Speech may disclose limited client information to professional supervisors, mentors, consultants or peer practitioners for the purpose of professional supervision, quality assurance, risk management and clinical review. Such disclosures will be limited to information reasonably necessary for those purposes and will remain subject to confidentiality obligations.
16. Website Usage
When visiting the Little Oak Speech website, certain information may be collected automatically, including:
IP address
Browser type
Device information
Website usage information
Cookies and analytics information
This information is used to improve website functionality, security and user experience.
17. Website Enquiries and Online Forms
Individuals who submit information through the Little Oak Speech website, online booking systems or electronic enquiry forms consent to the collection, use and storage of that information in accordance with this Privacy Policy.
Individuals should avoid submitting highly sensitive, confidential or urgent clinical information through website enquiry forms unless specifically requested to do so.
Little Oak Speech does not guarantee the security of information transmitted over the internet and accepts no responsibility for unauthorised access occurring during transmission where such access is beyond the reasonable control of Little Oak Speech.
18. Social Media
Little Oak Speech maintains professional social media accounts. Clients are encouraged not to post confidential or sensitive information through social media platforms. Little Oak Speech will not discuss client matters through public social media channels.
19. Access and Correction
Individuals may request access to, or correction of, Personal Information held by Little Oak Speech. Requests should be submitted in writing. Access may be refused where permitted by law.
20. Retention of Records
Little Oak Speech retains records in accordance with applicable legal, regulatory, professional, insurance and risk management requirements.
Records relating to children may be retained until the child reaches adulthood and for any additional period required by applicable legislation, professional obligations, insurance requirements or risk management considerations.
Records may also be retained following the conclusion of services where reasonably necessary to:
Comply with legal obligations
Respond to complaints
Respond to audits, investigations or regulatory enquiries
Establish, exercise or defend legal rights
Defend actual or anticipated legal proceedings
Protect the lawful interests of Little Oak Speech
When records are no longer required, they may be securely destroyed, deleted or de-identified.
21. Data Breaches
Where Little Oak Speech becomes aware of a data breach, reasonable steps will be taken to investigate, contain and assess the breach. Where required by law, affected individuals and relevant regulatory authorities will be notified.
22. Business Transactions
In the event of a sale, transfer, succession, merger, restructure or disposal of all or part of the business, Personal Information may be disclosed or transferred as part of that transaction, subject to applicable legal and professional obligations.
23. Complaints
Any complaint concerning privacy or the handling of Personal Information should be directed to:
Little Oak Speech: admin@littleoakspeech.com.au
Little Oak Speech will endeavour to investigate and respond to complaints within a reasonable period. If you are dissatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner.
24. Amendments
Little Oak Speech reserves the right to amend this Privacy Policy from time to time.
The current version of this Privacy Policy will be made available on our website and upon request.
Continued engagement with Little Oak Speech following publication of an updated Privacy Policy constitutes acceptance of the revised Privacy Policy.
25. Governing Law
This Privacy Policy is governed by the laws of Queensland, Australia.
Any dispute arising in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of the courts of Queensland and any courts competent to hear appeals from those courts.