About this policy
Moving Kids Physio is a paediatric physiotherapy practice in Adelaide. We respect your privacy and the privacy of your child. This policy explains what personal information we collect, why we collect it, how we keep it safe, and how you can see it, correct it or make a complaint.
We are a health service provider, so we must follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles. As an NDIS provider, we also follow the NDIS Practice Standards and the NDIS Code of Conduct.
Some of our participants are adults. Where this policy talks about “you” or “your child”, it means the participant and, where they choose or where there is legal authority, their parent, guardian, nominee or support person.
What information we collect
We only collect information we need to provide physiotherapy and run our practice. This may include:
- names, date of birth, address, phone and email for the participant and their parents, guardians or other contacts;
- health, disability and development information, such as medical history, assessments, progress notes, reports and goals;
- NDIS details, such as NDIS number, plan dates, funding type and plan manager;
- the names of other people in the participant’s care team, such as their GP, paediatrician, other therapists, school, kindy or support coordinator;
- photos or videos taken during sessions, only with consent; and
- billing and payment information. We do not keep bank card details.
Health information is “sensitive information” under the Privacy Act, and we take extra care with it.
How we collect it
We collect most information directly from you: through our intake and consent forms, online forms, phone calls, emails and sessions. With your consent, we may also collect information from other people involved in care, such as a GP, paediatrician, hospital team, other therapists, school or kindy, support coordinator, plan manager or the NDIA.
Why we collect and use it
We use personal information to:
- assess, plan and provide physiotherapy, and review progress;
- communicate with you about appointments, reports and services;
- work with the participant’s care team, with consent;
- send invoices and make NDIS claims;
- meet our legal and professional obligations, including to the NDIS Quality and Safeguards Commission, AHPRA and child safety laws; and
- improve our services.
We never sell personal information. We do not use it for marketing, or use photos on social media, without separate written consent.
Who we share it with
With your consent, we share information with the people involved in the participant’s care, such as their GP, paediatrician or other doctors, hospital teams, other therapists, school, kindy or childcare, support coordinator, plan manager, the NDIA and equipment suppliers. We only share what is needed.
We may share information without consent only where the law requires or allows it. Examples are to prevent a serious threat to someone’s safety, to make a child protection report, or when a court or regulator requires it.
For a participant aged 18 or over, we only share information with their family with the participant’s consent or where there is legal authority, such as an NDIS plan nominee or a guardian.
How we store and protect it
- Clinical records are kept in Splose, our practice management system. Splose stores data in Australia, encrypts it, and backs it up securely.
- Our email and office documents are kept in Google Workspace.
- Every staff member has their own login with two-step verification, and only sees what their role needs.
- We do not keep paper clinical records. Any paper notes are entered into Splose and then shredded.
- Staff are trained in privacy and sign a confidentiality agreement.
We keep participant records for at least 7 years after the last service, or until the participant turns 25, whichever is later. After that, we destroy them securely.
Information stored overseas
Splose stores clinical records in Australia. Google Workspace, which we use for email and office documents, may store information on servers outside Australia, including in the United States. Google is required to protect this information under its data processing terms.
Our website
When you use the online forms on our website, such as requesting an appointment, the information you enter goes directly to Splose. Our anonymous feedback form uses Google Forms and does not collect your name or email unless you choose to give them.
Our website uses cookies and Google tools to understand how visitors use the site. This information does not identify you. You can turn off cookies in your browser settings.
Seeing or correcting your information
You can ask to see the information we hold about you or your child, or ask us to correct anything that is wrong. Contact our Privacy Officer (details below). We will respond within 30 days and there is no charge. If we can’t give you access to some information, we will explain why in writing.
If something goes wrong
If personal information is lost or accessed without permission, we act straight away to contain it. If it is likely to cause serious harm, we will tell you and the Office of the Australian Information Commissioner (OAIC).
Questions and complaints
If you have a question or a concern about privacy, please contact our Privacy Officer. We will acknowledge your complaint within 2 business days and aim to resolve it within 21 days. You can also give feedback anonymously using our online feedback form.
If you are not satisfied with our response, you can contact:
- Office of the Australian Information Commissioner (OAIC): 1300 363 992, oaic.gov.au
- NDIS Quality and Safeguards Commission (for NDIS participants): 1800 035 544, ndiscommission.gov.au
Contact our Privacy Officer
Privacy Officer (Director), Moving Kids Physio
110 Goodwood Road, Goodwood SA 5034
Phone: 0438 832 062
Email: [email protected]
Changes to this policy
We review this policy every year and when our practices change. The latest version is always on our website.
Moving Kids Physio
Last updated: 19 October 2026