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Our Privacy Policy is made available to clients upon the commencement of services with Adapt Wellbeing and is also available on this webpage for reference. The Policy is reviewed regularly in line with our document control processes. Should you have any queries about this Policy, please speak to your consultant or contact us at feedback@adaptwellbeing.com.au. 

Policy

At Adapt Wellbeing, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines our practices regarding the collection, storage, usage, and protection of your personal information, in accordance with the Privacy Act 1988 and its amendments.

Automated Decision Making

Adapt Wellbeing does not use automated decision-making processes. All decisions regarding service provision and client care are made by qualified health professionals.

Use of AI and Assistive Technology

Adapt Wellbeing may use a range of digital tools and technologies to support the efficient and high-quality delivery of services. This may include the use of artificial intelligence (AI) tools to assist with tasks such as:

• Transcription of clinical notes during or following sessions. Verbal consent will always be obtained from the client (and/or their representative) prior to the use of any transcription tool;
• Research and information retrieval to support clinical practice; and
• Refinement of professional language in documentation.

All clinical reasoning, assessment findings, professional judgements, and report content remain the sole responsibility of your consultant and are not generated by AI. The use of these tools complies with applicable professional and ethical standards, including those set by AHPRA and Occupational Therapy Australia.

Where AI or transcription tools involve the processing of your personal or health information by a third-party platform, this is addressed further under Third Party Disclosure and Cross-Border Data Transfer below.

Collection of Personal Information

We obtain your informed, voluntary, and specific consent before collecting, using, or sharing your personal or health information, including for referrals, reports, or communications with other providers. The collection of this information allows us to provide our services effectively. The types of personal information we may collect include but are not limited to:

• Name
• Contact information (address, email, phone number)
• Date of birth
• Health information and medical history
• Occupation and workplace details
• Billing and payment information
• Emergency contact details
• Other relevant information for assessment and treatment

 Purpose of Collection

We collect and use your personal information for the following purposes:

• Providing personalised services.
• Communicating with you regarding appointments, assessments, and treatments.
• Billing and invoicing for services rendered.
• Maintaining accurate health records for treatment continuity.
• Complying with legal and regulatory requirements.
• Improving our services through analysis and research (anonymised data).
• Sending newsletters, updates, and promotional materials with your consent.

 Storage and Security

We take reasonable steps to ensure that your personal information is securely stored to prevent unauthorised access, use, or disclosure. Your information is stored in password-protected electronic systems and physical records, which are accessible only to authorised personnel. We maintain stringent security measures to protect against data breaches and unauthorised access.

Third Party Disclosure

We may disclose your personal information to third parties under the following circumstances:

• With your consent.
• To comply with legal obligations, court orders, or government requests.
• To trusted service providers who assist us in delivering our services (e.g., appointment scheduling software, payment processing and AI-assisted clinical tools such as transcription platforms). These providers are engaged under appropriate data handling agreements.
• In case of a medical emergency, your emergency contact or healthcare provider may receive relevant information.
• In the event of a business transfer or merger, where your personal information may be transferred to the new entity.

Access and Correction

You have the right to access the personal information we hold about you, request corrections if the information is inaccurate, and withdraw your consent at any time (noting this may affect the services we can provide). If you wish to access or update your information, please contact us using the details provided below. We will respond to your request within a reasonable timeframe.

Data Retention

We retain your personal and health information for a minimum of 7 years from the date of your last contact, or longer if required by law, after which it will be securely destroyed.

Opting Out and Unsubscribing

If you no longer wish to receive newsletters, updates, or promotional materials, you can opt-out by following the instructions provided in the communication or by contacting us directly.

Cross-Border Data Transfer

Some of our service providers, including certain AI and transcription platforms, may store or process data on servers located outside of Australia. In such cases, we ensure that appropriate data protection mechanisms are in place to safeguard your personal information during cross-border transfers, consistent with our obligations under the Australian Privacy Act 1988.

Data Breach Notification

In the unlikely event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

Complaints

If you believe your privacy rights have been violated, you have the right to file a complaint with the relevant regulatory authorities or to contact us at feedback@adaptwellbeing.com.au.

Changes to the Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be made available on our website, and we recommend reviewing it periodically.

Contact Us

If you have any questions, concerns, or requests related to your personal information or this Privacy Policy, please contact us at feedback@adaptwellbeing.com.au.

By using our services, you acknowledge that you have read and understood this Privacy Policy, and you consent to the collection, usage, and disclosure of your personal information as outlined herein.

Last updated: 18 March 2026

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