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Privacy Policy – Insight Rehab Pty Ltd

Last updated: 06/07/2026

Insight Rehab Pty Ltd (ABN 70 688 576 776) provides speech pathology services. In this policy, “we”, “us” and “Insight Rehab” mean the practice, and “you” means our client (or the person you help). Looking after your privacy matters to us. We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Health information is extra-private (“sensitive information”) under the law, so we only collect it with your consent and only for your care.

This guide explains, in plain English, how we collect, use, store and protect your personal information. If you would like a copy of our full Privacy Policy, please contact us and we will be happy to provide one.

 

  1. What information we collect

We only collect what we need to give you safe, effective services:

  • Your details – name, address, phone, email, date of birth, and an emergency contact. 
  • Health information – relevant health history, reports from other health professionals (like your GP), assessments, therapy notes, and your communication and swallowing needs. 
  • Funding details – your NDIS number and plan or plan manager; insurer or claim details (iCare, NIISQ, CTP or workers’ compensation); or your Medicare and referral details. We only use Medicare or health-identifier numbers for your care and claims, as the law requires. 
  • Other helpful details – family or next of kin, your goals, and any support you need (like an interpreter or accessible formats).

2. How we collect it

  • Usually straight from you (or the person who helps you) – through our forms, service agreement, or during sessions. 
  • Sometimes from others (like your doctor or another therapist) – but only with your consent, unless the law allows it or it is an emergency. 
  • We tell you why we are collecting it. If you choose not to share something, we will explain how that might affect your care or funding.

 3. How we use it

We use your information to give you good care – for example to assess your needs, plan and deliver therapy, book and remind you of appointments, track your progress, do invoices and funding claims, and meet reporting rules (like NDIS reports). We only use it for your care or things you would reasonably expect, and never for anything unrelated without asking you first. If we ever wanted to use your information for staff training, a service review or a testimonial, we would ask you first – or remove anything that identifies you.

4. Who we share it with

  • Your care team – with your agreement, we share what is needed with others helping you (like your GP, another therapist, or your support coordinator), on a need-to-know basis. 
  • Funders – the NDIS (NDIA) and the NDIS Commission, insurers (iCare, NIISQ, CTP, workers’ compensation), or Medicare — to report on or pay for your services. 
  • If the law requires it – for example a court order or subpoena, mandatory reporting, or to prevent a serious threat to someone’s safety. We share only the minimum needed.

We never sell or rent your information, and we do not use it for marketing without your permission.

5. The online tools we use, and overseas storage

To run our practice we use trusted software. Some stores information securely in the cloud, and some may store or back up data overseas (most likely Australia, and sometimes the United States). We choose providers with strong security, and your information stays protected under our agreements and the APPs. By engaging our Services and consenting to this privacy policy, you acknowledge that your personal information may be held with these third-party providers as described.

6. How we use AI

AI (artificial intelligence) helps us work more efficiently, but it never replaces your clinician’s judgement – all decisions about your care are made by your speech pathologist.

  • Session notes – We may use AI Note Scribe (through Zanda) to help write up session notes. The audio is not stored – only the encrypted text notes are kept – and the tool does not use your data to train its AI. We will tell you before we use it so you can agree or decline. 
  • Clinical resources and training materials – We may also use general AI tools – Claude (by Anthropic) and ChatGPT (by OpenAI) – to help us create clinical resources and training materials. When we do, we do not enter any information that could identify you, and we have chosen settings that opt out of using our data to train their AI models. To view Anthropic and OpenAI’s privacy policies click here and here.

7. Your consent

Because health information is sensitive, we ask for your consent to collect and use it. You give consent when you sign our service agreement or referral form and agree to this policy. We want your consent to be informed, voluntary and current, so we will explain things clearly and check in with you over time. You can change or withdraw your consent at any time – just tell us, and we will explain any effect on your services. Withdrawing consent does not undo any sharing that already happened with your permission.

8. How we keep your information safe

We take strong steps to protect your information: secure, password-protected systems with multi-factor login; encryption in storage and when sending; access on a need-to-know basis; locked storage for any paper records; and confidentiality agreements and privacy training for anyone who works with us. No system is ever completely safe, so we also have a data-breach plan. If a serious breach happened, we would act quickly and, where required, tell you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme.

9. How long we keep it

We keep your records only as long as needed, or as the law requires. For health records that usually means at least 7 years after your last service – and for children, until they turn 25. After that, we securely destroy or de-identify the information.

10. Seeing or fixing your information

You can ask to see the information we hold about you and ask us to fix anything that is wrong or out of date. Contact us and we will usually respond within 30 days. We may need to check your identity first. There is no charge to ask (we will tell you in advance if copying a large amount has a small cost). Rarely, the law lets us refuse access – for example if it would risk someone’s safety – and if so, we will explain why in writing.

11. Your choices

  • Marketing and newsletters – only if you opt in; you can unsubscribe at any time. 
  • Testimonials and stories – only with your separate consent; you can say no or change your mind. 
  • Research or students – we will ask first, and you can say no. None of these choices affect your services. 
  • Staying anonymous – for a first enquiry or feedback you can use no name or a pseudonym where practical; for ongoing care we need your real details for clinical and legal reasons.

12. Our website

If you use our website, cookies may collect basic analytics – you can turn these off in your browser. We do not use cookies to collect sensitive information. Our website may link to other sites; we are not responsible for their privacy practices, so please read theirs.

Any general information published by Insight Rehab on its website or social media platforms is provided for informational purposes only and does not constitute clinical, therapeutic, or legal advice. You should seek personalised advice from your treating clinician or healthcare provider before acting on such information.

13. Making a complaint

If you are unhappy with how we have handled your information, please tell us first so we can fix it. Contact the Director, Jason Bransby-Bell (details below). We will acknowledge it quickly and usually respond within 30 days.

You can also complain to:

Office of the Australian Information Commissioner (OAIC)

(a)        Website                     : https://www.oaic.gov.au

(b)        Phone                       : 1300 363 992

(c)        Mailing Address      : GPO Box 5218, Sydney NSW 2001, Australia

14. Contact us

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

(a)        Email address           : jason@insightrehab.com.au

(b)        Postal address          : PO Box 1669. Neutral Bay, NSW 2089

(c)        Telephone number   : 0414 560 421