Privacy Policy
01 Introduction
Life Flow Occupational Therapy is committed to protecting your privacy and handling your personal information with care, transparency and respect.
This Privacy Policy explains how Life Flow Occupational Therapy ("we", "us", "our") collects, uses, stores and discloses personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By using our website at www.lifeflowot.com.au or submitting information through our forms, you consent to the collection and use of your information as described in this policy.
Life Flow Occupational Therapy is operated by William Wolfenden. ABN: 63 744 638 729.
02 Information we collect
We collect personal information that is necessary to provide our services or respond to your enquiries. This may include:
Information you provide directly
Name, email address and phone number submitted via our contact form
Information submitted via our clinical intake and referral form (hosted on Splose), including client name, date of birth, address, diagnosis, NDIS details, funding information and health history
Any other information you choose to include in a message or enquiry
Information collected automatically
Website usage data including pages visited, time on site, browser type and device information, collected via Google Analytics 4 (GA4)
Search performance data collected via Google Search Console (GSC)
Cookie data as described in section 6
Sensitive information
Our clinical referral form collects sensitive information including health and medical details. We only collect this information where it is necessary to assess and provide occupational therapy services, and with your consent or the consent of the referring clinician.
03 How we use your information
We use personal information to:
Respond to your enquiries and communicate with you
Assess referrals and provide occupational therapy services
Manage client records and appointments
Comply with our legal and professional obligations as registered health practitioners
Improve our website and understand how visitors use it (via GA4 and GSC)
Send service-related communications where relevant
We will not use your personal information for purposes unrelated to the above without your consent.
04 Disclosure of information
We do not sell, rent or trade your personal information to third parties. We may share your information in the following circumstances:
With your consent — for example, when sharing information with other treating health professionals involved in your care
As required by law — including mandatory reporting obligations under applicable legislation
With service providers — such as our practice management software (Splose) and website platform (Squarespace), who process data on our behalf under their own privacy policies
In an emergency — where disclosure is necessary to prevent a serious threat to your life, health or safety, or that of another person
05 Third party services
Our website and operations involve the following third party services. Each operates under its own privacy policy:
Squarespace
Our website is hosted on Squarespace. Squarespace may collect technical data about your visit as part of their hosting services. View the Squarespace Privacy Policy.
Splose
Our clinical referral and intake forms are hosted on Splose, an Australian allied health practice management platform. Information submitted through these forms is stored and processed by Splose. View the Splose Privacy Policy.
Google Analytics 4 (GA4)
We use Google Analytics 4 to understand how visitors use our website. GA4 collects anonymised data including pages visited, session duration and device type. You can opt out of GA4 tracking by using the Google Analytics Opt-out Browser Add-on.
Google Search Console (GSC)
We use Google Search Console to monitor our website's performance in Google Search. GSC does not collect personal information about individual users.
Other third party tools
We may from time to time use additional third party tools or integrations. Where these tools collect personal information, we will update this policy accordingly.
06 Cookies & analytics
Our website uses cookies (small text files stored on your device) to help us understand how the site is used and to improve your experience.
Types of cookies we use
Essential cookies — required for the website to function correctly (set by Squarespace)
Analytics cookies — used by Google Analytics 4 to collect anonymised usage data
You can control cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website. For more information about cookies, visit allaboutcookies.org.
07 Data storage & security
We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
Personal information submitted via our website contact form is stored within Squarespace's secure infrastructure. Clinical information submitted via our referral form is stored within Splose's secure, Australian-based platform.
While we take all reasonable precautions, no data transmission over the internet can be guaranteed to be completely secure. If you have concerns about transmitting sensitive information, please contact us by phone instead.
We retain personal information for as long as necessary to provide our services and comply with our legal obligations as registered health practitioners. Health records are retained in accordance with applicable Australian legislation.
08 Your rights
Under the Australian Privacy Principles, you have the right to:
Access the personal information we hold about you
Request correction of inaccurate or incomplete information
Make a complaint about how we have handled your personal information
Withdraw consent to the use of your information, subject to our legal obligations
To exercise any of these rights, please contact us at info@lifeflowot.com.au. We will respond to your request within a reasonable timeframe.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
09 Health records
As a registered health practice, we are also bound by obligations under the Privacy Act 1988 (Cth) in relation to health information. Health information is treated as sensitive information and afforded a higher level of protection.
We collect health information only where it is necessary to assess and deliver occupational therapy services. This information is used solely for the purposes of your care and is not disclosed to third parties except as outlined in Section 4 of this policy.
Our practitioners comply with the AHPRA Code of Conduct and relevant professional obligations regarding client confidentiality.
10 Children's privacy
Our services are primarily directed at adults. We do not knowingly collect personal information directly from children under the age of 18 without the consent of a parent or guardian. If you believe we have inadvertently collected information from a child, please contact us immediately.
11 Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal obligations. The most current version will always be available on this page, with the date of the last update noted at the top.
We encourage you to review this policy periodically. Continued use of our website following any updates constitutes your acceptance of the revised policy.
12 Contact us
If you have any questions about this Privacy Policy or how we handle your personal information, please get in touch.
Life Flow Occupational Therapy
ABN: 63 744 638 729
Email: info@lifeflowot.com.au
Phone: 0433 513 569
Website: www.lifeflowot.com.au