Privacy Policy

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Effective Date: 7 January 2026

Kalima Speech Pathology Pty Ltd (“we”, “us”, “our”) is committed to protecting the privacy, dignity, and confidentiality of our clients and their families. This Privacy Policy explains how we collect, use, store, and share personal information in line with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and NDIS requirements.

1. What information we collect

We collect personal and sensitive information that is necessary to provide safe and effective speech pathology services. This may include:

• Child and parent/guardian names, contact details, and dates of birth
• NDIS information such as NDIS number, plan dates, goals, and funding management
• Health, developmental, and communication information relevant to therapy
• Assessment results, reports, session notes, and progress records
• Information from other professionals involved in your child’s supports (e.g. educators, health professionals), where consent has been provided
• Billing and payment information 

Sensitive information is only collected when required and with appropriate consent.

2. How we collect information

We collect information in several ways, including:

• Intake, referral, consent, and service agreement forms
• Direct communication with families (in person, phone, email)
• During assessment and therapy sessions
• From other professionals involved in the child’s care, with consent

3. How we use personal information

We use personal information to:

• Provide speech pathology assessments and therapy
• Communicate with families about appointments, progress, and services
• Prepare reports, therapy plans, and recommendations
• Coordinate supports with other professionals, where consent is provided
• Meet legal, ethical, professional, and NDIS obligations
• Manage billing, payments, and NDIS claims

4. Sharing (disclosure) of information

We may share personal information:

• With parents/guardians or NDIS participants
• With other professionals involved in the child’s supports (e.g. educators, support coordinators, health 
• professionals), where consent has been given
• With NDIS plan managers for billing purposes (where applicable)
• When required or authorised by law

We do not share information without consent unless legally required.

5. Use of digital systems and AI-assisted tools

We use secure, approved digital systems for clinical documentation, scheduling, billing, and service delivery.

We may also use AI-assisted tools to support administrative and clinical tasks such as:

• Drafting or formatting reports
• Summarising clinician notes or information already provided
• Improving clarity and efficiency of written communication

AI tools are used as support only. They do not replace clinical judgement. All assessments, reports, and clinical  decisions are reviewed and approved by a qualified Speech Pathologist.

We take reasonable steps to ensure:

• Only necessary information is used
• Privacy, confidentiality, and data security standards are maintained

We may provide links to external websites or services (e.g. therapy resources or assistive technology providers). 

These third parties are not controlled by us, and families are encouraged to review their privacy policies separately.

6. Storage and security of information

We store personal information securely using encrypted, password-protected systems and devices.

We take reasonable steps to protect information from misuse, loss, unauthorised access, modification, or disclosure.

Access to client information is limited to authorised personnel only.

7. Accessing and correcting information

You may request access to your or your child’s personal information and request corrections if information is 

inaccurate or incomplete.

Requests should be made in writing, and we will respond within a reasonable timeframe.

8. Record retention

Client records are kept in line with legal, professional, and NDIS requirements. When information is no longer 

required, it is securely destroyed or de-identified.

9. Complaints and concerns

If you have any concerns about how your information has been handled, please contact:

Kalima Speech Pathology Pty Ltd

Email: admin@kalimaspeech.com.au

Phone: 0494 597 732

We aim to resolve concerns promptly and respectfully. If you are not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC).

10. Changes to this policy

This Privacy Policy may be updated from time to time. The most current version will be available on our website or upon request.

Kalima Speech Pathology Pty Ltd