Privacy Policy
(updated: 15 October 2026)
Your information matters.
We want you to understand what happens to your information and how we look after it.
This policy explains:
What information we collect about you.
Why we need it.
Where your information is kept.
How we keep it safe.
Who we share it with.
What you can do if you have questions or would like to access your information
Who we are
‘We, our, us’ are Khuluma Speech Pathology, ABN 19 471 583 174. We provide speech pathology services.
When we refer to ‘client’s or ‘you/your’ below, we mean both former and current clients, as well as people who make enquiries about our products and services (i.e. potential clients).
What information we collect about you.
Khuluma Speech Pathology may collect personal, sensitive and health information that is reasonably necessary to respond to enquiries, provide services, complete administration, meet legal and professional obligations, and operate the business. This may include:
Name
DOB
Gender
Parent and guardian's details
Address (some cases)
Contact details - Email address (+ of parent) and Phone number
Medicare details
NDIS number
Health information - past medical history
Social history - who they live with, school/kindergarten they attend.
Information shared by health professionals, school staff, childcare/kindergarten staff.
Photographs, videographs, audiorecordings.
Country of birth, Need for an interpreter, Language(s) spoken at home
Hobbies, motivations, interests, and activities in which clients and their families like to participate
Why we need to collect your information
We collect personal information, including health information, to help us assess your needs, understand your communication or swallowing difficulties, and provide the right speech pathology support.
We may also use your information to:
Manage our business, including appointments, records and other administrative tasks.
Meet our legal and professional responsibilities, including relevant laws, regulations, NDIS requirements and professional guidelines.
Manage payments, including billing, insurance claims and NDIS payments.
Work as a team, by sharing relevant information between staff involved in your care.
Communicate with other professionals, such as your doctor or other health professionals involved in your care.
Communicate with the NDIS or insurers, when needed to support your care or manage funding and claims.
Manage legal or insurance matters, including complaints, claims or legal proceedings.
Keep people safe, including clients, families and staff.
Where your information is kept
Khuluma Speech Pathology uses digital systems to manage enquiries, clinical information, business records, communication, invoicing and administration, including:
Halaxy for practice management, online forms, client records, progress notes, clinical documentation and service information
Gmail, and Google Drive for email, business documents, file storage and internal communication
Squarespace for website hosting, and for enquiry, referral forms submitted through the website
Instagram and Facebook messages for initial enquiries, with people redirected to formal enquiry channels where appropriate
Google Drive where needed for limited file sharing or collaboration, but not as the primary clinical record system
Google Meet and Zoom for telehealth, online meetings, training or consultation
Xero for invoicing, accounting and payment-related information
Heidi, Claude or similar AI-assisted tools where appropriate
Other secure platforms where reasonably required to provide services, training, resources, communication or administration
Where third-party platforms are used, information may be stored or processed by those providers in accordance with their own privacy and security practices. Khuluma Speech Pathology takes reasonable steps to select reputable systems that are appropriate for the type of information being collected, stored or shared, and to satisfy itself that those providers handle personal information in a manner consistent with the Australian Privacy Principles.
How we keep it safe
Khuluma Speech Pathology takes reasonable steps to protect personal, sensitive and health information from misuse, interference, loss, unauthorised access, modification or disclosure. This may include:
Using secure digital systems
Password protection and multi-factor authentication where available
Limiting access to information to team members or providers who need it
Storing clinical records in appropriate practice management systems
Using secure email, file storage and administrative systems
Maintaining professional confidentiality expectations with team members and contractors
Reviewing systems and processes where needed
No digital system can be guaranteed to be completely secure. However, Khuluma Speech Pathology takes reasonable steps to protect the information it holds.
Who we share it with
The following people may have access to the information we hold about you:
Our clinic owner/founder speech pathologist
Our clinical staff (employed or contracted);
Our administrative staff (employed or contracted);
Our third-party professional advisors and service providers, including (without limitation) our lawyers, book-keepers, accountants, auditors, tax consultants, actuaries, management consultants and IT service providers (including software-as-a-service providers);
Medicare, private health insurance providers, our insurers and reinsurers;
The National Disability Insurance Agency and its agents
We will not rent, sell, trade or otherwise disclose to any other third parties any personal information about you without your consent, or unless we are required to by law (including pursuant to a court or tribunal order), or where a permitted general situation (including a permitted health situation) exists within the meaning of the Privacy Act 1988 (Cth), or if we reasonably believe disclosure is necessary for enforcement-related activities.
Automated Decision Making - Artificial Intelligence
Khuluma Speech Pathology may use Artificial Intelligence (AI) tools to support administration, clinical documentation, therapy planning, resource development, supervision, mentoring, training, content creation and service improvement. This may include tools such as Heidi, ChatGPT, Claude or similar platforms.
AI tools may assist with tasks such as:
drafting or summarising notes
preparing resources
planning sessions
developing training materials
reflecting on clinical practice
improving administrative efficiency
creating content or general educational information
AI tools do not replace clinical judgement, professional responsibility or individualised assessment.
Any clinical recommendations, therapy plans, reports, resources or decisions remain the responsibility of Khuluma Speech Pathology and are reviewed by an appropriate clinician before use — no decision that could significantly affect your rights or interests is made by an AI tool without meaningful human review.
Where AI tools are used, Khuluma Speech Pathology takes reasonable steps to protect personal, sensitive and health information, including removing or changing identifying details, limiting the amount of information shared, using de-identified information where possible, and only using identifiable information where reasonably necessary, appropriate and consistent with privacy obligations and consent.
Khuluma Speech Pathology does not enter identifiable health information into general AI tools unless appropriate safeguards, consent and privacy considerations are in place, and takes reasonable steps to prevent inadvertent disclosure of identifiable information to such tools.
Heidi may be used as an AI-assisted clinical documentation tool, such as to assist with note-taking, summarising appointments or drafting clinical documentation.
What you can do if you have any questions or would like to access your information
If you have any questions, or would like to access or amend the information we have about you, please email: Lisa Mangwiro: admin@khulumaspeech.com.au
If you have a complaint about the information we have kept, please contact: The Office of the Australian Information Commissioner (OAIC) - this is the independent national regulator for privacy and freedom of information: www.oaic.gov.au