Privacy Policy Page

1. Introduction

We at OceanCare Disability Services (“we”, “us”, “our”) are committed to protecting the privacy and confidentiality of all individuals we support, our staff, contractors, and other stakeholders. This Privacy Policy explains how we collect, use, store, and disclose personal and sensitive information in accordance with the Privacy Act 1988 (Cth), applicable Australian Privacy Principles (APPs), the NDIS Act 2013, and relevant NDIS practice standards / safeguarding requirements.

This policy applies to all personal and sensitive information we hold — including information of clients (participants), their authorised representatives, employees, contractors, and volunteers.

2. What types of information we collect

We may collect and hold information including but not limited to:

• Contact information (name, address, telephone, email).
• Date of birth, gender, demographic data.
• Health and disability-related information, support needs, NDIS plan details, service history.
• Information about supports and services provided, support goals, care plans, progress notes.
• Financial information related to payment / billing (if relevant).
• Records of communications (e.g. phone, email), consents, incident reports.
• With consent: photographs, video or audio recordings (e.g. for reporting, care documentation).
• We only collect information that is reasonably necessary to provide services, meet our duty of care, comply with our legal obligations, and manage our operations.

3. How we collect information

We collect information:

• Directly from participants (or their authorised representatives) when you register with us or access our services.
• From third-party service providers, health professionals or agencies — but only with your consent or when authorised by law.
• From records or documentation provided to us as part of NDIS plans or other funding arrangements.

4. Use of personal information

We use the personal / sensitive information we hold to:

• Provide disability supports and services tailored to your needs.
• Monitor and review service delivery, progress, and support plans.
• Meet duty-of-care and safeguarding obligations under NDIS standards.
• Comply with relevant laws, regulations, and reporting requirements (e.g. to funding bodies or regulatory agencies).
• Communicate with you about your supports (e.g. scheduling, changes, feedback).
• Administer billing, invoicing, funding claims (if applicable).

Improve our services, training, quality assurance, and internal administration.

5. Disclosure of information

We will not disclose your personal or sensitive information to third parties except in the following circumstances:

• With your explicit consent.
• When required or authorised by law (for example, in response to a court order, mandatory reporting obligations, or a valid request from a regulatory authority).
• To third-party providers, contractors, or allied health professionals who assist in delivering supports — only if required for your care and with appropriate consent.
• When required for lawful funding or reporting obligations under NDIS, ensuring that only the minimum necessary information is shared.

In the event of business re-organisation, sale, merger or transfer of assets — subject to obligations to protect confidentiality.

6. Security and data management

We take reasonable steps to protect the personal and sensitive information we hold against misuse, unauthorised access, loss, or disclosure. This includes secure storage (physical and/or electronic), access controls, and regular review of our data-handling practices.

We retain personal information only as long as necessary to fulfil the purposes for which it was collected (e.g. provision of services, legal or funding obligations, dispute resolution). Once the information is no longer required, we will securely dispose of or de-identify it.

7. Access, correction, and consent

You have the right to:

• Request correction or amendment if you believe the information is inaccurate or incomplete.
• Withdraw consent for certain uses or disclosures (where relevant), subject to any legal or operational constraints.
• Lodge a complaint if you believe your privacy has been compromised.

To request access, correction or withdraw consent — please contact us at +61-414823798

8. Use of images or recordings

Any photographs, video or audio recordings of participants will only be made and used with explicit, informed consent, for the purposes stated at the time of consent (e.g. care documentation, reporting). We will not use such material for marketing or external publication without separate consent.

9. Compliance with NDIS & relevant legislation

We are committed to complying with:

The Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs), as applicable. Provisions under the NDIS Act 2013 relating to confidentiality and the handling of protected information. stonesdisabilityservices.com.au.

• NDIS Quality and Safeguards Commission

The safeguarding, consent, and confidentiality requirements under NDIS practice standards for disability service providers.

• Independent Support Management.
• NDIS Quality and Safeguards Commission.

10. Complaints and privacy-related inquiries

If you have any question, wish to access or correct your personal information, or want to lodge a privacy complaint, please contact us at:

Email: info@oceancare.com.au

Phone: +61-414823798

We will respond promptly and endeavour to resolve your concerns fairly and in good faith.