Quick Summary

In summary:

• We collect only the information we reasonably need to provide services.
• We use this information to support assessment, therapy planning, documentation, billing and care coordination.
• We protect personal and health information and only allow authorised team members to access it when needed for their role.
• We share information with other people or services only where clinically or operationally necessary, with consent, or where required by law.
• We may use secure AI-assisted tools within approved clinical systems to support documentation and administration. These tools assist clinicians only and do not replace clinical judgement.
• Families can request access to their information and ask for corrections where appropriate.
• NDIS participants and families have additional rights and responsibilities under their Service Agreement.

About This Page

This page explains how ATUNE Kids collects, uses, stores and shares client and family information.

It applies to children, young people and families who access ATUNE Kids services, including services delivered:

• in clinic
• via telehealth
• at home
• at school, preschool or childcare
• through non-face-to-face clinical work, such as report writing, meetings, phone calls, home programs and case management

This page should be read alongside any consent forms, service agreements or other documents you complete when accessing ATUNE Kids services.

1. Information We Collect

We collect information that helps us understand your child’s needs and provide appropriate support.

This may include:

Personal information

• child’s name, date of birth and contact details
• parent/carer details
• emergency contact details
• address and communication preferences

Health and developmental information

• developmental history
• medical history
• diagnoses or relevant clinical information
• assessment results
• therapy goals
• reports and clinical notes
• information provided by parents, carers, schools or other professionals

Funding and administrative information

• NDIS participant details, where relevant
• NDIS plans or goals
• Medicare, private health or other funding information, where relevant
• billing and payment information
• appointment and attendance information

Photos, video, audio or other media

Photos, video or audio may be collected where clinically appropriate, for example to support assessment, therapy planning, progress monitoring, supervision, staff education or communication with families.

Public use of a child’s image, video, audio or story — such as on social media, our website or promotional material — requires separate media consent.

2. How We Collect Information

We may collect information in different ways, including:

• through referral, intake, consent and service agreement forms
• during phone calls, emails or SMS communication
• during appointments or therapy sessions
• through assessments and observations
• from parents or carers
• from GPs, paediatricians, other allied health professionals or specialists
• from schools, preschools, childcare centres or support teams, where appropriate
• from NDIS-related parties such as plan managers or support coordinators, where relevant
• through our website or online forms

We aim to collect information directly from families wherever possible. Where information is collected from others, we only do this where it is appropriate, consented to, or otherwise allowed by law.

3. Why We Collect Information

We collect and use information to:

• provide safe and effective care
• understand your child’s strengths, needs and goals
• complete assessments
• develop therapy plans and recommendations
• communicate with families and other relevant supports
• coordinate care with other professionals or educators
• prepare reports, letters and clinical documentation
• manage appointments, billing and funding requirements
• meet legal, professional and regulatory obligations
• improve the quality and consistency of our services

For NDIS participants, supports may include face-to-face and telehealth therapy, school or home visits, report writing, assessment scoring, report proof-reading, meetings or phone calls with other providers, home programs and case management.

4. How We Store and Protect Information

ATUNE Kids takes reasonable steps to protect personal and health information from misuse, interference, loss, unauthorised access, modification or disclosure.

Information is stored within approved systems and records are accessed only by team members who need the information to perform their role.

This may include clinicians, administrative team members and management staff involved in care coordination, billing, scheduling, reporting, quality assurance or service delivery.

Staff are expected to handle information confidentially and in line with ATUNE Kids’ privacy obligations and internal policies.

5. Sharing Information

ATUNE Kids works with families and other supports to coordinate care. This may involve sharing information with relevant people or organisations where clinically or operationally necessary.

This may include:

• parents or legal guardians
• GPs or paediatricians
• other allied health professionals
• educators, schools, preschools or childcare centres
• support coordinators
• plan managers
• NDIS representatives or other funding bodies, where relevant
• other stakeholders involved in the child’s care

We seek and respect informed consent for information sharing wherever possible.

There are some situations where information may need to be shared without consent, including where:

• we are required by law
• records are requested by a Court of Law
• mandatory reporting obligations apply
• disclosure is reasonably necessary to prevent or lessen a serious threat to life, health or safety
• it is unreasonable or impracticable to obtain consent and disclosure is permitted by law

ATUNE Kids is required by law to make mandatory reports for any child deemed unsafe, in danger or at risk to their safety.

6. AI-Assisted Clinical Documentation

ATUNE Kids may use secure AI-assisted tools within approved clinical systems to support clinical documentation and administrative processes.

AI-assisted tools may help clinicians with tasks such as:

• organising clinical notes
• summarising information
• drafting documentation
• supporting workflow efficiency

These tools are designed to assist clinicians only.

AI does not replace:

• clinical judgement
• assessment
• diagnosis
• therapy planning
• recommendations
• decision-making by the treating clinician

Any AI-assisted documentation is reviewed, edited and approved by the treating clinician before being finalised in the client record.

Where AI-assisted recording or transcription is proposed during an appointment or intake call, verbal consent will be obtained at the commencement of the session.

7. Photography, Video, Audio and Media

ATUNE Kids may use photos, video or audio where clinically appropriate to support:

• assessment
• intervention
• therapy planning
• progress monitoring
• clinical documentation
• supervision
• internal staff education
• family training or support

This type of clinical use is separate from public media use.

Any use of a child’s image, video, audio or story for public-facing purposes — such as social media, website content, promotional material or celebrating achievements publicly — requires separate media consent.

Families can choose the level of media consent they are comfortable with, including no public media consent. Families may also update or withdraw media consent by contacting ATUNE Kids.

8. NDIS Participants and Families

ATUNE Kids supports NDIS participants who are self-managed or plan-managed.

NDIS participants and representatives may be asked to complete an NDIS Service Agreement. This helps confirm the supports to be provided, how services may be delivered, billing arrangements, cancellation requirements and the responsibilities of both ATUNE Kids and the participant’s representative.

For NDIS-funded services, information may be used or shared where needed to:

• deliver agreed supports
• coordinate care
• communicate with plan managers or support coordinators
• prepare schedules of supports
• issue invoices or statements
• support NDIS plan reviews or reporting
• meet legal, regulatory or NDIS-related obligations

Families are responsible for letting ATUNE Kids know if an NDIS plan changes, is suspended, is replaced, runs out of funds, or if the child stops being an NDIS participant.

If families have questions about NDIS-funded supports, billing, service agreements or plan changes, they are encouraged to contact ATUNE Kids as soon as possible.

9. Telehealth, Home and School Visits

ATUNE Kids may provide services in different settings depending on the child’s needs, family preferences, clinician recommendation and service availability.

This may include:

• clinic appointments
• telehealth appointments
• school or preschool visits
• home visits
• phone calls or meetings
• indirect services such as report writing, planning or communication with other providers

When services occur outside the clinic, privacy remains important.

For telehealth, families are encouraged to choose a private and safe location where they are comfortable discussing health, developmental and family information.

For school, preschool, childcare or home visits, information will be handled respectfully and only shared with relevant people where appropriate and consented to.

10. Accessing or Correcting Records

Families may request access to personal information or clinical records held by ATUNE Kids.

Requests should be made in writing. ATUNE Kids may need to verify identity before releasing information.

In some circumstances, access may be limited or refused where permitted by law. If this occurs, ATUNE Kids will explain the reason and the available complaint options.

Families may also ask ATUNE Kids to correct information if they believe it is inaccurate, out of date, incomplete, irrelevant or misleading.

11. Feedback, Complaints and Privacy Concerns

ATUNE Kids welcomes feedback and takes concerns seriously.

If you have a concern about privacy, information handling, documentation, media consent, AI-assisted documentation or the services your child receives, you can contact our team.

For NDIS-related feedback, complaints or disputes, families can speak with Madeleine Painter, Practice Manager, by calling (02) 4910 0777 or emailing mpainter@atune-kids.com.au.

Families can also contact external agencies where appropriate, including:

• Office of the Australian Information Commissioner for privacy concerns
• NDIS Quality and Safeguards Commission for concerns about NDIS supports or providers
• National Disability Insurance Agency for NDIS enquiries, feedback or plan-related matters