Privacy Policy - The Seeing Brain

1. About this policy

When you share information about your child or yourself, you're trusting me with something personal. This policy explains what I collect, why, who I share it with, and how I keep it safe.

The Seeing Brain is a sole practice run by Krish Zlotin, orthoptist. I handle personal and health information in line with the Privacy Act 1988 (Cth), the Australian Privacy Principles and relevant Queensland law. In this policy, "you" includes your child or the person receiving support.

2. What Information We Collect

I only collect what I need to provide safe, useful care. This may include:

Names, date of birth, address and contact details, including emergency contacts
Health, medical and eye history, diagnoses and medications
Assessment results, clinical notes, photos and videos
Information about how you or your child communicates, moves and learns
NDIS details, including your plan manager's details
The names and contact details of other people in your care team

Where it comes from. Mostly from you, through the intake form, phone calls, emails and visits. With your consent, I may also request reports from other health professionals, hospitals, therapists, kindies or schools. If someone sends me information about you without your request, I'll let you know.

3. How I use and share it

I use your information to:

Assess, plan and provide support
Work with your child's care team
Write notes, summaries and reports
Manage bookings, invoices and NDIS claims
Meet my professional and legal obligations

I share information only when it's part of your care, when you've agreed, or when the law requires it. This may include:

Your care team (for example your ophthalmologist, GP, therapists, kindy or school), with your consent
Your plan manager or the NDIA, for invoicing and claims
Another health provider, if I refer you on
Authorities, where required by law or to prevent serious harm

I never sell your information or use it for marketing. De-identified information, with nothing that could identify you, may be used for training or quality improvement.

4. Photos and videos

With your consent, I may take photos or short videos during visits, for example of how your child looks at objects or their eye position. These help me assess changes over time and show strategies to your care team.

They're stored securely with your clinical records, not on personal albums or social media.
They're only shared with your care team if you've agreed.
They're never used for promotion, teaching or social media without separate written consent.
You can withdraw consent at any time.

5. Keeping it safe

Storage. Records are kept in password-protected practice management software, with secure backups. Any paper records are kept locked.

Software providers. Like most practices, I use trusted software to run the service, including practice management and invoicing, email, secure cloud storage, and tools that help with writing notes and reports. Some of these providers may store data on servers outside Australia. I choose providers with strong security and privacy protections.

How long I keep records. Health records are kept for at least 7 years after the last visit. For children, records are kept until they turn 25, whichever is longer. After that, they're securely destroyed or de-identified.

If something goes wrong. If a data breach is likely to cause you serious harm, I'll let you know as soon as possible and notify the Office of the Australian Information Commissioner, as required by the Notifiable Data Breaches scheme.

6. Your rights and contact

Access and correction. You can ask to see the information I hold, or ask me to correct anything that's out of date or wrong. Parents and guardians can do this on behalf of their child.
Withdrawing consent. You can change what you've consented to at any time, for example sharing with a particular provider or taking photos.
Concerns. If you're worried about how your information has been handled, please contact me first and I'll respond within 5 business days. If you're not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC): 1300 363 992, www.oaic.gov.au.

Changes to this policy. I'll post any updates on my website, with the new effective date.

Contact

Krish Zlotin

Orthoptist · The Seeing Brain

Phone: 0422 036 897

Email: krish@theseeingbrain.com.au

Website: www.theseeingbrain.com.au