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privacy policy

Last updated: 28/12/2025

Spectra Behaviour Solutions (“we”, “our”) is committed to protecting the privacy and confidentiality of its Clients ("you", "your") personal information. "Client" refers to the service recipient and/or their caregiver(s). “Personal information” is defined as any information or opinion about an identified individual, or a reasonably identifiable individual.

We will collect personal information in the course of providing individualised applied behaviour analysis (ABA)-based services. This privacy policy (“Policy”) outlines how we collect, use, disclose, and protect personal information about your child and family, as per the Privacy Act 1988 and the Australian Privacy Principles. 

1.  Collection of Personal Information

We collect and use personal information when it is reasonably necessary for providing behaviour support services. We collect information directly from the Client and staff responsible for the Client. We may also collect information from other family members, the child's educators, and other professionals responsible for your child's care. We request personal information from others only with your consent, using our Personal Information Release form. You have the right to withdraw consent to sharing personal information at any time. Personal information may include, but is not limited to:

  • Name, date of birth, home address and email address

  • Health and therapeutic history, diagnosis and treatment

  • Behaviour data collected during our assessments and therapy sessions

  • Information that warrants mandatory reporting

Personal information may be collected face-to-face or via tele-communication. We may request photos and videos of the Client for training or supervision purposes using our Media Release form. 

2.  Use of Personal Information

We will adhere to confidentiality obligations, and only solicit personal information necessary for providing behaviour support as outlined in our Service Agreement. The uses may include, but are not limited to:

  • Assessing the child's preferences, strengths and barriers.

  • Developing Behaviour Support Plans in collaboration with key care providers.

  • Monitoring progress and adjusting interventions.

  • Recommending and implementing behaviour management strategies.

  • Providing education and resources to care providers.

  • Maintaining accurate records and documentation inline with laws and regulation.

We will not use your personal information for advertising, selling, or sharing with third-parties, except where required by law or if you provide written consent.

3.  Data Security

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

  • Digital information is protected through encryption and multi-factor authentication. Messages sent via web chat or our website contact form are not end-to-end encrypted. We recommend avoiding the sharing of sensitive health information through our website.

  • Physical information on paper, USB or DVD is securely stored on-site.

  • Long-term* records are retained until the service recipient is 25 years old in accordance with The Health Records and Information Privacy Act 2002.

Your personal information is accessible only to Spectra therapists assigned to you. In the unlikely event of a privacy breach, we will promptly inform you and document it using our Dispute Resolution form. We are committed to consistently reviewing and updating our security practices.

4.  Photo & Video Recording (security and safety related)

In the event of an injury or serious incident, we may take photos of the Learner for internal incident reporting. For security and accountability at our clinic, continuous video recording (without audio) will occur in the visitor's lounge, therapy room, and office. No recording will take place outdoors or in the bathroom. Video recordings will be stored locally on SD cards. The footage is automatically overwritten unless:

  • An Incident Report has been filed for that session, or

  • The primary caregiver submits a written request to review the footage within 14 days of the incident.

In the event of an injury or serious incident, we may take photos of the Learner for incident reporting. The report along with recorded evidence will be securely stored long-term*.

5.  Access and Correct Personal Information

You may request access to your personal information for any reason, and make corrections if you believe it is inaccurate, incomplete, irrelevant or misleading. Access to your personal information and any corrections will be made free of charge and completed in reasonable time.

6.  Complaints

We welcome any comments, feedback or concerns you have about our Policy. If you have concerns about our handling of your personal information, email us. If you believe we have breached your privacy, lodge a formal complaint using our Dispute Resolution form (available in the Client Portal). We will investigate complaints promptly and respond inline with our obligations under the Privacy Act 1988 (Cth).

7.  Updates

We update this Privacy Policy from time to time to reflect changes in best practices, or legal obligations. The current version of the policy can be viewed on our website.

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