Privacy Policy
bekids.com.au (be™)
ABN 25 188 958 249
1. Our Commitment to Privacy
be™ (“we”, “us”, “our”) is committed to protecting the privacy and confidentiality of personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and applicable health records legislation.
This Privacy Policy explains how we collect, use, store, and disclose personal information.
2. What information We Collect
We may collect personal and health information that is reasonably necessary to provide therapy services, including:
Client name, date of birth, address and contact details
Parent/guardian or nominated representative details
Emergency contact information
Medicare, NDIS or funding details
Health history, medical reports, assessments and therapy notes
School or support provider details
Appointment and billing information
We may also collect limited information through our website, such as IP address or website usage data.
3. How We Collect Information
We collect personal information:
Directly from clients or parents/guardians
Through intake forms and Service Agreements
During therapy sessions
From referral sources (e.g., GPs, specialists, schools) with consent
From funding bodies (e.g., NDIS) where relevant
Via our website contact forms
Where practicable, we will collect information directly from the client or their representative.
4. Artificial Intelligence (AI)
To support high-quality clinical care, improve the accuracy and consistency of our documentation, and reduce administrative time, we may use Artificial Intelligence (AI) within approved business systems that form part of our clinical practice management platform.
AI may assist our clinicians with preparing progress notes, summarising clinical information, drafting reports and correspondence, and other administrative or clinical documentation. Where appropriate and with your consent, we may also use AI to assist with the transcription of audio recordings of therapy sessions for documentation purposes.
AI is used solely as a clinical support tool. It does not make clinical decisions, provide diagnoses, determine treatment recommendations, or replace the professional judgement of our clinicians. All AI-assisted content is reviewed, edited where necessary, and approved by the treating clinician before it becomes part of your clinical record.
Protecting your privacy and the confidentiality of your health information is extremely important to us. For this reason, we only use AI through approved business platforms that operate within our secure clinical systems and are subject to appropriate contractual privacy and data protection obligations. We do not enter identifiable client information into personal AI accounts or publicly available AI services.
Where AI is used to process personal or health information, we take reasonable steps to ensure that:
your information is handled in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and applicable health records legislation;
AI providers are subject to appropriate privacy, confidentiality and security obligations;
information is only used for the purpose of supporting the delivery and documentation of your care; and
Our practice management system stores information in Australia and its AI features are processed in real time by OpenAI under a zero-data-retention agreement. Content is not stored by OpenAI or used to train AI models.
If you have any questions about how we use AI or would like further information, please contact our management team.
5. Why We Collect Information
We collect personal and health information to:
Provide therapy services
Develop treatment plans and reports
Communicate with families and relevant professionals
Manage appointments and billing
Meet legal, regulatory, and funding requirements
Improve our services
If you do not provide requested information, we may be unable to provide services.
6. Disclosure of Information
We may disclose personal information:
To other health professionals involved in the client’s care (with consent)
To funding bodies such as the NDIA, plan managers, or insurers
To schools or support providers where authorised
Where required by law (e.g., mandatory reporting obligations, court orders)
We do not sell personal information.
7. Storage & Security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Information may be stored:
Electronically in secure practice management systems
In secure cloud-based platforms
Within approved Artificial Intelligence (AI) platforms that support our secure clinical systems and are subject to appropriate privacy and security obligations
In restricted-access physical files
We take steps to ensure third-party service providers maintain appropriate data security standards.
8. Data Breach Response
Protecting your personal and health information is one of our highest priorities. While we take reasonable steps to safeguard the information we hold, no method of storing or transmitting information is completely secure.
If we become aware of an actual or suspected data breach, we will promptly investigate the incident, take appropriate steps to contain and remediate the breach, and assess whether it is likely to result in serious harm.
Where required under the Privacy Act 1988 (Cth) and the Notifiable Data Breaches (NDB) scheme, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as soon as practicable. We will provide affected individuals with information about the nature of the breach, the information involved, the steps we have taken to respond, and any recommended actions they can take to help protect their personal information.
Our data security practices, including those relating to approved Artificial Intelligence (AI) tools used to support clinical documentation, are regularly reviewed to help maintain the confidentiality, integrity and security of the personal and health information entrusted to us.
9. Website & Cookies
Our website may use cookies or analytics tools to improve user experience and monitor website performance. This information does not typically identify individuals.
You can adjust your browser settings to refuse cookies; however, some website functions may be limited.
10. Access & Correction
You have the right to request access to personal information we hold about you and to request corrections if the information is inaccurate or incomplete.
Requests must be made in writing to the contact details below. We will respond within a reasonable timeframe.
In some circumstances, access may be refused where permitted by law (for example, where access would pose a serious threat to health or safety).
11. Retention of Records
We retain health records in accordance with applicable legal requirements. In Queensland, health records for minors are generally retained until the client turns 25 years of age (or as otherwise required by law).
When records are no longer required, they are securely destroyed or de-identified.
12. Overseas Disclosure
We do not routinely disclose personal information overseas. Where cloud-based storage providers are used, data may be stored on servers located outside Australia. In such cases, we take reasonable steps to ensure compliance with Australian privacy obligations. Our practice management system stores information in Australia. Its AI features are processed in real time by OpenAI under a zero-data-retention agreement and content is not stored by OpenAI or used to train AI models.
13. Contact Us
If you have any questions or concerns about this privacy policy or our treatment of your personal information, please contact our management team via phone (07 5405 6727) or via email (hello@bekids.com.au).
We will investigate and respond within a reasonable timeframe.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) via their website (www.oaic.gov.au) or via phone (1300 363 992).
14. Changes to this Policy
We may update this Privacy Policy from time to time. The current version will always be available on our website.
Last updated: 4 August 2026