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Privacy Policy

Version 1.2

Date: Oct 2025

Next Review Date: Oct 2026

PART 1 – About This Policy

1.1 Purpose:

Launch Supervision   respects every person’s right to privacy and confidentiality. We are committed to protecting the privacy of the personal information we collect and hold about individuals.Launch Supervision ensures that appropriate standards are maintained to protect the privacy of the data it holds. To allow us to provide you and your family with the best possible services, we need to collect and store personal and health information about you and your child.

 

Launch Supervision complies with:

The Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) 

Other privacy laws that govern how private sector health service providers like Launch Supervision handle personal and health information

  • The NDIS Code of Conduct
  • The NDIS Practice Standards
  • The Association for Behaviour Analysis Australia (ABAA) Code of Ethics and Professional Conduct
  • The Behaviour Analyst Certification Board (BACB) Professional and Ethical Compliance Code
  • The Behaviour Support Practitioners Australia (BSPA) Code of Conduct

 

1.2 Why This Matters

Protecting privacy builds trust and safeguards people’s dignity, safety, and rights.
This policy ensures that personal information is only used for lawful, necessary, and transparent purposes, consistent with the NDIS Practice Standards and NDIS Code of Conduct.

1.3 Scope

This policy applies to:

  • All participants and their families or carers.
  • All employees, contractors, students, and volunteers of Launch Supervision Behaviour Services.
  • All organisational systems, devices, and platforms that store or process personal information.

1.4 Definitions

Personal Information: Any data or opinion about a person that can reasonably identify them, whether recorded or not.
Sensitive Information: Information about a person’s health, disability, race, sexuality, or religion, which must be handled with extra protection.
Record: Any written, electronic, audio, or visual material containing personal or health information.

 

1.5 Principles

In accordance with the Australian Privacy Principles (APPs):

  1. Information is collected only for lawful and necessary purposes directly related to service delivery.
  2. Individuals are informed about why information is collected and how it will be used.
  3. Information collected is relevant, accurate, current, and complete.
  4. Personal information is protected from unauthorised access, use, or disclosure.
  5. Personal information is used only for its intended purpose unless:
    • The individual gives consent;
    • The use is authorised by law; or
    • The use is directly related to the original purpose of collection.
  6. Access to information is limited to authorised personnel.
  7. Individuals can access and correct their information upon request.

 

1.6 Responsibilities

  • Executive Team ensures this policy is reviewed annually and that privacy standards are maintained.
  • All staff and contractors complete privacy and confidentiality training at induction and annually thereafter.
  • The COO oversees compliance, authorises data release, and responds to privacy-related enquiries or complaints.

 

PART 2 – How Launch Supervision Handles your Personal Information

 

2.1 Launch Supervision’s Legal Obligations

To provide you with the services that you have requested, Launch Supervision will need to collect and use your personal information. If you provide incomplete or inaccurate information to us or withhold personal and health information from us we may not be able to provide you with the services you are seeking.

 

2.2 What information does Launch Supervision collect?

We will only collect the information we need for the particular function or activity we are carrying out.

We collect information from you that is necessary to manage our relationship with you. The information we collect includes: your name, date of birth and email address.

2.3 How does Launch Supervision collect health information?

We will usually collect your information directly from you. We collect information from a few sources, including:

  • Forms (paper/online)
  • Electronically, via emails, contact forms or web surveys
  • Phone calls and SMS messages
  • Directly from you during sessions. 

2.4 How does Launch Supervision use your information?

Launch Supervision uses your personal information for the purpose you have given the information to us. We will use your information to provide services to you, to manage our relationship with you and to contact you in relation to matters concerning your supervision. We may also use your information for other purposes permitted under the Privacy Act 1988.

Who might we disclose your information to?

Government agencies
Keeping children safe is an important role of our service. If concerns are held about a child’s safety, welfare or wellbeing, we may be legally obligated to disclose information without parental consent under Chapter 16A of the Children and Young Persons (Care and Protection) Act 1998.

NDIS and External Auditors
LAUNCH SUPERVISION, as a registered NDIS provider, must undergo regular audits to ensure compliance with the NDIS Practice Standards. All NDIS participants of LAUNCH SUPERVISION are automatically enrolled in this audit process, which means you may be contacted by the external audit team for an interview, and/or may have your files, records or plans reviewed by an external auditor.
As a client, you have the right to opt out of the client sampling process included in our audit. If you do not wish to participate in the client sampling process, meaning you do not wish to interviewed, or do not wish to have your records be provided as a sample to the auditors, you must complete our Audit Opt Out form available by contacting info@tothemoonandback.net.au or calling 0431 200 085.

Other uses with your consent
To provide the best possible environment in which to treat you, we may also use or disclose your personal and health information where necessary for:

-activities such as quality assurance processes, accreditation, audits, risk and claims management, patient satisfaction surveys and staff education and training;

-invoicing, billing and account management;

-to liaise with your health fund, Medicare or the Department of Veteran’s Affairs and where required provide information to your health fund, Medicare or the Department of Veteran’s Affairs to verify treatment provided to you;

-the purpose of sending you standard reminders, for example for appointments and follow-up care, by text message or email to the number or address which you have provided to us.

-Other uses and disclosures
With your consent, we may also use your information for other purposes such as including you on a marketing mail list, or research. Please note, however, that unless you provide us with your express consent for this purpose, we will not use your information in this way.

 

2.5 Access to and correction of your information

You have a right to access the personal  information that we hold about you. You can also request an amendment to your personal information should you believe that it is inaccurate.

If we do not agree to change your personal information in accordance with your request, we will permit you to make a statement of the requested changes and we will enclose this with your record.

Should you wish to obtain access to or request changes to your health record you can ask for our Privacy Officer (see details below) who can give you more detailed information about Launch Supervision’s access and correction procedure.

Please note that Launch Supervision may recover reasonable costs associated with supplying this information to you.

 

2.6 Data Quality

Launch Supervision will take reasonable steps to ensure that your personal information which we may collect, use or disclose is accurate, complete and up-to-date.

 

2.7 Data Security

Launch Supervision will take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. We use a combination of access controls, network security measures, encryption, and secure physical storage to safeguard your information.

We destroy or permanently de-identify any personal information that is no longer required for the purpose for which it was collected, unless we are required by Australian law, a court, or a tribunal to retain it.

Information collected from you is stored in password-protected, secure on-site servers. In addition, Launch Supervision uses trusted, web-based services for operational purposes:

  • Splose– scheduling, clinical communication, and invoicing
  • Microsoft Exchange– secure email communication
  • Mailchimp– distribution of newsletters and updates
  • Xero Accounting– financial reconciliation and reporting

Where electronic data is transmitted or stored on overseas servers, Launch Supervision ensures that these arrangements meet or exceed the standards set out in the Privacy Act 1988 and Australian Privacy Principle 8 (APP 8).

We take contractual and technical measures to ensure that any overseas service providers:

-handle personal information only for the agreed purposes;

-apply privacy and security safeguards equivalent to those required under Australian law; and

-allow Launch Supervision to retain effective control over how personal information is accessed, used, and deleted.

These arrangements mean that data stored overseas is handled as a controlled use, not an unauthorised disclosure. Launch Supervision remains responsible for ensuring that all such information is managed in accordance with Australian privacy legislation and the NDIS Practice Standards.

 

2.8 Withdrawal or limitation of consent at any time.

However, if you do withdraw or limit your consent, it may make it difficult for appropriate services to be provided to you and your child.  Without the right information or not enough information, we will not be able to tell what your child and your family needs.  If families would like to withdraw their consent, we require this to be completed formally in writing, either via letter or email.

 

2.9 What to do if you have a complaint about privacy issues

If:

(a) you have questions or comments about this Privacy Policy;

(b) Launch Supervision does not agree to provide you with access to your personal information; or

(c) you have or a complaint about our information handling practices,

You can lodge a complaint with or contact our Privacy Officer on the details below. We will promptly review your complaint and provide a response to you.

 

2.10 How to contact us if you have a complaint about privacy issues

Privacy Officer, Kristin Bayley

By email: info@tothemoonandback.net.au

By telephone: 0431 200 085

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