Information Management and Privacy

1. Purpose

Hausmate Pty Ltd is committed to protecting the privacy and confidentiality of all personal and sensitive information we hold. This policy is consistent with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the NDIS Act 2013, and the NDIS Practice Standards.

This policy applies to all personal information about participants, staff, contractors, and other individuals collected and held by Hausmate.

2. Information We Collect

About Participants

• Full name, date of birth, and contact details
• NDIS participant number and plan details
• Health and medical information relevant to safe service delivery
• Disability-related information and support needs
• Emergency contact details
• Banking or payment details (for self-managed participants)
• Notes and records from service delivery interactions

About Staff and Contractors

• Personal details (name, address, contact information)
• Tax file numbers and superannuation details
• NDIS Worker Screening Check status
• Qualifications, training records, and performance information
• Employment and reference check information

3. How We Collect Information

Hausmate collects information:

• Directly from participants or their authorised representatives during intake and service planning
• From support coordinators, plan managers, or the NDIA with the participant's consent
• Through service delivery records and progress notes
• Via our website, email, phone, and booking forms
• From staff during the recruitment and employment process

We will always tell you why we are collecting your information and how it will be used before or at the time of collection.

4. How We Use Your Information

We use your information to:

• Deliver safe, appropriate, and person-centred supports
• Communicate with you about your services
• Submit claims to your plan manager, support coordinator, or the NDIA
• Comply with NDIS reporting and regulatory requirements
• Improve the quality of our services
• Meet our legal obligations as an employer and NDIS provider

We will not use your information for any other purpose without your consent.

5. Disclosure of Information

Hausmate will only disclose your personal information to third parties where:

• You have given your consent
• Disclosure is required by law (e.g. mandatory reporting to the NDIS Commission)
• Disclosure is necessary to prevent or lessen a serious and imminent threat to health or safety
• Disclosure is to plan managers, support coordinators, or the NDIA as part of normal NDIS billing and service delivery processes

Hausmate does not sell, rent, or trade personal information to any third party for marketing or commercial purposes.

6. Storage and Security

Hausmate takes all reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure:

• Electronic records are stored in password-protected, encrypted systems with access restricted to authorised staff
• Physical records are stored in locked cabinets accessible only to authorised staff
• All staff are trained on privacy obligations and confidentiality requirements
• Third-party service providers who handle personal information on our behalf are required to comply with Australian privacy laws

7. Access and Correction

You have the right to access personal information we hold about you, and to request corrections if the information is inaccurate, incomplete, or out of date.

To make an access or correction request, contact us at privacy@hausmate.com.au. We will respond within 30 days. In most cases, we will provide access free of charge. If we are unable to grant access, we will provide written reasons.

8. Retention and Disposal

Hausmate retains personal information only for as long as necessary for the purpose for which it was collected, or as required by law. NDIS service records are retained for a minimum of 7 years. Records relating to children are retained for a minimum of 45 years.

Information is securely destroyed when no longer required — electronic records are permanently deleted, and physical records are shredded.

9. Data Breach Response

Hausmate has a Data Breach Response Plan in place. In the event of a notifiable data breach (as defined under the Privacy Act 1988), Hausmate will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as required by law.

10. Contact Us