Privacy Policy

The PBS Practitioner Place
Last updated: September 2026

The PBS Practitioner Place provides professional supervision, training and business consultation services, primarily in relation to Positive Behaviour Support (PBS). We do not provide behaviour support services directly to NDIS participants.

This Privacy Policy describes how The PBS Practitioner Place collects, uses, holds and discloses personal information. We are committed to handling personal information responsibly and in accordance with applicable Australian privacy requirements and the principles reflected in the Australian Privacy Principles (APPs).

1. Personal Information We Collect

We collect personal information that is reasonably necessary to provide our professional services and manage our business operations. Depending on the service you use, this may include:

Contact and Business Information: Your name, email address, phone number, organisation, position and other relevant business or professional contact details.

Professional and Practitioner Information: Information about your qualifications, professional history and experience, employment, NDIS Behaviour Support Practitioner status and Practitioner ID, current capability level, supervision needs and professional development goals.

Supervision and Professional Development Records: Case Notes, supervision agendas and minutes, Learning Goals, Professional Development Plans, Self-Assessment Tools, PBS Capability Framework evidence and assessment records, supervision evaluations and other information relevant to your professional development.

Training Information: Training enrolment and participation information, completed workbooks and activities, supervisor review records, feedback, certificates and other information associated with training and professional development.

Documents Provided for Professional Review: Behaviour Support Plans, reports, assessments and other professional documents provided for review, feedback, quality assurance, capability assessment and/or signing.

Business Consultation Information: Information about an organisation, its services, staff or operations that is reasonably necessary to provide business consultation, including consultation goals, session notes, action records and documents provided for review.

Session Information: Information provided during supervision, training and consultation sessions, including approved recordings, transcripts or AI-generated meeting notes where these have been mutually agreed.

Financial and Transaction Information: Billing names and details, invoices, payment information and transaction histories.

Information About NDIS Participants and Other Third Parties

As part of supervision, professional document review or practitioner development, a practitioner may provide us with information about an NDIS participant or another third party. This may include personal or sensitive information contained in Behaviour Support Plans, assessments, case discussions or other professional records.

The practitioner or organisation providing this information is responsible for ensuring that they have appropriate consent, authority or other lawful basis to disclose the information for the purpose of external supervision, professional consultation or document review.

We only use third-party information for the professional purpose for which it was provided and handle it in accordance with this Privacy Policy. Practitioners are encouraged to minimise unnecessary identifying information where practicable; however, documents are not required to be de-identified where identifiable information is reasonably necessary for effective professional review or editing and appropriate authority for the disclosure is in place.

2. How We Collect Personal Information

We generally collect personal information directly from you when you contact us, engage our services or participate in supervision, training or business consultation. We may collect information through:

Website Enquiries and Contact Forms: Information you provide when contacting us through The PBS Practitioner Place website.

Social Media Enquiries: Information you provide when contacting us through our business social media channels, including Facebook and Instagram.

Appointment Bookings: Information provided when booking appointments through our online scheduling system.

Email and Direct Communication: Information provided through email, telephone, text message or other direct communication with us.

Online Sessions: Information provided during supervision, training, free consultations and business consultation sessions conducted through Google Meet.

Documents and Professional Materials: Information contained in documents you provide for supervision, professional review, registration support, PBS Capability Framework assessment, training or business consultation.

Evaluations and Feedback: Information provided through supervision evaluations, feedback forms, testimonials or other feedback processes.

Training Activities: Information provided through completed workbooks, case-study activities, supervisor reviews and other training tasks.

Information We Receive About Other People

In some circumstances, we receive personal information about another person rather than collecting it directly from them. This may occur, for example, when:

a practitioner discusses an NDIS participant during professional supervision;

a practitioner provides a Behaviour Support Plan, assessment, report or other document for professional review;

PBS Capability Framework evidence contains information relating to participants, colleagues or organisations; or

an organisational client provides information about staff or other people as part of business consultation.

Where you provide us with personal or sensitive information about another person, you are responsible for ensuring that you have appropriate consent, authority or other lawful basis to disclose that information for the relevant professional purpose.

We will only collect and use third-party information to the extent reasonably necessary for the service being provided.

3. How We Use Personal Information

We use personal information where reasonably necessary to provide and manage our professional services and operate The PBS Practitioner Place. Depending on your relationship with us, this may include:

Responding to Enquiries and Managing Services: Responding to enquiries, arranging free consultations, determining which of our services may be relevant to your needs, managing bookings and communicating with you about services you have requested.

Providing Professional Supervision: Preparing for and delivering supervision, maintaining supervision records, monitoring agreed professional development goals and providing resources, feedback and professional guidance.

Supporting Practitioner Registration and Development: Assisting practitioners with registration-related processes, Professional Development Plans, Learning Goals, Self-Assessment Tools and other practitioner-development activities.

Professional Document Review: Reviewing, commenting on, editing and, where appropriate, signing professional documents provided to us, including Behaviour Support Plans, Professional Development Plans and other practitioner work.

PBS Capability Framework Assessment: Reviewing practitioner self-assessments and evidence portfolios, assessing demonstrated capability, identifying development needs and completing relevant assessment, endorsement and supporting documentation where appropriate.

Providing Professional Training: Delivering training, reviewing completed training activities, discussing learning and professional reasoning with learners, providing feedback and determining completion of training activities for the purpose of issuing certificates.

Providing Business Consultation: Understanding organisational needs and goals, providing professional advice and recommendations, reviewing relevant materials and maintaining consultation records and agreed actions.

Managing Appointments and Online Services: Scheduling and managing appointments and delivering online supervision, training and consultation sessions through our approved business systems.

Billing and Business Administration: Preparing invoices, processing and recording payments, managing outstanding accounts and maintaining financial and business records, including through Xero.

Quality Improvement: Reviewing supervision evaluations, feedback and other service information to improve our supervision, training, resources and business practices.

Communication and Marketing: Providing relevant service information and, where applicable, sending educational or promotional communications in accordance with our newsletter and opt-out processes.

Legal, Regulatory and Professional Requirements: Using or retaining information where reasonably necessary to meet applicable legal, regulatory, professional or record-keeping obligations.

Use of Participant and Other Third-Party Information

Where participant or other third-party information is provided to us as part of supervision, professional document review, practitioner development, training or business consultation, we use that information only for the professional purpose for which it was provided or another purpose permitted or required by law. We do not use possession of that information to establish a service relationship between The PBS Practitioner Place and the NDIS participant or other third party.

4. Storage, Security and Retention of Personal Information

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

Google Workspace: Core business communication and service records are managed through our dedicated Google Workspace business environment. This includes Gmail and Google Drive.

Service Records: Supervision, training and business consultation records are stored within appropriately restricted Google Drive folders. This may include Case Notes, agreements, professional-development records, submitted documents, training materials, consultation records and related service documentation.

Financial Records: Invoices, transaction records and relevant billing information are managed through Xero and associated business records.

Administrative Systems: Appointment information is managed through Acuity Scheduling, and information collected through relevant forms may be held through Google Forms or associated Google Workspace systems.

Security Measures: We use measures appropriate to our business and the information we hold, including account access controls, secure passwords and multi-factor authentication where available.

Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to maintain appropriate professional and business records, and to meet applicable legal, regulatory and professional obligations.

Retention periods may therefore vary depending on the type of information and the service provided. When personal information is no longer required to be retained, we take reasonable steps to securely delete or de-identify it, subject to any applicable record-keeping requirements.

Access

Access to service records containing personal or sensitive information is limited to people who require access for an authorised business purpose.

5. Session Recordings, Transcription and AI-Assisted Note-Taking

Supervision, training and business consultation sessions may occasionally involve recording, transcription or AI-assisted note-taking where this is useful and appropriate.

Consent: Recording, transcription or AI-assisted note-taking will not occur automatically. Where one of these tools is proposed, the people participating in the session will be informed and appropriate consent will be obtained before the recording or tool is used.

External AI Tools: Where an external AI note-taking or transcription service is proposed, participants will be informed before the tool is permitted to join or process the session. A participant may decline the use of the tool without affecting their ability to receive the underlying service.

Information Handling: Any recordings, transcripts, summaries or notes generated through these tools are treated as service records and handled in accordance with this Privacy Policy, including our requirements for access, storage, use and retention.

Participant and Third-Party Information: Practitioners remain responsible for ensuring they have appropriate consent, authority or other lawful basis before sharing participant or other third-party information during a session that is being recorded, transcribed or processed using an AI-assisted tool.

Withdrawal of Consent: A person may withdraw their consent to recording or AI-assisted note-taking for future sessions at any time.

6. Marketing Communications, Newsletters and Testimonials

The PBS Practitioner Place may send educational, service-related or promotional communications to people who have subscribed or who are included in our newsletter process in connection with an applicable service.

Supervision: Supervisees may be added to our monthly educational newsletter when commencing supervision. Ending supervision does not automatically remove a person from the newsletter; they may unsubscribe at any time.

Training: Training participants may be invited to subscribe to our newsletter. Participation in training does not require newsletter subscription.

Business Consultation: Business consultation clients will not be automatically added to the newsletter solely because they have used the consultation service, unless they separately subscribe or agree to receive it.

Opting Out: Marketing communications are optional. Recipients may unsubscribe or ask us to stop sending marketing communications at any time using the unsubscribe method provided or by contacting us directly.

Service Communications: Communications reasonably necessary to deliver an active service - for example, appointment information, training materials, invoices or responses to a request - are not treated as marketing communications.

Testimonials and Public Feedback: Feedback provided through supervision, training, consultation or evaluation processes will not be published as an identifiable testimonial or used for promotional purposes without the person's permission.

7. Accessing and Correcting Your Personal Information

You may request access to personal information we hold about you or ask us to correct information that you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

Requests can be made using the contact details provided in this Privacy Policy. We may ask you to verify your identity before providing access to personal information.

We will respond to access and correction requests within a reasonable timeframe and in accordance with applicable privacy requirements.

In some circumstances, we may not be able to provide access to all information requested - for example, where providing access would unreasonably affect the privacy of another person or where another exception under applicable privacy law applies. Where required, we will explain the reason for refusing or limiting access.

If information is corrected and it has previously been disclosed to another party, we will take any further steps required under applicable privacy law.

Changing or Withdrawing Consent

Where we rely on your consent for a particular activity - such as session recording, AI-assisted note-taking, publication of a testimonial or certain optional communications - you may change or withdraw that consent for future use by contacting us.

Withdrawal of consent does not affect actions already taken lawfully before the consent was withdrawn and may not require deletion of information that we are required or permitted to retain.

8. Overseas Storage and Processing

The PBS Practitioner Place uses third-party technology and cloud service providers to operate its business, including Google Workspace, Squarespace and Acuity Scheduling, and Xero.

Some personal information handled through these services may be stored, processed or accessed outside Australia. Depending on the service and its current infrastructure or subprocessors, this may include processing in countries such as the United States, New Zealand and other countries in which our service providers or their authorised subprocessors operate.

We take reasonable steps when selecting and using service providers to support appropriate handling and protection of personal information. However, the locations used by third-party cloud providers and their subprocessors may change over time.

Further information about the privacy and data-handling practices of these providers is available through their respective privacy policies.

9. Privacy Enquiries and Complaints

If you have a question about this Privacy Policy, wish to exercise a privacy right, believe information we hold about you is incorrect, or have a concern about how we have handled personal information, please contact:

The PBS Practitioner Place
Email: info@thepbspractitionerplace.com.au

We take privacy concerns seriously. We will acknowledge and consider privacy complaints, review relevant information and records, and work with you to understand and respond to the concern within a reasonable timeframe.

If you are not satisfied with our response to a privacy complaint, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

OAIC privacy complaints information: www.oaic.gov.au/privacy/privacy-complaints