Collection Notice - Clients and Prospective Clients

What information do we collect?

Cerebral Palsy Alliance (ABN 45 000 062 288) is collecting your personal information, including:

your name, date of birth, address and postcode

contact details, such as phone numbers and email address

demographic information (such as age group, gender)

information about how you use our services and programs, and your preferences about them

health information (which is treated as sensitive information under privacy law) – we only collect this when we need it to work out what your needs are, whether you’re eligible or suitable for our services, or to provide services, supports and programs to you

financial information (such as payment details)
information about your family and support network (such as details of emergency contacts, carers and guardians).

Why do we collect it?

We collect this information so that we can:

contact you

check that you are who you say you are

manage our relationship with you

look into your enquiry or application

work out if you’re eligible or suitable for our services, programs and supports

provide and manage our services and supports, and respond to your queries and requests

let you know about current and planned services and programs we offer

better understand the support you need

manage referrals and waiting lists

improve the quality and range of our services and programs, including by asking for your feedback

support you to take part in the community
promote your safety and wellbeing, and the safety and wellbeing of staff and others.

We may also use your personal information for other related purposes that you would reasonably expect.

We will not use or disclose your personal information for any other purpose unless:

we have your consent, or

the law allows or requires it (for example, for law enforcement, or public health or safety reasons).

Consent during enquiries and assessments

We may collect, use and share your personal information during an enquiry, referral, intake, assessment or waitlist process. We do this to understand your needs and work out whether you are eligible or suitable for our services, supports or programs.

By giving us this personal information, you are agreeing that we can collect, use and share it as described in this Collection Notice. You can give your consent in different ways – in writing, verbally, or through another method, such as a language or sign interpreter or an AAC device. If you don’t give your consent in writing, we will make a record of the consent and how you gave it.

Consent for clients

When you first sign a Service Agreement with us, we will ask you to sign a Consent Form about CPA keeping and sharing your information and records. This consent stays in place while you receive services from us, unless you withdraw it. You may change or withdraw your consent at any time by telling us in writing.

Your Client Relationship Manager (or delegate) will check in with you about your consent from time to time. You are free to decide whether to provide consent, and we will help you get independent advice if you wish.

If you start services again after a period of more than 18 months without contact with CPA, or if something significant changes (for example, your ability to make informed decisions), we may ask you to complete a new Consent Form.

If you give your consent verbally, or through another method such as a language or sign interpreter or an AAC device, a staff member will note this consent in your records, as well as how you gave it.

Our treatment of client and prospective client information

When information is being collected directly from you or your family or guardian, you should be aware:

of why the information is being collected

that our written records will be factual, objective and respectful

that your personal information will be kept confidential and managed in line with CPA’s privacy obligations. If a staff member accesses, uses, or shares it without authorisation, they may face disciplinary action

that information may be shared with other CPA staff on a ‘need to know’ basis so they can do their jobs. Students being trained and supervised by CPA staff are treated as CPA staff. Where services are being provided, you can choose not to have a student involved

that CPA owns and maintains the records and files where your information is stored

that you may withdraw your consent at any time by telling us in writing

that we may use de-identified information (information that cannot be traced back to you) for research and other purposes that serve the public interest
that records are archived and will eventually be destroyed, in line with CPA policy and our legal obligations.

Photos and recordings

We will obtain your consent before taking any photos, audio and/or video recordings (including recordings of video conferences) of you – you will be asked to sign a Consent Form.

For video conferences, the staff member organising the meeting will tell you who is taking part and introduce you to everyone at the start of the session. You can end the session at any time. The staff member will make a note of the video conference in your records.

Marketing communications

We may use the contact details you give us to send you information about our services, programs and events.

Collection of personal information

We usually collect personal information directly from you – for example, through our website, or when you contact us by phone, email or in person. Where it is not practical to collect personal information directly from you, we may collect it from publicly available sources and, where you have consented, from third parties.

If you do not give us the personal information we have asked for, we may not be able to provide certain services, programs or assistance to you where the collection, use or sharing of that personal information is necessary.

We may share your personal information to our related companies, contractors and other third party service providers who help us run our business (including IT service providers).

If you enquire about our services or take part in an intake, assessment, referral or waitlist process but do not go ahead with our services, we may still keep your personal information for legitimate organisational, legal, compliance and record-keeping purposes in line with our Privacy Policy.

Overseas disclosures

Before CPA shares your personal information with anyone overseas, we will take reasonable steps to make sure they:

handle the personal information in a way that is consistent with the Australian Privacy Principles (APPs), including through an enforceable contractual arrangement, or

are subject to laws that protect your personal information in a way that is substantially similar to the Privacy Act 1988 (Cth), unless an exception under the Privacy Act 1988 (Cth) applies.

We may also share your personal information where the law requires or allows it, including under child protection laws, law enforcement, court order or other regulatory requirements.

Further information

Please see our Privacy Policy for more details about how we handle your personal information, including:

how you can access your information

how you can correct your information

how you can complain about a breach of the Australian Privacy Principles
how we will deal with such complaints.

You can contact us by getting in touch with our Privacy Officer:

The Privacy Officer
Cerebral Palsy Alliance
PO Box 171, Forestville NSW 2087
Email: privacy@cerebralpalsy.org.au
Phone: 1300 888 378 (+61 2 9975 8000)

Version 2.0 – 25/09/26

Collection Notice - Clients and Prospective Clients

What information do we collect?

Why do we collect it?

Consent during enquiries and assessments

Consent for clients

Our treatment of client and prospective client information

Photos and recordings

Marketing communications

Collection of personal information

Overseas disclosures

Further information

STEPtember

Remarkable

CPActive

World CP Day

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