Effective Date: 1 January 2026

ND AffirmEd
Training, Events, Professional Education & Assessment Services

Contact: hello@ndaffirmed.com | 0490 788 244
 

 

1. Purpose

This policy outlines how ND AffirmEd collects, uses, stores, and discloses personal information, and how consent is obtained for participation in assessments, training, events, programs, and related activities. ND AffirmEd is committed to protecting privacy and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

​

This policy applies to all participants, attendees, clients, collaborators, contractors, and stakeholders engaging with ND AffirmEd.

 

2. What Information We Collect

ND AffirmEd may collect relevant personal information including, but not limited to:

• Name, date of birth, email address, phone number

• Organisation, role, and professional details

• Billing and payment information

• Access and accommodation requirements

• Registration and attendance records

• Feedback, evaluations, and survey responses

• Correspondence and communication records

• Assessment data, reports, questionnaires, and clinical notes (for assessment clients only)

​

For assessment services, ND AffirmEd may collect sensitive health information necessary to provide assessment, reporting, recommendations, and practical supports. This information is collected only with informed consent and handled in accordance with privacy and health records legislation.

 

3. How Information Is Collected

Information may be collected through:

• Assessment intake forms and questionnaires

• Event registrations and ticketing platforms

• Website forms and mailing list sign-ups

• Email communication

• Surveys and feedback forms

• Referrals and reports from other professionals (with consent)

• Direct contact with ND AffirmEd team members

 

4. Purpose of Collection

Personal information is collected and used for:

• Delivering assessments, training, events, and programs

• Preparing assessment reports, recommendations, and feedback summaries

• Managing registrations, attendance, and participation

• Communicating with clients and participants

• Providing invoices, receipts, and financial records

• Meeting legal and regulatory obligations

• Improving services through feedback and evaluation

​

If required information is not provided, ND AffirmEd may be unable to deliver assessment services, reports, or facilitate participation.

 

5. Disclosure of Information

Personal information is kept confidential and will only be disclosed:

• with your consent;

• where required or authorised by law;

• to service providers engaged by ND AffirmEd for administration, technology, or event delivery (e.g. ticketing platforms, email systems), where reasonably necessary;

• to manage serious and imminent risks to health or safety.

​

ND AffirmEd does not sell, rent, or trade personal information.

 

6. Storage and Security

ND AffirmEd takes reasonable steps to protect personal information from misuse, loss, unauthorised access, or disclosure.

​

Client and participant information is stored securely using Splose, an industry-standard AES-256 encryption practice management system which complies with Australian health privacy standards and other reputable, encrypted digital systems where appropriate.

​

Access is restricted to authorised ND AffirmEd personnel only.

 

6A. AI-Assisted Note Taking and Documentation

ND AffirmEd may use AI-assisted tools (e.g. Everbility, NovoNote, Adina Levy's ND Affirming AI ChatBot) to support transcription and documentation for assessment services, and to assist with summarising feedback or learning outcomes for training and programs.

​

Participants and assessment clients acknowledge and consent that:

• AI tools assist with transcription and structuring only and do not replace professional judgement.

• All notes, summaries, and reports are reviewed, edited, and finalised by an ND AffirmEd clinician.

• AI systems used comply with Australian privacy and health data requirements.

• Information is stored securely and only accessible to authorised personnel involved in service delivery.

​

Consent for AI-assisted note taking may be withdrawn at any time.

 

7. Corrections

You are welcome to request corrections to your factual information on completion of your report. This includes information that is inaccurate, incomplete, or no longer current. Requests will be responded to within a reasonable timeframe in accordance with the Privacy Act 1988 (Cth).

 

8. Email and Electronic Communication

ND AffirmEd may communicate with you via email or electronic messaging regarding registrations, assessments, events, updates, and relevant information.

​

You acknowledge that electronic communication is not always completely secure and you agree to use email at your discretion. Sensitive clinical matters should not be discussed via these methods where possible. You may opt out of non-essential communications at any time. 

 

8A. Fees, Invoicing, and Timely Payment

ND AffirmEd is committed to transparent and fair pricing.

• Fees for assessments, training, events, and programs will be clearly communicated prior to booking or registration.

• Invoices are payable within the timeframe stated on the invoice.

• Payment is required prior to delivery of reports, certificates, or resources unless otherwise agreed in writing.

• For events and training, registration may not be confirmed until payment is received.

• For ongoing supports or programs, ND AffirmEd reserves the right to pause services where accounts are overdue.

​

If you are experiencing financial difficulty, please contact ND AffirmEd as early as possible to discuss options.

 

9. Photographs, Recordings, and Media

From time to time, ND AffirmEd events may be photographed, audio recorded, or video recorded.

• You will be informed if recording is taking place.

• You may choose not to be included.

• Recordings and images may be used for promotional, educational, or reporting purposes.

 

Consent will be obtained where required.

 

10. Accessibility and Inclusion

ND AffirmEd is committed to inclusive, accessible, and neuro-affirming practice.

Information about access needs, sensory preferences, or accommodations is collected solely to support safe and comfortable participation and will be handled respectfully and confidentially.

 

11. Practice Contingency and Continuity

In the event of illness, incapacity, or unforeseen circumstances affecting facilitators/clinicians/organisers ND AffirmEd will make alternate arrangements. Where assessment services, events, or programs must be cancelled, postponed, or transferred, clients and participants will be notified as soon as practicable and offered appropriate options, including referral or rescheduling.

 

12. Complaints and Concerns

If you have concerns about how your personal information has been handled, please contact ND AffirmEd.

If you are not satisfied with the response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC): 

Phone: 1300 363 992
Website: www.oaic.gov.au

 

13. Acknowledgement

By engaging with ND AffirmEd, registering for events, or participating in programs, you acknowledge that you have read and understood this Privacy & Consent Policy and consent to the collection and use of your information as described.

​