1. Information collected

The information collected will depend on the enquiry, service type and family circumstances. It may include:

• parent or caregiver names, contact details, address details and preferred contact method

• child details relevant to the service, including name, age, developmental history, behaviour concerns, routines, family context and current support needs

• information about current professionals involved, such as a GP, maternal and child health nurse, paediatrician, psychologist, speech therapist, occupational therapist, school or early learning service

• information about assessments, diagnoses, medications, formal plans or other background documents that the client chooses to provide where relevant to the service

• information about home routines, sleep, meals, transitions, boundaries, behaviour patterns, family strengths and what has already been tried

• information about family arrangements, court orders, intervention orders, family violence concerns, child protection, police or court matters where relevant to safe and appropriate service delivery

• booking, payment, invoice and communication records

• notes created during or after sessions, including follow-up summaries, agreed next steps and referral recommendations

• complaint, refund, incident, safety or service closure records where relevant.

2. Sensitive information

Some information discussed with Gibbs Parent Consulting may be sensitive because it relates to children, family circumstances, development, behaviour, health, safety, professional involvement or personal circumstances.

Gibbs Parent Consulting aims to collect sensitive information only where it is reasonably necessary to assess suitability, deliver the service safely, manage risk, maintain records or comply with legal obligations.

Clients should not provide information they are not comfortable sharing unless it is necessary for safe and appropriate service delivery. If a client is unsure whether information is relevant, they can ask before providing it.

3. Why information is collected

Personal and family information is collected and used to:

• respond to enquiries and communicate with clients

• assess whether Gibbs Parent Consulting is suitable and within scope for the family’s needs

• prepare for and deliver parent guidance and practical coaching sessions

• understand the child, family context, routines, behaviour patterns, home environment and practical support needs relevant to the service

• send booking confirmations, invoices, follow-up summaries and service communications

• maintain reasonable business and service records

• manage complaints, refund requests, safety issues, referrals and service closure

• meet legal, insurance, accounting, child safety, professional advice or risk management obligations where they apply.

4. How information is collected

Information is usually collected directly from the parent or caregiver through website enquiries, intake forms, emails, phone calls, text messages, booking communications, invoices and discussions during sessions.

Information may also be collected from documents provided by the client, such as reports, plans, assessments or correspondence, where the client chooses to share them.

Gibbs Parent Consulting will not contact another professional, service, school, early learning service or agency about a family unless the client has given consent, or unless disclosure is required or authorised by law or necessary for a serious safety concern.

5. If information is not provided

Clients are not required to provide every possible detail. However, if relevant information is not provided, Gibbs Parent Consulting may be unable to properly assess suitability, provide safe and appropriate support, continue the service, or respond to risk or safety concerns.

If information suggests that the matter is outside the scope of parent guidance and practical coaching, Gibbs Parent Consulting may recommend a more suitable service or professional.

6. Use and disclosure of information

Information will not normally be shared with other people or services unless one or more of the following applies:

• the client has consented to the disclosure

• the disclosure is reasonably necessary for a referral or coordinated support requested or approved by the client

• the disclosure is required or authorised by law

• there is a serious safety concern involving a child, parent, consultant or another person

• the disclosure is reasonably necessary to obtain legal, insurance, accounting, professional or risk management advice for the business

• the disclosure is required to manage a complaint, refund request, legal issue, insurance issue or safety incident.

Where information is shared, Gibbs Parent Consulting will aim to share only what is reasonably necessary for the relevant purpose.

7. Confidentiality and safety limits

Information shared with Gibbs Parent Consulting is treated respectfully and handled with care. However, confidentiality cannot be guaranteed where there is a concern about the safety or wellbeing of a child, parent, consultant or another person.

Where required or appropriate, information may be shared with emergency services, Child Protection, The Orange Door, Child FIRST, Victoria Police, a medical service, a mental health service, a family violence service, or another relevant service to support safety and wellbeing.

Gibbs Parent Consulting does not investigate allegations. Where safety concerns arise, the focus is on immediate safety, appropriate referral, reporting where required, and clear documentation.

8. Family arrangements and information sharing

Clients should tell Gibbs Parent Consulting if there are separated-parent arrangements, court orders, intervention orders, family violence concerns, child protection, police or court matters, or restrictions on who may receive information about the child or family.

Gibbs Parent Consulting may pause or delay service delivery, request further information, seek consent, or recommend legal or specialist advice where family arrangements or legal restrictions may affect service delivery or information sharing.

9. Third-party systems and service providers

Gibbs Parent Consulting may use third-party systems and service providers to operate the business, including systems for website enquiries, email, document storage, scheduling, bookkeeping, invoicing, accounting, communications and website hosting.

These systems may store or process information on behalf of Gibbs Parent Consulting. Some providers may store or process information using cloud-based systems, which may include storage or processing outside Australia. Gibbs Parent Consulting will take reasonable steps to use reputable systems and protect client information.

10. Storage and protection

Gibbs Parent Consulting takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, unauthorised modification and unauthorised disclosure.

This may include password-protected systems, restricted access, secure folders, careful email handling, secure storage of paper records where used, and secure destruction or de-identification when information is no longer required.

Clients should be aware that email, website forms and electronic communication can carry privacy and security risks. Clients should avoid sending highly sensitive information by email unless necessary.

11. Session notes and records

Gibbs Parent Consulting may create notes during or after sessions. Notes may include the issues discussed, relevant background, observations, agreed actions, recommendations, referrals, follow-up steps, safety considerations and administrative information.

Sessions are not audio or video recorded unless this is specifically discussed and agreed in writing, or unless required for a lawful purpose.

12. Access and correction

Clients may ask to access personal information held by Gibbs Parent Consulting and may ask for corrections if information is inaccurate, incomplete or out of date.

Access or correction requests should be made in writing to tim@gibbsparentconsulting.com.au. Gibbs Parent Consulting will respond within a reasonable time and may need to verify identity or consider whether access can lawfully be provided in the circumstances.

Access may be refused or limited where required or authorised by law, where disclosure would create a safety risk, where it would unreasonably affect another person’s privacy, or where another lawful exception applies.

13. Retention and destruction

Records will be retained for as long as reasonably required for service delivery, business administration, legal, accounting, insurance, complaint, child safety or risk management purposes, or as otherwise required by law.

As a guide, records relating to a child or family will generally be retained until the child reaches 25 years of age, reflecting the extended limitation periods that can apply to claims arising from childhood. Financial and tax records will generally be retained for at least 7 years, consistent with Australian taxation requirements. These periods are indicative and will be confirmed in line with legal advice and any applicable legal requirement.

When records are no longer required, Gibbs Parent Consulting will take reasonable steps to securely destroy or de-identify them where appropriate.

14. Data breaches and privacy incidents

If Gibbs Parent Consulting becomes aware of a privacy or data security incident, reasonable steps will be taken to contain the incident, assess the risk, seek advice where required, notify affected people or regulators where required by law, and record the actions taken.

15. Privacy concerns or complaints

If a client has a privacy concern, they should contact Gibbs Parent Consulting in writing so the concern can be reviewed and responded to.

Depending on the nature of the issue and the laws that apply, a client may also be able to contact the Office of the Australian Information Commissioner or the Victorian Health Complaints Commissioner for further information about privacy or health-records complaints.

16. Contact

Privacy questions, access requests, correction requests and privacy complaints can be sent to:

Email: tim@gibbsparentconsulting.com.au

Phone: 0478 480 212