Privacy policy | Unify Disability Services

About this policy

Unify Disability Services Pty Ltd (ABN 97 545 548 005) ("Unify", "we", "us") is a registered NDIS provider. We respect your privacy and your right to make decisions about your personal information.

This policy explains how we collect, use, disclose, store and protect personal information, including health and disability information. It applies to participants, families, carers, nominees, referrers, website visitors, job applicants and anyone else who deals with us.

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), the National Disability Insurance Scheme Act 2013 (Cth), the NDIS Code of Conduct and NDIS Practice Standards, and state health records laws where they apply, including the Health Records Act 2001 (Vic) and the Health Records and Information Privacy Act 2002 (NSW).

Read our Easy Read privacy summary or download the printable summary. You can also ask us about another format or language. Call 1300 777 837 or email admin@uds.com.au.

What information we collect

We only collect information that is reasonably necessary for our services and activities. Depending on how you deal with us, this may include:

Identity and contact details: name, date of birth, address, phone, email, and the details of carers, guardians, nominees or other representatives.
NDIS information: NDIS number, plan details, funding and plan management arrangements, goals and service agreements.
Health and disability information: diagnoses, assessments, reports, therapy and progress notes, medications, behaviour support plans and any regulated restrictive practices.
Other sensitive information, only where relevant and with your consent: cultural or linguistic background, Aboriginal and Torres Strait Islander status, gender identity, or religious beliefs that affect how you want supports delivered.
Referrer details: name, organisation and contact details of people who refer someone to us.
Job applicants: resumes, qualifications, registrations, referee details, and NDIS Worker Screening and Working with Children Check results.
Website information: what you enter into forms, and basic technical data such as browser type and pages visited.

How we collect it

Where possible we collect information directly from you. We may also collect it, with your consent or where the law allows, from:

your family, carer, guardian, nominee or other authorised representative
the person or organisation who referred you, such as a support coordinator, plan manager, GP, school or hospital
the NDIA and other NDIS providers involved in your supports
our website, phone calls, emails and online forms.

If we receive information we didn't ask for and don't need, we will destroy or de-identify it where it's lawful and reasonable to do so.

We ask for your consent before we collect sensitive information, including health information, and before we share it, unless the law requires or allows otherwise. Consent can be verbal or written, and we record it in your file.

We support people to make their own decisions. If you need help, we will involve your chosen supporter or, where one is appointed, your guardian or nominee. For children, we generally seek consent from a parent or guardian while respecting the young person's views as they grow.

You can change or withdraw your consent at any time. We will explain if this affects the supports we can provide.

Where it's lawful and practical, you can deal with us anonymously or using a pseudonym, for example when asking a general question. We usually need your identity to deliver and claim NDIS supports.

How we use your information

We use personal information to:

assess your needs and plan, deliver and review your supports
coordinate care with your team, including other providers you've agreed to
manage service agreements, bookings, invoices and NDIS claims
meet our obligations as a registered NDIS provider, including incident management, complaints handling and restrictive practices reporting
keep people safe, including where there is a serious threat to someone's life, health or safety
train staff, improve quality and investigate complaints
recruit and manage staff and contractors
respond to website enquiries and, if you've asked, send you resources and updates.

We don't sell personal information, and we don't use your health information for marketing.

We share information only as needed for the purpose it was collected, with your consent, or where the law requires or allows. This may include:

the National Disability Insurance Agency (NDIA), for example for claims, plan reassessments and reports it requests
the NDIS Quality and Safeguards Commission, for example for reportable incidents and regulated restrictive practices
your plan manager, support coordinator and other providers you've agreed we can work with
your authorised representatives
health practitioners involved in your care
trusted service providers who help us operate, such as IT, cloud software, email and document storage. They must protect the information and use it only for our purposes
government agencies, courts or police where required by law, including child protection and mandatory reporting obligations.

Overseas storage and disclosure

We aim to store personal information in Australia. Some of our technology providers may store or process limited information on servers outside Australia. Before this happens we take reasonable steps under APP 8 to make sure the information is protected to a standard comparable to Australian law. Contact our privacy officer for details of where information may be held.

Our website, forms and online tools

Forms: referral, contact, feedback and careers submissions are sent through our website and email provider (Resend) to the relevant Unify inbox. Toolkit and schedule requests deliver resources to the email address you provide. These details are handled under this policy. "Stay notified" sign-ups go to our mailing list (see "Updates and marketing").
U-Hub tools: the price calculator, schedule builder, budget calculator and review planner calculate in your browser. Saved schedules are kept in your browser storage until you clear them. If you choose to email a schedule, its rows and the delivery details you provide are sent to our website and email provider (Resend) to deliver the file to you. Requesting the toolkit also sends your delivery details to our website and email provider. Newsletter signup is a separate, optional choice. Shared calculator links include the selected support and cost settings in the URL; anyone with that link can see those settings.
Location finder: known Unify location names are matched in your browser. Other suburb or postcode searches go through our website to Geoapify when the search service is configured. Do not enter a street address or personal information. Public locality results may be cached for up to 24 hours. If you use "Use my location", your coordinates are used in your browser to rank nearby offices; they are not sent to our location-search endpoint or stored by it.
Cookies and analytics: we use browser storage for saved schedules and tool settings. This website does not include advertising or analytics tracking scripts. Our hosting provider and external font and map services may process technical information, such as your IP address, when delivering the website. You can control cookies and storage through your browser settings.
Links: our website links to other sites, such as the NDIS. Their privacy practices are their own.

Updates and marketing

You can choose to receive newsletter updates about NDIS news, tools and our services, including news of the referrer portal. Resource delivery does not require newsletter signup. We only add you to the newsletter with your consent, and we may ask you to confirm by email first. Every email has an unsubscribe link, and you can opt out at any time by contacting us. We comply with the Spam Act 2003 (Cth).

We use Mailchimp (Intuit Inc.) to send these emails. Your name, email address and role, and whether you open our emails, are stored by Mailchimp, which may hold this information in the United States. We never add health or disability information to our mailing list.

Keeping information secure

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, change or disclosure. These include:

secure, access-controlled client management systems, with access limited to staff who need it for their role
encryption, multi-factor authentication and regular security updates
confidentiality agreements and privacy training for all staff and contractors
secure storage and disposal of any paper records.

How long we keep it

We keep records for as long as we need them and as required by law. Health and NDIS records are generally kept for at least 7 years after your last service. Records about a child are kept until they turn 25, if that is later. When records are no longer needed, we securely destroy or de-identify them.

Data breaches

We have a data breach response plan. If a breach is likely to result in serious harm, we will notify the people affected and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme. We will also report to the NDIS Commission where required.

Accessing and correcting your information

You can ask to see the personal information we hold about you, or ask us to correct it if it's inaccurate, out of date, incomplete, irrelevant or misleading. Contact our privacy officer. We may need to confirm your identity first.

We will respond within 30 days, and there is no charge to make a request. In limited cases the law allows us to refuse access, for example where it would pose a serious threat to someone's safety. If we refuse, we'll explain why in writing and tell you how to complain.

Questions and complaints

If you have a question or concern about privacy, contact our privacy officer:

Email: admin@uds.com.au (subject line "Privacy")
Phone: 1300 777 837 (Mon to Fri, 9am to 5pm)
Post: Privacy Officer, Unify Disability Services, 212/1510 Pascoe Vale Road, Coolaroo VIC 3048

We will acknowledge your complaint within 1 business day and aim to resolve it within 30 days. Making a complaint will never affect your supports.

If you're not satisfied with our response, you can contact:

the Office of the Australian Information Commissioner: oaic.gov.au, 1300 363 992
the NDIS Quality and Safeguards Commission: ndiscommission.gov.au, 1800 035 544
in Victoria, the Health Complaints Commissioner: hcc.vic.gov.au, 1300 582 113.

You can also read our feedback and complaints process.

Changes to this policy

We review this policy at least every year and when our practices or the law change. The current version is always on this page. This policy was last updated on 3 October 2026.

Your information, protected.