Privacy policy.

1. Our commitment

The Learning Clinic is a service of Wadmore Pty Ltd (ABN 39 686 562 470). In this policy, “we”, “us” and “our” mean Wadmore Pty Ltd trading as The Learning Clinic.

Families share personal and sometimes sensitive information about their children with us. We handle it in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth), we collect only what we need, and we don’t sell personal information.

2. What we collect

About you (parent or carer): your name, email, phone number, address, your relationship to the child, booking details and payment records.

About your child: name, date of birth, year level and school; what you and your child tell us about their learning; reports or documents you choose to share; assessment responses and results; our notes, reports and plans.

About other people, with your consent: contact details for a teacher or other professional you ask us to work with.

Sensitive information: some of this, such as an existing diagnosis or a psychological or medical report, is sensitive or health information under the Privacy Act. We only collect it with your consent and when it is relevant to the service you have asked for.

When you visit our website: our hosting provider records standard technical information (such as IP address and browser type) to keep the site secure and working. We don’t use advertising or tracking cookies. If we add analytics or a Meta pixel later, we will update this section first.

3. How we collect it

We collect most information directly from you, through our enquiry form, our booking system, email, phone and consultations, and from your child during an assessment. We only collect information from your child’s school or another professional when you have asked or agreed for us to do so.

You can choose not to give us some information, but we may then be unable to provide a service, or our findings may be less complete.

4. Children’s information

Our services are for school-aged children and are arranged by a parent or legal guardian. We collect a child’s information from, and with the consent of, a parent or guardian who has authority to give it.

We explain to children, in age-appropriate language, what an assessment involves, and we take older students’ views into account about how their information is shared. We don’t market to children.

5. How we use it

• to respond to your enquiry and talk through which service fits
• to provide assessments, consultations, reports, plans and teacher briefs
• to manage bookings, invoices, payments and reminders
• to follow up with you about your child’s progress, if your service includes a review
• to meet our legal, insurance and professional obligations
• to improve our services, using information that has had identifying details removed

We will only send you news or updates if you ask us to, and every message has an unsubscribe link.

6. Wadmore profiles and automated scoring

The Wadmore Cognitive Profile is completed on the Wadmore online platform, which is also operated by Wadmore Pty Ltd. The platform is adaptive: a computer program selects questions and calculates results automatically.

These results describe patterns of relative strength. They are not a diagnosis, and no decision that significantly affects your child is made by automated means alone. Your report, and any recommendations, are prepared and checked by a person.

We may use response data, with names and other identifying details removed, to maintain and improve the quality and accuracy of Wadmore assessments. Matt to confirm this matches the Wadmore platform’s own privacy policy and terms.

7. Who we share it with

We don’t share your child’s information with their school or anyone else without your permission. We may share personal information:

• with a school, teacher or other professional, when you ask us to or agree that we can
• with service providers who help us run the clinic, such as our practice management and booking system, email provider, payment processor and website host; they may only use it to provide their service to us
• with our insurer or professional advisers, where needed
• where required or authorised by law, including where we believe it is necessary to protect a child’s safety or wellbeing

8. Where it is stored

Client records, reports and documents are stored in our practice management system, which keeps Australian data in Australia. Halaxy or Cliniko: confirm once chosen. Our email is provided by Microsoft. Confirm data location of the email account. Our website is hosted by Vercel, which may process technical website data outside Australia; client records are not stored there.

Where any of our providers handle personal information outside Australia, we take reasonable steps to make sure it is protected to a standard consistent with the Australian Privacy Principles.

9. Keeping it secure

We use accounts protected by two-factor sign-in, encrypted systems and limited access, and we keep any paper records locked away. Please don’t send reports by ordinary email: we will give you a secure way to share them.

If a data breach is likely to cause serious harm, we will tell you and, where required, the Office of the Australian Information Commissioner, as soon as practicable.

10. How long we keep it

We keep records about a child for seven years after our last contact, or until the child turns 25, whichever is later. We then destroy or permanently de-identify them. Enquiries that don’t lead to a service are deleted after 12 months.

11. Access and correction

You can ask to see the information we hold about you or your child, or ask us to correct it, at any time. There is no charge. We will respond within 30 days. In rare cases the law allows us to refuse access, for example to protect someone’s safety; if so, we will explain why.

Completed test forms and test items are protected by the test publishers’ copyright and security rules, so we can’t release them. Your child’s scores, our report and our notes about your child are available to you.

12. Questions and complaints

If you have a question or concern about privacy, email hello@learningclinic.com.au. We will respond within 30 days. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

We may update this policy from time to time. The latest version is always on this page.