Privacy Policy

What we collect

We only collect information we need to assess and deliver supports, and to meet our obligations. Depending on who you are, that can include:

• Participants: name, contact details, date of birth, NDIS number and plan details, health and disability information, assessments, behaviour support plans, support plans and goals, shift notes, incident records, and the details of family, nominees, guardians and advocates.
• Referrers and professionals: your name, organisation, contact details and the information in the referral.
• Job applicants and workers: application details, qualifications, NDIS Worker Screening and other checks, and employment records.

Referral and enquiry forms on this website are provided by Astalty, the care management system we use, so what you send goes straight into our secure records. Where it is lawful and practical, you can make a general enquiry without giving your name.

Why we collect it

• To assess whether we can help, and to plan, deliver and review supports
• To keep participants and workers safe, including incident management and reporting to the NDIS Commission
• To claim payment from the NDIA, plan managers or participants
• To handle feedback and complaints, and to improve our services, using information that does not identify anyone
• To recruit, screen and employ our workforce

Who we share it with

We do not share a participant’s information without their informed consent, except where the law requires or allows it, for example to prevent serious harm or to meet mandatory reporting obligations. You can withdraw consent at any time.

With consent, we may share information with:

• behaviour support practitioners, support coordinators, plan managers and health professionals involved in the participant’s care
• the NDIA
• the other specialist brands in our group, Dementia Care Queensland and Forensic Disability Supports Queensland (FDSQ), where a referral is better routed to them

We may be required to provide information to the NDIS Quality and Safeguards Commission, police or child safety authorities without consent where the law requires it.

How we store and secure it

Participant records are kept in our electronic care management system. Access is limited to screened, authorised staff who need it for their role, and every staff member is trained in privacy and confidentiality.

We keep records for at least seven years after a person’s last contact with our service, or until a participant who was a child turns 25, then destroy them securely. If a data breach is likely to cause serious harm, we notify the people affected and the Office of the Australian Information Commissioner under the Notifiable Data Breaches scheme.

Access, correction and complaints

You can ask to see the information we hold about you, and ask us to correct it. To do that, or to raise a privacy concern, contact us on 0439 143 082 or admin@vitalcoresupports.com.au, or use our feedback and complaints process.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner on 1300 363 992 or at oaic.gov.au, or the NDIS Quality and Safeguards Commission on 1800 035 544.

Last updated September 2026