TalkTots Hub
Privacy Policy
The short version
- We only collect what we need to support you and your child, and to run TalkTots Hub.
- Information about your child’s development is treated as health information, and we only collect it with your consent.
- We never sell your information or share it for other people’s marketing.
- We use a small number of trusted online services to run our website, bookings and email. Some of them store data overseas (mainly in the United States).
- You can ask to see, correct or delete your information, or unsubscribe, at any time: hello@talktotshub.com.au.
1. Who we are
TalkTots Hub (“we”, “us”, “our”) is run by Speech Pathologists Elle Stewart and Katy Quinlan in partnership (K.L Quinlan & E.A Stewart, ABN 27 930 612 629), based in Perth, Western Australia. We provide communication resources, a free online quiz, free screening calls and speech pathology support for families of children aged 1–5 years.
We follow the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), and the Speech Pathology Australia Code of Ethics. Because we provide a health service, the Privacy Act applies to us regardless of the size of our business.
2. What information we collect
Depending on how you use TalkTots Hub, we may collect:
- Contact details – your name, email address and, if you book a call, your phone number.
- Information about your child – such as their first name, date of birth or age, and how they communicate, play and interact.
- Health information – such as your child’s communication development, hearing, relevant medical or developmental history, whether they are on a therapy waitlist, our clinical notes and any reports we prepare.
- Your answers and messages – what you tell us in our quiz, booking and intake forms, emails and contact forms.
- Purchase details – what you buy from us. Card payments are handled by our payment provider, Stripe; we do not see or store your full card details.
- Basic website information – our website host automatically records standard technical information (such as IP address and browser type) to keep the site secure and working. We do not currently use advertising or analytics tracking cookies.
You don’t have to give us your information, and you can use parts of our website without doing so. If you choose not to, we may not be able to provide some services (for example, your quiz results or a screening call).
3. How we collect it
We collect information directly from you – usually a parent or carer – when you take our quiz, book a call, complete an intake questionnaire, buy a product, subscribe, or contact us. With your permission, we may also receive information from other people involved in your child’s care, such as a GP, paediatrician, audiologist or early childhood educator.
Because our services are for young children, information about a child is provided by their parent or carer, who consents on the child’s behalf.
4. The Communicator Quiz
Our free Communicator Quiz works out your child’s TalkTots Hub Communication Type on your own device. When you submit the quiz, we receive:
- your name and email address;
- your child’s communication type and scores;
- your answers about your child’s age, play, your situation and what support you are looking for; and
- any comments you choose to add, and the date you gave consent.
We use this to show your results, send you your free sampler pack and tips for your child’s communication type, and understand how we can best help families. You must tick the consent box before submitting. You can unsubscribe from our emails at any time.
5. How we use your information
- To provide our quiz results, resources, screening calls and speech pathology services.
- To prepare summaries and reports about your child’s communication, and keep clinical records.
- To manage bookings, purchases and payments.
- To reply to your questions and keep in touch about your child’s support.
- To send you emails with tips, resources and offers – only if you have agreed, and you can unsubscribe at any time using the link in every email.
- To improve our resources and services (using information that doesn’t identify you wherever possible).
- To meet our legal and professional obligations.
We will not use or share your information for any other purpose unless you consent, or the law requires or allows it.
6. Who we share it with
We do not sell, rent or trade your personal information. We only share it:
- with the trusted service providers below, who help us run TalkTots Hub and may only use your information to provide their service to us;
- with other professionals involved in your child’s care, only with your consent; and
- where the law requires or allows it (for example, to lessen a serious threat to someone’s life, health or safety, or under a court order).
Services we use
| Service | What we use it for | Where data is stored |
|---|---|---|
| Netlify | Hosting our website and receiving website forms (quiz, contact and intake forms) | United States |
| Calendly | Booking screening calls | United States |
| Google (Calendar and Google Meet) | Our calendar and video calls | United States and other countries where Google operates |
| Zoho Mail | Our email | Australia |
| Halaxy | Secure client records, clinical notes and reports | Australia |
| MailerLite | Sending our email newsletters and quiz follow-up emails | European Union |
| Stripe | Processing card payments for products (we never see or store your full card details) | United States and other countries where Stripe operates |
7. Information stored overseas
Some of the services above store information outside Australia – mainly in the United States, and also in the European Union and other countries where Google and Stripe operate. We choose well-established providers with strong security and privacy commitments, and we keep what we store with them to a minimum. For example, once a screening call intake form has been moved into our secure records system (Halaxy, stored in Australia), we delete it from our website host.
8. How we keep it safe
We take reasonable steps to protect your information from misuse, loss and unauthorised access. These include two-factor login on our accounts, access limited to the TalkTots Hub team, secure Australian-based client records, and regular deletion of form submissions from our website host. No online service can be guaranteed to be completely secure, but we work hard to protect your information.
If a data breach is likely to cause serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.
9. How long we keep it
- Clinical records (screening call notes, reports and related health information): in line with Australian health record standards, these are kept until your child turns 25, and then securely destroyed.
- Quiz answers, website form submissions and email subscriptions are kept only while they are useful to support you, or until you unsubscribe or ask us to delete them.
- Purchase records are kept for as long as Australian tax law requires.
10. Accessing, correcting or deleting your information
You can ask to see the information we hold about you or your child, ask us to correct it, or ask us to delete information we don’t need to keep. Email hello@talktotshub.com.au. We will respond within 30 days. There is no charge to ask. In rare cases the law allows us to refuse access; if so, we will tell you why.
11. Questions and complaints
If you have a question or concern about your privacy, please contact our privacy contact, Elle Stewart, at hello@talktotshub.com.au. We will acknowledge your complaint promptly and aim to resolve it within 30 days.
If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.