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Artificial Intelligence (AI) by Sync Space Therapy 

Sync Space Therapy recognizes the potential of Artificial Intelligence (AI) tools, including Google's Gemini, to enhance our services and improve client outcomes. However, we are committed to the responsible and ethical use of AI, prioritizing client privacy, confidentiality, and professional integrity, especially in line with the National Disability Insurance Scheme (NDIS) and Australian privacy laws.

 

This policy outlines the guidelines for AI use within our organization.

Scope

This policy applies to all Sync Space Therapy staff, contractors, and third-party vendors who use AI technologies in their work for Sync Space Therapy. This is particularly relevant to staff who might consider using Gemini or other AI for client-related tasks.

Key Principles

Privacy and Data Protection

  • Client privacy is paramount. We adhere to the Privacy Act 1988 (Cth), Health Records and Information Privacy Act 2002 (NSW), and the National Disability Insurance Scheme Act 2013 (Cth).

  • Personal and health information processed by AI systems must be treated with utmost confidentiality.

  • Sync Space Therapy uses Google Workspace apps like Gmail, Docs, Sheets, and Slides. Gemini is the AI tool integrated in these apps. Gemini in Google Workspace has enterprise-grade security and privacy protections as the rest of Workspace, meaning all our client data remains within Sync Space Therapy and is not used to train external AI models or for advertising without explicit permission.

  • When using any external AI tool, staff must de-identify all client and stakeholder information. Do not input full names, addresses, or other directly identifiable information.

  • Before using any external AI tool, staff must check with the Practice Manager to confirm that the tool’s data storage and processing practices align with our privacy requirements and Australian data residency regulations.

  • Sync Space Therapy provides Gemini as an internal AI system for staff use to draft content, summarise information, generate ideas, and automate tasks. For safety, it is strongly recommended to use our internal systems over external AI tools.

Ethical AI Use:

  • We are committed to fair and equitable AI use, especially for people with disabilities.

  • Staff should be mindful of potential biases in AI tools.

Clinical Judgment and AI:

  • AI, including Gemini, is a tool to support, not replace, clinical judgment.

  • Final responsibility for clinical decisions and client documentation rests with qualified professionals.

Guidelines for Using Gemini and Other AI

Approved AI Applications:

Examples of approved AI applications include:

  • Transcription and note-taking of meetings, sessions and discussions

  • Session planning and strategy brainstorming

  • Summarizing anonymized clinical notes.

  • Assisting with spelling and grammar

  • Creating customized exercise or therapy plans.

  • Generating visual aids and educational materials

  • Assisting with email drafting (while ensuring all clinical information is manually reviewed).

Client Documentation

  • Client reports and other critical documentation should not be generated solely using Gemini or other AI tools. These documents must be created by qualified professionals, using their expertise and clinical judgment.

  • Gemini and other AI tools may be used to assist with grammar, spelling, or generating strategy ideas for reports, but the content must be reviewed and finalized by a professional.

Confidentiality

  • When using any external AI tools, always prioritize client confidentiality. Never input directly identifiable information.

  • Review AI-generated content carefully to ensure no sensitive information has been inadvertently included.

Maintaining Professional Standards

  • AI use does not diminish professional responsibilities.

  • Use AI-generated insights as one input among many, combined with professional knowledge and client preferences.

Implementation and Support

  • Sync Space Therapy will provide a support system for staff to ask questions and report concerns about AI use.

  • Sync Space Therapy Practice Manager and Clinical Lead will oversee compliance with this policy.

  • This policy will be reviewed regularly and updated as needed.

Complaints and Enquiries

Our Privacy Statement

Sync Space Therapy operates on the land of the Awabakal People and provide services to people throughout Australia.  We acknowledge the Traditional Custodians of lands, seas and waters throughout Australia, and pay our respect to Elders past, present and emerging. We recognise that the health and social and emotional wellbeing of Aboriginal and Torres Strait Islander peoples are grounded in continued connection to Culture, Country, Language and Community and acknowledge that sovereignty was never ceded.

Sync Space Therapy © 2026

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