Policies & Legal

Centre Consulting Service Agreement

SG OT Holdings Pty Ltd | Your Early Education OT | Regulation Rituals®

In plain English: This is the formal agreement between Sally Galloway and an early childhood centre or organisation engaging her for workshops, immersions, strategic consulting, or bespoke program delivery. It sets out what's included, what's not, how fees and cancellations work, how we both protect confidentiality — and how AI tools are used in delivering your engagement.

1. The parties

Provider

SG OT Holdings Pty Ltd (ABN 51 669 041 829)
Trading as: Your Early Education OT and Regulation Rituals®
Practitioner: Sally Galloway, AHPRA-registered Occupational Therapist
Email: [email protected] | PO Box 209, Buddina QLD 4575

Engaging organisation

Details confirmed at the time of booking.

2. Scope of services

What's included in this engagement

The services to be delivered are set out in the written proposal or scope of work provided to you separately. Unless otherwise specified in writing, services may include any combination of:

  • In-person workshops or immersions at your centre or an agreed venue.
  • Online workshops, webinars, or group coaching sessions.
  • Strategic consulting sessions (video or phone) with leadership teams.
  • Environmental observations and consultation visits (in-person or virtual).
  • Written resources, slide decks, facilitation guides, or centre-specific materials developed for this engagement.
  • Follow-up support as agreed in the proposal.

What's not included

Unless explicitly stated in your written proposal, the following are out of scope:

  • Individual occupational therapy assessments or intervention for specific children.
  • Clinical reports, diagnostic assessments, or medico-legal documents.
  • Ongoing therapy services for individual children or families.
  • HR advice, performance management, or staff conduct investigation.
  • Legal, compliance, or industrial relations advice.
  • Work with children in an unsupervised or direct care capacity.

Where you have a need that falls outside this scope, I will be honest about what I can and cannot offer, and I'll try to point you toward the right resource or provider.

3. Professional obligations and AHPRA compliance

Sally Galloway is an AHPRA-registered Occupational Therapist. All services delivered under this agreement are provided in accordance with:

  • The Occupational Therapy Board of Australia Code of Conduct.
  • AHPRA's guidelines on advertising and professional conduct.
  • The AHPRA guidance on AI use in healthcare.
  • The Privacy Act 1988 (Cth) and the Australian Privacy Principles.
  • Queensland child safety legislation, including mandatory reporting obligations.

My professional registration can be verified at ahpra.gov.au. Registration number: OCC0001747854.

4. Fees and payment

Fees for this engagement are set out in the written proposal. Unless otherwise agreed:

  • All fees are quoted in Australian dollars and exclude GST.
  • The full fee is invoiced at the time of booking confirmation.
  • Payment is required prior to service delivery, or within 7 days of the invoice date — whichever comes first.
  • No service delivery will occur until payment has been received in full.
  • Travel costs (kilometres, flights, parking, and where required, accommodation) are quoted separately and added to your invoice.

Late payments may incur an administrative charge of 1.5% per month after the due date. Repeated non-payment may result in the engagement being paused until accounts are brought current.

5. Cancellations and rescheduling

Once a booking is confirmed, all fees paid are non-refundable. This policy exists because significant preparation, resource development, and time allocation goes into every engagement before the session date.

More than 7 days' notice

If you cancel with more than 7 days' notice, I will do my best to offer an alternative date. As availability is limited, an alternative date cannot be guaranteed. If a suitable date within 4 weeks is not available, I will either:

  • Deliver the service via telehealth at the original booking date and time; or
  • Apply the time toward work agreed upon between us at the time of the original booking.

Within 7 days of the scheduled session

If you cancel within 7 days of the scheduled session, the session will be converted to an online session delivered at the original booking date and time. No in-person alternative will be available.

Second cancellation of a rescheduled session

If a rescheduled session is cancelled for a second time, no further reschedule will be offered. The full fee remains payable.

Travel costs

Travel costs already incurred (including flights, accommodation, and transfers) are non-refundable regardless of the notice given. Where travel has been booked, these costs will be invoiced in addition to any applicable cancellation fee.

If I need to cancel

If I need to cancel a booking due to illness, emergency, or circumstances outside my control, I will notify you as early as possible and offer a rescheduled date at no additional cost. No costs arising from my cancellation will be passed on to you.

How to notify us

All cancellation and rescheduling requests must be made in writing by email to [email protected].

6. Intellectual property

My IP

All materials I develop and share as part of this engagement — including slide decks, facilitation guides, worksheets, videos, and written resources — remain the intellectual property of SG OT Holdings Pty Ltd.

You are licensed to use materials I provide:

  • Internally within your service, with the educators who attended the engagement.
  • For the purpose for which they were created.
  • Not to be shared externally, reproduced for commercial use, uploaded to public platforms, or used to train AI systems.

Bespoke materials

Where I create materials specifically for your service, we will agree in writing at the proposal stage whether those materials remain my IP (with you holding a licence to use internally) or transfer to you as a work-for-hire. The default is that IP remains with SG OT Holdings Pty Ltd unless explicitly transferred in writing.

Your IP

Information you share with me about your service, team, practices, and the children in your care remains confidential and is not used in my broader content, programs, or materials without your explicit written permission and appropriate de-identification.

7. Confidentiality

Both parties agree to maintain confidentiality in relation to:

  • Any information about the other party's business operations, team, or practices shared in the course of this engagement.
  • Any information about children, families, or staff shared during consultation or observation visits.
  • The content and outcomes of any strategic discussions.

I will not identify your service, your team, or the children in your care in any of my public content, case studies, testimonials, or marketing without your explicit written consent. This confidentiality obligation survives the end of this agreement.

8. AI tools and technology — how I protect your information

I run an AI-first practice. That means I use AI tools deliberately and transparently to make my work better.

What I may use AI for in this engagement

  • Drafting and refining written materials (facilitation guides, resources, summaries) — with my review and professional judgement applied to all outputs.
  • Structuring content, research synthesis, and session planning.
  • Producing post-engagement summaries or written follow-ups.
  • Internal administration tasks (scheduling, correspondence drafts).

What I never use AI for

  • Passing identifiable information about your staff, children, or families into any AI system.
  • Generating clinical assessments, diagnoses, or professional recommendations without my authorship and review.
  • Making professional decisions that require human judgement and AHPRA accountability.

How your data is protected

My primary AI tool is Claude (Anthropic), used via a paid professional account. Claude's professional tiers do not train models on user inputs — your information is not used to improve Anthropic's AI. I do not input identifying details of your staff, children, or families into Claude or any other AI system.

I operate in accordance with AHPRA's published guidance on AI use in healthcare. This means I remain fully accountable for all professional outputs and decisions, regardless of whether AI tools were involved in their production.

For full detail on my approach to AI, see my AI Use & Technology Policy, available on my website.

9. Child safeguarding

SG OT Holdings Pty Ltd is committed to the safety, wellbeing, and dignity of all children. In delivering services to your centre:

  • I will comply with my mandatory reporting obligations under Queensland's Child Protection Act 1999.
  • I will follow your centre's child safety policies and visitor/contractor requirements when attending in person.
  • I will not share images, names, or identifying details of children in your service.
  • I will raise any safeguarding concerns directly with you and, where required by law, with Child Safety Services.

Our full child safeguarding commitment is set out in our Child Safeguarding Statement, available on our website.

10. Insurance

SG OT Holdings Pty Ltd holds:

  • Professional indemnity insurance — covering my professional advice and services.
  • Public liability insurance — covering injury or damage in the course of service delivery.

Certificates of currency are available on request.

11. Dispute resolution

If a dispute arises, both parties agree to:

  • Raise the concern in writing as soon as reasonably practicable.
  • Attempt to resolve the matter through direct, good-faith negotiation within 14 days.
  • If unresolved, consider mediation through a mutually agreed third party before pursuing legal action.

Our Complaints & Feedback Policy is available on our website.

12. Governing law

This agreement is governed by the laws of Queensland, Australia.

13. Ready to book?

To confirm your engagement, please contact us at [email protected]. We'll send you a formal proposal and agreement to sign before your booking is confirmed.