Privacy policy
This explains what we collect when you book with us, why we need it, how it is stored, and what you can ask us to do with it.
What we collect
When you book online, we collect the information needed to provide care:
- Your name, phone number and email address
- Your insurance provider and member number, if you give them
- A short description of your symptoms, in your own words
- The service, date and time you booked
At your appointment we also keep clinical notes, the forms you sign, and any invoices and receipts for treatment we provided.
Why we need it
- To book, confirm and remind you about appointments
- To assess and treat you safely, including knowing your relevant history
- To bill you, or your insurer, for treatment
- To meet record-keeping obligations that apply to regulated health practitioners
We do not sell your information, and we do not use it for advertising.
How it is stored
Your records are held in the clinic's own system. They are not stored on third-party cloud services, and they are not shared with other clinics.
- Access is limited to staff who need it to do their job, and is logged
- Accounts are password protected; staff accounts are individual, not shared
- The database is backed up daily so records survive a hardware failure
- Signed forms and invoices are stored as documents linked to your file
Email and health information
Ordinary email is not private. For that reason, when we need to send you a form or an invoice that contains health information, we send a private link instead of an attachment. The link is unique to you, expires after a set time, and can be revoked by us at any point.
Booking confirmations and appointment reminders do not contain clinical detail.
Who we share it with
We share your information only where it is necessary to provide your care, and only with your consent — for example, sending a claim to your insurer, or writing to your doctor at your request. We may also have to disclose records where the law requires it.
How long we keep it
Clinical records are kept for the period required by our regulatory college and by applicable law. Booking enquiries that do not become appointments are kept only as long as needed to handle the enquiry, then removed on a routine schedule.
Your choices
You can ask us to:
- Show you the information we hold about you
- Correct anything that is wrong
- Stop sending you appointment reminders
- Delete information we are not required to keep
We may need to verify your identity before acting on a request.
Cookies
The public pages of this site use a single cookie to protect the booking form against cross-site request forgery. It contains no personal information and is not used for tracking or advertising. Staff who sign in get a session cookie so they stay logged in.
Questions or concerns
Contact us at [email protected] and ask for the privacy contact. If you are not satisfied with our response, you may contact the privacy commissioner in your jurisdiction.
This policy describes how the clinic's booking and records system actually handles your information. It is reviewed when the system or our practices change.