Privacy Policy

Last updated: July 18, 2025

1. Collection of Personal Information

We collect the following types of personal information:

Health history pertaining to not just the complaint in question but broader health history
Identifying details such as name, address, phone number, email address
Emergency contact and their contact details
Appointment dates and times
Payment details
Text messages and emails
Imaging reports
Referral information and referral letters

2. Storage and Security of Personal Information

All information is stored on our secure, cloud-based clinic software, Cliniko. You can see their privacy measures here: https://www.cliniko.com/policies/privacy/

We also store your intake forms and paper reports in a key locked filing cabinet. These are only accessed in emergencies where we are unable to utilise computer records. Referrals and outcome measures data is also retained in paper copy, as well as stored in the web-based program Cliniko.

We use a security camera for safety purposes in the waiting room. Video files are saved for 2-3 weeks before automatically erasing, unless kept for suspicious circumstances. If for any reason these are passed on to police, and you feature in them, you will be notified.

3. Access to Your Information

Information is only accessible by staff of the practice, who have individual password secured logons. Your treating practitioners can access all of your data, but support/reception staff can only access contact details and messages, not your health information.

All staff take the upmost care to protect your privacy, around all health, social and other matters that may be sensitive to you. If, despite our best efforts, something is discussed with you in a public space in the clinic that you are uncomfortable with – please speak up.

4. Consent

You will have the chance to sign a consent form, allowing us to record your health information, as described above. You can withdraw consent at any time, or request that some information not be recorded, despite being shared with your health practitioner.

There are also three additional levels of consent that may be requested given case particulars. These are for:

Collection of or sharing of your medical records with another registered health practitioner (i.e. GP clinic)
Access for imaging reports
Use of image if we photograph you for any marketing or teaching purpose

5. Use and Disclosure of Personal Information

Research and Education

Your data may be used for case studies, research or to be used in tertiary teaching, in a de-identified manner, where no information that will link to you will be disclosed. You can opt out if this is not something you are comfortable with.

Marketing Communications

You will also have a chance to opt in for practice marketing. We send out newsletters via email – no more than 5 per year. For this we use secure email service Mailchimp, see their privacy policy here: https://www.intuit.com/privacy/statement/ We do not send marketing text messages, but we have used this service to notify of clinic closures during the covid-19 pandemic.

Mandatory Reporting

Note that we are still under obligations for mandatory reporting if we have reasonable grounds to believe that a child is in need of protection from physical injury or sexual abuse. In addition, if the practitioner has significant concerns for your safety due for example psychotic episode or mentions of homicide or suicidal plans, then they may also refer on for immediate care.

6. Access and Correction Rights

You have the right to request correction of the data if its inaccurate, out of date, incomplete, irrelevant or misleading.

7. Privacy Complaints and Concerns

If you feel that your privacy has been breached, or you have a question or complaint about how we collect or store your information, please let us know. You can contact practice owner Julie Hjorth. Please know we take your concerns seriously and will act promptly to manage your complaint.