Introduction

Our practice is committed to protecting your personal and health information. This privacy policy outlines how we collect, use, store, and disclose your data, as well as your rights regarding this information. We are responsible for determining how and why your data is processed and ensuring full transparency so you understand how your information is used.

We do not sell or rent your personal details to third parties.

1. Consent & Collection of Personal Information

1.1 When you become a patient of this practice, you provide consent on your patient registration form for our staff to access and use your personal information to deliver quality healthcare services. Only authorised staff members will have access to your personal information. If we need to use your data for any purpose other than the original intended use, we will obtain your explicit consent. If you choose not to provide this information, we may be unable to offer medical treatment. 

2. Why We Collect, Use, and Share Your Personal Information

2.1 We collect, use, hold, and disclose your personal information primarily to provide healthcare services. Other purposes include:

  (a)   Managing your healthcare needs.

   (b) Administrative functions such as billing.

   (c) Business operations encompass staff training, quality audits, and adherence to legal obligations.

3. What Personal Information Do We Collect

3.1 We may collect the following types of personal information:

  (a)  Basic Details: Name, date of birth, address, contact details, occupation, and email.

  (b) Medical Information: Presenting complaints, medical history, medications, known allergies, immunisation records, pathology tests, and diagnostic imaging.

  (c) User Account Data: When purchasing or accessing our products or services, you may be required to create an account and provide an email and password. We collect data on product access, payment details, account activity, and course progress.

  (d) Payment Information: When purchasing a product or service, payment and billing details (e.g., name, credit card number, security code, expiration date, and billing address) are processed through third-party payment providers.

4. How We Collect Personal Information

4.1 We may collect personal information through various methods, including:

 (a) At Registration: When you first book an appointment or see our dispensing team for Acute Care, you provide personal and demographic details via a registration form.

 (b) During Treatment: Additional information is collected while providing healthcare services.

 (c) Online Interactions: When you visit our website, email us, book an appointment, or contact us via social media.

4.2 In some cases, we collect information from other third-party sources, such as:

 (a) Your authorised representative or guardian.

 (b) Healthcare providers (e.g., specialists, hospitals, allied health professionals).

 (c) Health funds, Medicare, or the Department of Veterans’ Affairs.

4.3 Website Data Collection. When you visit our website, we automatically collect certain device details, including:

  (a) Web browser type, IP address, time zone, and installed cookies.

  (b) Web pages or products viewed, referral sources (e.g., search terms or external links), and user interactions with the site.

  (c) This data is referred to as Device Information.

5. Sharing of Personal Information

5.1 We disclose personal information only when necessary for healthcare purposes, such as consulting with another healthcare practitioner or complying with applicable laws and regulations. Examples include:

   (a) Sharing medical records with other healthcare professionals.

   (b) Disclosing information for insurance or compensation claims.

   (c) Complying with legal obligations (e.g., responding to subpoenas or regulatory requirements).

5.2 We may also share your data with third-party service providers, such as:

   (a) Payment Processing: Stripe

   (b) Marketing & Analytics: Google Analytics, Facebook, Instagram

   (c) Practice Management Systems: Simple Clinic, Shopify

5.3 You can review their privacy policies and opt-out options on their respective websites. The Digital Advertising Alliance’s opt-out portal is available at http://optout.aboutads.info/.

6. Marketing & Research

6.1 We will not use your personal information for marketing purposes without your express consent. If you agree to receive marketing communications, you may opt out at any time by notifying us in writing to hello@thewellnessroad.com.au

6.2 We may use de-identified patient data for research purposes and to improve our services.

7. Data Security & Storage

7.1 We store personal information in both electronic and hard copy formats, including:

  (a)   Electronic Records: Secured and password-protected information systems.

  (b) Paper Records: Stored in a restricted-access environment.

  (c) Media Files: CT scans, videos, photographs, and audio recordings, maintained securely.

7.2 All staff and contractors are required to sign confidentiality agreements to ensure data security.

8. Access & Correction of Personal Information

8.1 You have the right to access and request corrections to your personal information.

  (a)  Requests must be submitted in writing, and we will respond within 30 days.

  (b)  We periodically verify patient information to ensure accuracy.

   (c) If you need to update your details, please don’t hesitate to contact our Practice Manager at tamra@thewellnessroad.com.au.

9. Cookies & Website Tracking

9.1 We use cookies, pixels, and other tracking technologies to collect anonymous data about website engagement and browsing behaviour. You can:

  (a)  Disable cookies in your browser settings.

   (b) Opt out of Google Analytics tracking via this link.

   (c) Learn more about managing cookies at www.allaboutcookies.org.

10. Privacy Policy Updates

10.1 We review this policy regularly to reflect changes in our practices or legal requirements. Any updates will be posted on our website.

For questions about this policy, please contact us at tamra@thewellnessroad.com.au.

How can you lodge a privacy-related complaint, and what procedures will be followed to handle it at this practice?

We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve it in accordance with our resolution procedure. Please email our practice manager, tamra@thewellnessroad.com.au

You may also contact the Office of the Australian Information Commissioner (OAIC). Generally, the OAIC will require you to give them time to respond before they will investigate. For further information, visit www.oaic.gov.au or call the OAIC on 1300 363 992.

11. AI Policy

11.1 At The Wellness Road, our practitioners may use Heidi Health, a secure, medical-grade AI notetaking assistant, during consultations. This tool helps support accurate and efficient clinical record-keeping, allowing our practitioners to remain fully present and focused on your care.

 (a) All information processed by Heidi Health is handled per the Australian Privacy Principles (APPs) and treated with strict confidentiality.

 (b) Heidi Health is used solely as a supplementary clinical documentation tool, and does not replace practitioner judgement or personal interaction.

 (c) Clients are informed of the use of Heidi on the intake form and must notify the practitioner at the start of their consultation if they do not give consent to the use during their consultation.

 (d) If you have any questions or concerns, please discuss them with your practitioner prior to or during your appointment.

11.2 For more information on how your data is protected, please refer to Heidi Health’s compliance information here: https://www.heidihealth.com/au/compliance/app

CONTACT US
For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e‑mail at tamra@thewellnessroad.com.au