Privacy policy

Terms & Conditions

  1. Treatment Procedures
    Each treatment may incorporate a variety of techniques at the practitioner’s discretion. Patients have the right to decline any treatment technique at any time.

  2. Session Termination
    Patients may choose to end their session at any time; however, full charges will still apply (where applicable).

  3. Appointment Cancellations
    A minimum of 24 hours' notice is required for appointment cancellations. Cancellations made within 24 hours of the scheduled appointment time will incur a cancellation fee.

  4. Privacy & Communication
    We may use your contact details (email and phone number) to provide appointment reminders and relevant updates, such as fee adjustments. Your personal information will remain confidential and accessible only to your practitioner, except where disclosure is required by law under exceptional circumstances.

By clicking ‘Confirm Booking,’ you acknowledge that you have read and agree to our Privacy Policy.

Privacy Policy

The Acupuncture & Herbal Clinic

The Acupuncture & Herbal Clinic is committed to delivering high-quality healthcare while ensuring the privacy and confidentiality of our clients' personal information. To provide effective treatment, we collect and securely maintain client health records.

As an APP entity under the Australian Privacy Act 1988 (Cth), we adhere to the Australian Privacy Principles (APPs), which govern the collection, use, storage, and disclosure of personal information. These principles complement the high ethical standards upheld by our practitioners.

Dealing with Us Anonymously

Clients have the right to interact with us anonymously or under a pseudonym, except where impracticable or where legal requirements necessitate identity verification.

Types of Information Collected

The clinic maintains client records containing the following information:

  • Personal details (e.g., name, address, date of birth, health fund information)

  • Medical history and health-related information

  • Notes from consultations and treatment sessions

  • Referrals to and from other healthcare providers

  • Reports and test results received from other health professionals

All information retained is either provided directly by you or arises as a result of the details you have shared during consultations.

Use and Disclosure of Your Information

At The Acupuncture & Herbal Clinic, we handle your personal and health information with the utmost care and respect for your privacy. Your records will be accessed only as necessary to provide you with healthcare services. This includes access by your practitioner and, in their absence, by other qualified practitioners within the clinic. Additionally, administrative staff may handle your file when required for operational purposes, always adhering to strict confidentiality standards.

Circumstances for Use and Disclosure

Your personal health information may be collected, used, and disclosed under the following circumstances:

  • Communication with other healthcare providers, including treating practitioners and your doctor, to ensure coordinated care.

  • Follow-up reminders and recall notices, unless you opt out of these communications.

  • Accounting and health insurance claims processing.

  • Quality assurance activities, such as accreditation and compliance with professional standards.

  • Legal compliance, where required by law, including disclosure to public health authorities for disease prevention or control.

  • Internal use by other practitioners within our clinic when consulting with you.

  • Court-mandated disclosures, such as subpoenas or legal orders.

  • Research purposes, using only de-identified data, ensuring your personal identity is not disclosed.

  • Emergency situations, where your health information may be shared with a family member or designated caregiver to facilitate urgent medical care.

Marketing and Consent

We will not use your personal information for marketing our services without your explicit consent. If you do provide consent, you may opt out at any time by notifying us in writing.

If you have any concerns or wish to restrict access to your personal health information, please discuss this with your practitioner.

Records Security & Privacy Policy

At The Acupuncture & Herbal Clinic, we are committed to maintaining the confidentiality and security of your health records. Strict security protocols are in place to ensure your personal information remains protected at all times.

Storage and Security of Records

  • All health records are stored electronically using Cliniko, a secure platform that encrypts data and complies with Australian Privacy Principles (APPs). Cliniko’s privacy policy can be accessed here.

  • Client communications, including practice updates, are managed through Mailchimp, which securely stores names and email addresses on encrypted servers. Mailchimp’s privacy policy can be found here.

  • All electronic records are password-protected and accessible only by authorized clinic staff.

  • Any paper records are shredded immediately after being uploaded to Cliniko.

  • All staff members are trained in privacy principles and the importance of client confidentiality.

Overseas Data Disclosure

Your personal information will not be disclosed to overseas recipients without your explicit consent. In rare cases where an overseas clinician's opinion is required or a pathology sample needs to be processed internationally, we will ensure that the same confidentiality standards applied in Australia are upheld.

Queries & Complaints

If you have any concerns regarding our privacy policies, please contact our Practice Manager, who will address your concerns promptly. Complaints will be reviewed and responded to within 30 days of receipt.

Policy Review & Updates

This privacy policy is reviewed annually to ensure compliance with any regulatory changes. Any updates will be communicated via our website and through printed copies available at our clinic.

Date of Last Review: 28th March 2025