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Privacy Policy

PRIVACY POLICY — THE SPORTS PHYSIO CLINIC (NSW, AUSTRALIA)

Last updated: 14/12/2025

At The Sports Physio Clinic (“we”, “our”, “the Clinic”), we are committed to protecting your privacy and ensuring your personal and health information is handled in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and the NSW Health Records and Information Privacy Act 2002 (HRIPA).

This Privacy Policy explains how we collect, use, store and protect your information when you access our website, use our services, or attend any of our clinic locations.

1. Information We Collect

We collect information necessary to provide safe, effective physiotherapy and allied health services.

Personal Information

  • Name, DOB, gender

  • Contact details (address, phone, email)

  • Emergency contacts

  • Medicare, DVA, NDIS or private health fund details

  • Payment information (processed securely via third-party providers)

Health Information

  • Medical history, GP/specialist details

  • Injury and treatment history

  • Imaging, reports, test results

  • Assessment findings, treatment notes, exercise programs

  • Information provided during online bookings or forms

Digital & Website Information

  • Online booking information via our Book Online portal

  • Website analytics, IP address, cookies (where applicable)

2. How We Collect Information

We collect information through:

  • Directly from you via forms, consultations, online bookings and communication

  • Referrals from GPs, specialists, coaches or insurers

  • Third-party providers such as Cliniko (our secure patient management system)

We only collect information necessary for your care.

3. Why We Collect Your Information

We use your information to:

  • Provide physiotherapy and allied health services

  • Diagnose, treat and manage your condition

  • Coordinate care with other providers (with your consent)

  • Send appointment reminders, updates or treatment information

  • Process payments or insurance claims

  • Maintain accurate clinical records

  • Improve our services and patient experience

  • Comply with legal and regulatory obligations

We do not sell or share your information for marketing.

4. Storage & Security

Your health records are stored securely in Cliniko, which uses:

  • Full encryption

  • Secure Australian servers

  • HIPAA-level data security

  • Restricted user access

  • Automated backups and monitoring

Paper files (if used) are kept in secure, access-restricted locations.

We also secure our website and booking systems using encrypted channels and password-protected access.

5. Disclosure of Information

We may disclose your information:

  • With your consent to other healthcare providers

  • To your GP, surgeon or specialist for coordinated care

  • To insurers, NDIS, DVA or Workers Compensation (where required)

  • When required by law (court orders, mandatory reporting)

  • When necessary to reduce a serious threat to life, health or safety

Where possible, we will seek your consent before sharing information.

6. Access to Your Information

Under NSW law, you have the right to:

  • Access the information we hold about you

  • Request corrections to inaccurate or incomplete information

  • Obtain copies of records, reports or treatment notes

To request access, please contact us via our Contact Us page.
We aim to respond within 30 days.

7. Using Our Website

Our website may collect non-identifiable analytics to help improve user experience.
We may use cookies to deliver website functionality.

Online booking information is securely processed through our Book Online system.

8. Communication & Marketing

The Sports Physio Clinic may send:

  • Appointment reminders

  • Updates related to your treatment

  • Clinic news or service updates

You can opt out of non-essential communication at any time.
We never use your clinical information for marketing.

9. Children & Adolescents

For patients under 18:

  • Personal and health information is collected with parent/guardian consent

  • Mature minors may consent to treatment and privacy decisions where appropriate

  • Records are managed according to NSW regulations

10. Data Retention

The Sports Physio Clinic retains health records in accordance with NSW law:

  • Adults: Minimum 7 years from the last consultation

  • Children: Until age 25

After this period, records are securely destroyed or permanently anonymised.

11. Third-Party Providers

At The Sports Physio Clinic, we work with trusted providers such as:

  • Cliniko (patient management)

  • Secure online booking platforms

  • Encrypted messaging/email services

These providers may access information solely for service delivery and must comply with Australian privacy laws.

12. Complaints & Concerns

If you believe your privacy has been breached, please contact us:

The Sports Physio Clinic
Via our Contact Us page
Phone: 9981 4099
Email: narrabeen@sportsphysioclinic.com.au

If unresolved, you may contact:

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect legislative or operational changes.
The latest version will always be available on this page.