Privacy Policy

1. Introduction

Herbs & Motion (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal and health information responsibly.

We operate a physiotherapy and Chinese medicine clinic providing services including:

• Physiotherapy
• Chinese Medicine
• Remedial Massage

This Privacy Policy explains how we collect, use, store, and disclose your personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles, and the Health Records Act 2001 (Vic).

2. What Information We Collect

We collect information that is necessary to provide you with safe and effective care. This may include:

• Name, address, phone number, and email
• Date of birth and gender
• Medical history and treatment notes
• Medication, allergies, and relevant health information
• Referral letters, test results, and reports

If you apply for a job with us, we may also collect employment-related information.

3. How We Collect Your Information

We may collect your information in several ways:

• When you fill out forms (online or in person)
• During consultations
• Through our website or email
• Via our online booking system (Cliniko)
• From other healthcare providers (e.g. GPs, specialists), with your consent

Where possible, we collect information directly from you.

4. Why We Collect Your Information

We collect and use your information to:

• Provide treatment and healthcare services
• Maintain accurate medical records
• Communicate with you (appointments, reminders, follow-ups)
• Process payments and manage our business
• Meet legal and regulatory requirements

If you do not provide certain information, we may not be able to provide you with appropriate care.

5. Use and Disclosure of Information

Your information is kept confidential and will only be used for purposes related to your care or where required by law.

We may share your information with:

• Other healthcare providers involved in your treatment
• Cliniko (our practice management and booking system)
• Service providers (e.g. IT, secure data storage, payment processing)
• Medicare, insurers, or government bodies where required
• Anyone you have given consent to

We will not sell your personal information to third parties.

6. Marketing Communications

With your consent, we may send you:

• Appointment reminders
• Health updates or clinic news
• Promotions or special offers

These may be sent via email or SMS.

You can opt out at any time by:

• Clicking “unsubscribe” in emails or SMS
• Contacting us directly

7. Data Storage and Security

We take reasonable steps to protect your information, including:

• Secure electronic systems (including Cliniko)
• Password protection and restricted access
• Secure storage of physical records

While we take care to protect your information, no system is completely secure.

8. Access and Correction

You have the right to:

• Request access to your personal information
• Request corrections if information is inaccurate or outdated

Please contact us in writing to make a request. A reasonable administrative fee may apply.

9. Anonymity

You may choose to remain anonymous or use a pseudonym where practical. However, for healthcare services, this may limit our ability to provide safe and effective treatment.

10. Website and Cookies

Our website (herbsmotion.com.au) may use cookies to improve your browsing experience. You can disable cookies in your browser settings if you prefer.

11. Overseas Disclosure

Some of our service providers (such as Cliniko or IT systems) may store data on secure servers located outside Australia. We take reasonable steps to ensure your information is protected.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

13. Complaints and Contact

If you have any questions or concerns about your privacy, please contact us:

• Email: info@herbsmotion.com.au
  Address: 696 Burke Rd, Camberwell VIC 3124

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).