1. INTRODUCTION

(a) This Privacy Policy explains how Naomi McDonald trading as Modern Motion Chiropractic ABN 65 383 350 270 collects, holds, uses and discloses personal information and sensitive information.

(b) In this Privacy Policy, we, us and our means Naomi McDonald trading as Modern Motion Chiropractic.

(c) We provide chiropractic and related health services through a home-based clinic.

(d) We take privacy seriously and have prepared this Privacy Policy to explain how we handle personal information and sensitive information, including health information, in connection with our clinic, website, booking systems, intake forms, consultations, clinical notes, payments, rebates, referrals and related services.

(e) By providing personal information or sensitive information to us, booking an appointment, submitting an intake form, using our website, signing a consent form or receiving services from us, you consent to us collecting, holding, using and disclosing your information in accordance with this Privacy Policy, our Privacy Consent Form and applicable privacy laws.

(f) We may update this Privacy Policy from time to time by publishing an updated version on our website or otherwise making it available to you.

2. TYPES OF PERSONAL INFORMATION WE COLLECT

The personal information we collect may include:

(a) name, date of birth, age, sex and relationship status;

(b) address, email address, phone number and other contact details;

(c) Medicare number, private health insurance details, payment details and rebate information;

(d) regular GP details, treating practitioner details, referral information and emergency contact details;

(e) health information, medical history, medications, allergies, symptoms, injuries, conditions, family history, occupational history, lifestyle information and clinical notes;

(f) information about dependants, guardians, representatives, NDIS arrangements, support needs and authority to consent;

(g) information collected through intake forms, questionnaires, consultations, assessments, treatment notes, exercise rehabilitation plans, home-care plans, referrals, reports and communications with us;

(h) audio recordings, transcripts, images, videos or other records where you have provided consent or where collection is otherwise permitted by law;

(i) information collected through our website, booking systems, online forms, cookies, analytics tools, marketing pixels and embedded third party tools, including device information, IP address, browser information, usage information and standard web log information;

(j) any other information you provide to us, or that we collect, in connection with our clinic, website, services, communications, payments, rebates, referrals or legal obligations.

3. HOW PERSONAL INFORMATION IS COLLECTED

(a) We collect personal information and sensitive information in a lawful and fair way, including where you have consented to the collection or where collection is otherwise permitted by law.

(b) We usually collect information directly from you when you:

(i) contact us by phone, email, SMS, website, social media, online booking form or another communication channel;

(ii) book an appointment or make an enquiry;

(iii) submit an intake form, consent form, questionnaire or other clinic form;

(iv) attend a consultation, assessment, treatment session or follow-up appointment;

(v) use Physitrack, Cliniko or another platform we use to provide, administer or support the services;

(vi) make a payment or provide Medicare, HICAPS, private health insurance or rebate information;

(vii) communicate with us before, during or after receiving services;

(viii) use our website, online content, advertising, booking tools or embedded third party tools.

(c) We may collect personal information and sensitive information from third parties where it is reasonably necessary for our services or permitted by law, including from:

(i) your parent, guardian, nominee, support coordinator, plan manager, representative or emergency contact;

(ii) your GP, physiotherapist, specialist, imaging provider, insurer, private health fund, Medicare, HICAPS, other treating practitioner or referral provider;

(iii) Cliniko, Physitrack, PLAUD, Tyro Health, payment providers, booking providers, transcription providers and other service providers we use to provide, administer or support the services.

(d) If you provide personal information or sensitive information about another person, you must have authority to provide that information to us and to consent to us collecting, using and disclosing that information in accordance with this Privacy Policy.

(e) If you provide information for a child, you must be the child's parent or legal guardian, or otherwise have lawful authority to provide the information.

(f) If you provide information for a NDIS participant or another person who requires support to make decisions, you must have authority to act as that person's nominee, support coordinator, plan manager, representative or other authorised person.

(g) We may ask you to provide evidence of your authority.

(h) We may collect information through cookies, analytics tools, marketing pixels, online booking tools, embedded third party tools and similar technologies when you use our website, online forms, social media pages or online content.

(i) Cookies are small files stored on your device that help websites and online tools recognise your device and understand how you interact with them.

(j) You can usually disable cookies through your browser settings, but some website or booking functions may not work properly if cookies are disabled.

4. USE OF YOUR PERSONAL INFORMATION

(a) We collect and use personal information and sensitive information for the primary purpose of providing chiropractic and related health services to you.

(b) We may use your personal information and sensitive information to:

(i) assess your health history, symptoms, injuries, conditions, treatment needs and suitability for services;

(ii) provide chiropractic consultations, physical assessments, treatment, exercise rehabilitation, home-care plans, follow-up programs and related health services;

(iii) create, update and maintain clinical notes, treatment records, transcripts, referrals, reports and other health records;

(iv) administer appointments, bookings, intake forms, consent forms, reminders and clinic communications;

(v) process payments, Medicare claims, HICAPS claims, private health insurance rebates and related administration;

(vi) communicate with your GP, physiotherapist, specialist, imaging provider, insurer, private health fund, Medicare, HICAPS, other treating practitioner or referral provider where appropriate;

(vii) use Cliniko, Physitrack, PLAUD, Tyro Health and other third party platforms or providers to provide, administer or support our services;

(viii) manage NDIS arrangements, representatives, nominees, support coordinators, plan managers, guardians or other authorised persons where applicable;

(ix) respond to access, correction, consent withdrawal, privacy, complaint, insurance, legal or regulatory requests;

(x) comply with our legal, professional, insurance, clinical record keeping and reporting obligations;

(xi) manage safety, safeguarding, child safety, family violence, medical emergency, mental health, hygiene, conduct or public health concerns;

(xii) send administrative messages, appointment reminders, notices, updates, invoices, receipts, rebate information and other service-related communications;

(xiii) improve and optimise our clinic, website, systems, services, patient experience and administrative processes.

(c) We may also use personal information and sensitive information:

(i) for purposes you have consented to;

(ii) for secondary purposes closely related to the primary purpose where you would reasonably expect us to use the information;

(iii) where reasonably necessary to lessen or prevent a serious threat to life, health or safety, or to public health or safety;

(iv) to establish, exercise or defend legal or insurance claims;

(v) where required or permitted by law.

5. HOW WE DISCLOSE YOUR PERSONAL INFORMATION

(a) We take reasonable steps to keep personal information and sensitive information confidential and protected.

(b) We may disclose personal information and sensitive information where reasonably required to provide, administer or support our services, including to:

(i) your GP, physiotherapist, specialist, imaging provider, insurer, private health fund, Medicare, HICAPS, other treating practitioner or referral provider;

(ii) parents, guardians, nominees, support coordinators, plan managers, representatives, emergency contacts or other authorised persons;

(iii) Cliniko, Physitrack, PLAUD, Tyro Health, payment providers, booking providers, transcription providers, IT providers, cloud service providers and other platforms or providers we use to provide, administer or support our services;

(iv) our Personnel, contractors, administrative support, professional advisers, insurers, accountants, lawyers and other service providers;

(v) third parties you have consented to us disclosing information to.

(c) We may also disclose personal information and sensitive information:

(i) where required or permitted by law;

(ii) where required by subpoena, court order, regulatory request, mandatory reporting obligation or professional obligation;

(iii) where reasonably necessary to lessen or prevent a serious threat to life, health or safety, or to public health or safety;

(iv) where reasonably necessary in connection with safeguarding, child safety, family violence, medical emergency, mental health, hygiene, conduct or public health concerns;

(v) where reasonably necessary to establish, exercise or defend a legal, insurance or professional claim;

(vi) where reasonably necessary to investigate suspected unlawful activity, serious misconduct or a serious safety risk.

(d) We take reasonable steps to work with third party providers who we consider appropriate for the services they provide. However, some third party providers may handle information in accordance with their own terms, privacy policies and security practices.

6. STORAGE OF YOUR PERSONAL INFORMATION

(a) We may store personal information and sensitive information in hard copy records, electronic records, clinical software, booking systems, payment systems, communication systems and other systems we use to provide, administer or support our services.

(b) We currently use Cliniko as our practice management software.

(c) We may also use third party platforms and providers, including Physitrack, PLAUD, Tyro Health, HICAPS, Medicare, private health funds, payment providers, website providers, analytics providers, marketing tools, IT providers and cloud service providers.

(d) Some personal information and sensitive information may be stored or processed outside Australia, including where a third party platform, transcription tool, analytics provider, cloud provider, support provider or related service provider stores, processes, backs up or accesses information overseas.

(e) In particular, we may use PLAUD or other transcription tools that may store, process or transfer recordings, transcripts or related information overseas, including in the United States.

(f) We take reasonable steps to protect personal information and sensitive information from misuse, interference, loss, unauthorised access, modification and disclosure.

(g) We cannot guarantee the security, availability or location of information held by third party platforms or providers.

7. SENSITIVE INFORMATION

(a) We may collect sensitive information about you where you consent to the collection or where collection is otherwise permitted by law.

(b) Sensitive information we collect may include:

(i) health information, medical history, symptoms, injuries, conditions, medications, allergies, family history, occupational history, lifestyle information, pregnancy information, disability information, mental health information and clinical notes;

(ii) referrals, referral letters, imaging, reports, test results, treatment history and information from your GP, physiotherapist, specialist, imaging provider or other treating practitioner;

(iii) Medicare numbers, healthcare identifiers, concession card details, private health insurance details, rebate information and payment-related information;

(iv) information about dependants, support needs, NDIS arrangements, nominees, support coordinators, plan managers, guardians or representatives;

(v) audio recordings, transcripts, images, videos and other records where you have provided consent or where collection is otherwise permitted by law;

(vi) any other sensitive information you or a third party provides to us in connection with our services.

(c) We use sensitive information to:

(i) provide chiropractic and related health services;

(ii) assess your suitability for treatment and manage clinical risks;

(iii) prepare, review and maintain clinical notes, treatment records, home-care plans, exercise rehabilitation plans, referrals and reports;

(iv) process payments, Medicare claims, HICAPS claims, private health insurance rebates and related administration;

(v) communicate with your authorised representatives, treating practitioners, referral providers, insurers, Medicare, HICAPS, private health funds and other relevant third parties where appropriate;

(vi) use Cliniko, Physitrack, PLAUD, Tyro Health and other third party platforms or providers to provide, administer or support our services;

(vii) manage safety, safeguarding, child safety, family violence, medical emergency, mental health, hygiene, conduct or public health concerns;

(viii) comply with our legal, professional, insurance, clinical record keeping and reporting obligations;

(ix) respond to access, correction, complaint, insurance, legal or regulatory requests;

(x) do anything else you have consented to or that is required or permitted by law.

(d) We may disclose sensitive information to:

(i) your GP, physiotherapist, specialist, imaging provider, insurer, private health fund, Medicare, HICAPS, other treating practitioner or referral provider;

(ii) parents, guardians, nominees, support coordinators, plan managers, representatives, emergency contacts or other authorised persons;

(iii) Cliniko, Physitrack, PLAUD, Tyro Health, payment providers, booking providers, transcription providers, IT providers, cloud service providers and other platforms or providers we use to provide, administer or support our services;

(iv) our Personnel, contractors, administrative support, professional advisers, insurers, accountants, lawyers and other service providers;

(v) third parties you have consented to us disclosing information to;

(vi) other persons or authorities where required or permitted by law.

(e) You may withdraw your consent to our collection, use or disclosure of sensitive information by contacting us. If you withdraw consent, we may not be able to provide some or all of our services to you.

8. MARKETING

(a) We may use your personal information to send you marketing communications about our clinic, services, updates, health information, events, offers or other information that may be of interest to you.

(b) We may send marketing communications by email, SMS, phone, social media, online advertising, mail or other communication channels.

(c) Where required by law, we will only send you marketing communications if you have consented to receive them.

(d) You can opt out of receiving marketing communications at any time by using the unsubscribe function in the communication or by contacting us.

(e) We will take reasonable steps to action your opt-out request as soon as practicable.

(f) Even if you opt out of marketing communications, we may still send you service-related communications, including appointment reminders, treatment information, invoices, receipts, rebate information, privacy notices and administrative messages.

9. DE-IDENTIFIED INFORMATION

(a) We may de-identify information we collect so that it no longer identifies you or any other individual.

(b) We may use de-identified information for purposes including record keeping, clinical review, education, training, service improvement, business planning and reporting.

(c) We will take reasonable steps to ensure that de-identified information does not identify you before we use or disclose it.

(d) We will not use identifiable health information for education, training, research, marketing or promotional purposes unless you have consented or we are otherwise permitted by law.

SECURITY

(e) We take reasonable steps to protect personal information and sensitive information from misuse, interference, loss, unauthorised access, modification and disclosure.

(f) The steps we take may include using password protection, access controls, secure clinical software, secure payment providers, administrative safeguards and other technical and organisational measures.

(g) We also take reasonable steps to limit access to personal information and sensitive information to people who need access to provide, administer or support our services.

(h) However, no method of transmission, storage or electronic processing is completely secure, and we cannot guarantee the security of personal information or sensitive information.

(i) If we become aware of a privacy or data security incident affecting your information, we will take reasonable steps to respond in accordance with our legal obligations.

10. LINKS

(a) Our website, booking tools, online forms, emails, social media pages or other online content may contain links to third party websites, platforms, apps or resources.

(b) These links are provided for convenience and may not remain current, secure or available.

(c) We are not responsible for the privacy practices, security practices, content, availability or accuracy of third party websites, platforms, apps or resources.

(d) You should review the privacy policy and terms of any third party website, platform, app or resource before using it or providing personal information through it.

11. REQUESTING ACCESS OR CORRECTION

(a) You may contact us to request access to the personal information or sensitive information we hold about you.

(b) You may also contact us if you believe any personal information or sensitive information we hold about you is inaccurate, incomplete, out of date, irrelevant or misleading.

(c) We may need to verify your identity before responding to an access or correction request.

(d) We will take reasonable steps to respond to access and correction requests within a reasonable timeframe.

(e) In some circumstances, we may be unable to provide access to all information we hold about you. If this happens, we will explain why, where it is reasonable and lawful for us to do so.

(f) If we agree that information we hold about you should be corrected, we will take reasonable steps to correct it.

(g) If we do not agree to make a correction you request, you may ask us to attach a statement to the information noting that you believe it is inaccurate, incomplete, out of date, irrelevant or misleading.

12. COMPLAINTS

(a) If you have a concern or complaint about how we handle your personal information or sensitive information, please contact us using the contact details below.

(b) Please include your name, contact details and a description of your concern or complaint.

(c) We will take reasonable steps to investigate your complaint and respond within a reasonable timeframe.

(d) If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner or another relevant regulator or complaints body.

13. CONTACT US

(a) For further information about this Privacy Policy or our privacy practices, or to request access to or correction of your personal information or sensitive information, or to make a privacy complaint, please contact us using the details below:

(i) Name: Naomi McDonald

(ii) Email: naomi@modernmotionchiropractic.com

(b) This Privacy Policy was last updated on 21/09/2026