Privacy Policy

Last updated: July 27, 2026

Kinfolk Chiropractic Centre  is committed to protecting the privacy of your personal information. This policy outlines how we collect, use, store, and disclose personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and our obligations as a registered chiropractic practice under the Health Practitioner Regulation National Law.

In this policy, “we”, “us”, and “our” refer to Kinfolk Chiropractic Centre, located at 38 Murray St, Colac VIC 3250.

1. Information We Collect

We may collect the following types of personal information:

• Personal details: name, date of birth, address, phone number, email address
• Health information: medical history, current symptoms, examination findings, X-ray results, treatment records, clinical notes, and progress notes
• Medicare and health fund details: for the purpose of processing claims or rebates
• Emergency contact details: name and phone number of a nominated contact
• Payment information: for the purpose of processing transactions (we do not store credit card numbers on our systems)
• Website usage data: information collected through cookies, analytics tools, and contact forms on our website (see Section 8)

We collect sensitive health information because it is necessary for us to provide you with chiropractic care. We will always seek your consent before collecting this information, unless an exception under the APPs applies.

2. How We Collect Your Information

We collect personal information directly from you in the following ways:

• New client intake forms completed at your first visit
• Verbal communication during consultations
• Phone calls, emails, or messages to our clinic
• Online booking forms and contact forms on our website
• Health assessments, examinations, and diagnostic imaging conducted at our clinic

In some cases, we may also collect information from third parties with your consent, such as:

• Referral letters or clinical notes from your GP, specialist, or other health practitioner
• Diagnostic reports from imaging or pathology providers
• Information from a parent, guardian, or carer (for minors or dependants)

We will only collect information from third parties where you have provided consent or where it is required or authorised by law.

3. Why We Collect Your Information

We collect and use your personal and health information for the following purposes:

• To provide you with chiropractic care and related health services
• To maintain accurate clinical records as required by law and professional standards
• To communicate with you about appointments, treatment plans, and follow-up care
• To process payments and Medicare or health fund claims
• To comply with legal obligations, including AHPRA registration requirements and health records legislation
• To manage referrals to or from other health practitioners (with your consent)
• To improve the quality of our services and respond to feedback

We will not use your personal information for marketing purposes unless you have provided explicit consent. You may withdraw that consent at any time.

4. How We Store and Protect Your Information

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, and disclosure.

• Electronic records are stored in secure, password-protected practice management software with access limited to authorised staff
• Physical records (where applicable) are stored in locked filing cabinets within the clinic
• Access controls are in place to limit access to personal and health information to practitioners and staff who need it to provide your care or manage clinic operations
• Website security: our website uses SSL encryption to protect data transmitted through online forms

We retain clinical records for the minimum periods required by law. In Victoria, health records for adults must be retained for at least seven years from the date of the last entry. Records for children must be retained until the patient turns 25, or for seven years after the last entry, whichever is later.

5. Disclosure of Your Information

We may disclose your personal or health information in the following circumstances:

• With your consent: to other health practitioners involved in your care (e.g., your GP, specialist, physiotherapist, or midwife)
• For payment processing: to Medicare, private health insurers, or payment processors as needed to process claims or transactions
• As required by law: to comply with a legal obligation, court order, or lawful request from a regulatory authority (e.g., AHPRA, the Chiropractic Board of Australia, or the Office of the Australian Information Commissioner)
• In an emergency: where disclosure is necessary to prevent a serious threat to the life, health, or safety of any individual

We will not sell, rent, or trade your personal information to any third party. We do not disclose your personal information to overseas recipients unless required to do so with your consent or as authorised by law.

6. Your Rights

Under the Australian Privacy Principles, you have the right to:

• Access your information: You may request access to the personal and health information we hold about you. We will provide access within a reasonable timeframe, subject to any exceptions under the Privacy Act.
• Request corrections: If you believe any information we hold is inaccurate, incomplete, or out of date, you may request that we correct it.
• Withdraw consent: You may withdraw your consent for us to collect, use, or disclose your information at any time. Please note that withdrawing consent for health information may affect our ability to provide you with chiropractic care.
• Make a complaint: If you believe we have handled your personal information in a way that breaches the Australian Privacy Principles, you have the right to make a complaint (see Section 9).

To make an access or correction request, please contact us using the details in Section 10.

7. Children and Dependants

Kinfolk Chiropractic Centre provides chiropractic care for children and young people. Where a client is under 18 years of age, we will generally collect personal and health information from the child’s parent or legal guardian, with their consent.

As a child matures, they may be able to make their own privacy decisions in accordance with their capacity to understand. We handle information about minors with additional care and in accordance with our obligations under the Privacy Act and relevant state legislation.

8. Website, Cookies, and Analytics

Our website (kinfolkchiropractic.com.au) may collect non-personal information through cookies and third-party analytics tools, including:

• Pages visited and time spent on each page
• Browser type and device information
• Referring website or search engine
• General geographic location (not your specific address)

This information is used to understand how visitors use our website and to improve its content and functionality. It does not identify you personally.

We may use the following third-party services on our website:

• Google Analytics: to track website usage and visitor behaviour. Google Analytics uses cookies to collect anonymous data. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.
• Online booking platforms: when you book an appointment through our website, your information is processed by our booking platform provider in accordance with their own privacy policy.

You can manage or disable cookies through your browser settings. Disabling cookies may affect the functionality of some parts of our website.

9. Complaints

If you believe that we have breached your privacy or handled your personal information inappropriately, you may lodge a complaint with us using the contact details below. We will acknowledge your complaint within five business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you may escalate your complaint to:

• The Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au | Phone: 1300 363 992
• The Health Complaints Commissioner (Victoria): www.hcc.vic.gov.au | Phone: 1300 582 113

10. Contact Us

If you have any questions about this privacy policy, or if you wish to make an access request, correction request, or complaint, please contact us:

Kinfolk Chiropractic Centre

38 Murray St, Colac VIC 3250

Phone: (03) 5234 0800

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. When we make changes, the updated policy will be published on this page with a revised “last updated” date. We encourage you to review this page periodically.