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Privacy Policy

 

This policy explains how we collect, use, store and share your personal and health information. It applies to Portarlington Chiropractic, Barwon Heads Chiropractic and Geelong Family Chiropractic.

 

Who we are

Portarlington Chiropractic, Barwon Heads Chiropractic and Geelong Family Chiropractic are operated by Rogan Smith (ABN 37 815 841 080). We are bound by the Privacy Act 1988 (Cth), including the Australian Privacy Principles, and the Health Records Act 2001 (Vic).

 

What information we collect

We collect only what we need to care for you and run the practice. This may include:

  • Your name, date of birth, address, phone number and email

  • Emergency contact and next-of-kin details

  • Your health history, symptoms, examination findings, X-rays and other imaging, treatment notes and progress

  • Details of your GP or other health practitioners

  • Medicare, DVA, TAC, WorkSafe and private health fund details

  • Billing and payment records

  • Information from our websites and online booking page, such as pages visited and how you found us

You can deal with us without giving your name for general enquiries. We cannot provide treatment or process claims without identifying you.

 

How we collect it

We usually collect information directly from you: in person, over the phone, by email, through our intake forms or when you book online. With your consent, we may also collect it from your GP, specialists, imaging providers, other practitioners, insurers or a parent or guardian.

 

How we use it

We use your information to:

  • Assess, diagnose and treat you

  • Send appointment confirmations, reminders and cancellation notices by SMS and email

  • Issue invoices and process claims with Medicare, DVA, TAC, WorkSafe and private health funds, including through HICAPS

  • Communicate with other health practitioners involved in your care, with your consent

  • Meet our legal, professional and insurance obligations

  • Improve our services and understand how people find us

We will not use your information for marketing without your consent, and you can opt out at any time. We never sell your information.

 

Who we share it with

We share your information only as needed to provide your care or run the practice, or where the law requires or allows it. This includes:

  • Other health practitioners involved in your care, with your consent

  • Medicare, DVA, TAC, WorkSafe and private health funds, for claims

  • Service providers we use: Cliniko (our patient records and booking system), SMS and email providers, HICAPS, our website host and our accountant

  • Others where required by law, such as a court order, or to lessen a serious threat to someone's life, health or safety

Our patient records are held in Cliniko, which stores Australian practice data in Australia. Our websites are hosted by Wix, and we use Google Analytics and Google Ads to understand how people find us. These providers may store website and booking-page usage data overseas, mainly in the United States. They do not receive your clinical records.

 

Automated decisions

We do not use computer programs to make decisions about your care, treatment or eligibility. Our booking system automatically shows available appointment times, sends reminders and applies our cancellation rules. All clinical decisions are made by your chiropractor.

 

How we store and protect it

Your records are kept electronically in Cliniko, with two-factor sign-in required for staff. Paper records and imaging are stored securely and access is limited to people who need it.

We keep health records for at least 7 years after your last visit. If you were under 18, we keep them until you turn 25, or 7 years after your last visit, whichever is later. After that, records are securely destroyed.

 

Accessing and correcting your information

You can ask to see or get a copy of your health records, or ask us to correct information you think is wrong. Please contact us in writing. We will respond within 30 days. We may charge a fee for copies, within the limits set by Victorian regulations, and will tell you the cost first. If we refuse access, we will explain why in writing.

 

Data breaches

If a data breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner, as required by the Notifiable Data Breaches scheme.

 

Questions and complaints

Please contact our Privacy Officer, Rogan Smith, first. We will try to resolve your concern within 30 days.

If you are not satisfied with our response, you can contact:

  • Health Complaints Commissioner (Victoria): 1300 582 113 · hcc.vic.gov.au

  • Office of the Australian Information Commissioner: 1300 363 992 · oaic.gov.au

 

Changes to this policy

We may update this policy from time to time. The current version is always on our websites, and you can ask us for a printed copy.

Last updated: 8 November 2026

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