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​P R I V A C Y   P O L I C Y

 

Effective Date: June 2025

At Kallos Wellness, your privacy is not just protected – it's respected. We are committed to handling your personal and health information in a way that is secure, transparent, and in accordance with:

  • The Privacy Act 1988 (Cth)

  • The Privacy Amendment (Enhancing Privacy Protection) Act 2012

  • The Australian Privacy Principles (APPs)

  • Relevant State and Territory privacy legislation, including the Health Records Act 2001 (Vic)

  • AHPRA Codes and Guidelines

  • TGA Advertising and Data Handling Guidelines

 

This Privacy Policy explains how we collect, use, store, and disclose your personal information, how you can access or correct it, and how to lodge a privacy complaint.

 

1. Information We Collect

We only collect information necessary to provide you with high-quality healthcare and wellness services. This may include:

  • Personal details: Name, date of birth, address, phone number, email, emergency contacts

  • Health information: Medical history, medications, allergies, diagnostic results, lifestyle information, practitioner notes

  • Administrative details: Medicare number, private health insurance information, payment methods

  • Website & digital: IP address, browser data, usage stats (via cookies or analytics)

In emergencies, we may also collect information from family or friends, or from other healthcare professionals involved in your care (e.g. specialists, pathologists, hospitals).

 

2. How We Collect Your Information

Information may be collected:

  • Directly from you (in-person, phone, email, web forms, telehealth)

  • From other providers with your consent (e.g. referrals, imaging reports)

  • Through our website (e.g. contact forms, bookings, or cookie tracking)

  • From third parties such as health insurers, Medicare, or legal representatives

All collection complies with the APPs and relevant health privacy laws.

 

3. Use and Disclosure of Your Information

Your information is used to:

  • Provide medical, wellness, cosmetic medical and skin services

  • Manage bookings, correspondence, and records

  • Bill or claim through Medicare or private health insurers

  • Refer you to other providers (with your consent)

  • Improve our services and clinical quality assurance

  • Communicate health updates, recalls, or reminders

We may disclose your information to:

  • Other treating practitioners (with consent)

  • Allied health or diagnostic services

  • IT and data storage providers (under strict confidentiality)

  • Government bodies, courts, or insurers when legally required

We do not sell or rent your information, and will not use it for unrelated marketing without your explicit, informed consent.

 

4. Promotional Communications

With your permission, we may send:

  • Health and wellness tips

  • Appointment reminders

  • Service updates

  • Newsletters or offers

You can opt out at any time by clicking “unsubscribe” or contacting us directly. If you receive a communication in error, let us know and we’ll promptly remove your details from that list.

 

5. Website Use and Cookies

When you interact with our website, we may collect data using cookies. Cookies help us:

  • Improve user experience

  • Analyse website traffic

  • Tailor information to your preferences

Cookies do not provide access to your computer or personal health data unless you submit it.

You can accept or decline cookies via your browser settings. Disabling cookies may impact website functionality.

 

6. Links to Other Websites

Our website may contain links to external sites. Once you leave our site, we are not responsible for how those sites manage your privacy. Please review their policies separately.

 

7. How We Store and Protect Your Data

Your data is stored in a secure environment using:

  • Encrypted electronic health records

  • Access-controlled databases

  • Secure physical premises

  • Confidentiality agreements for all staff and contractors

We retain health information in line with legal requirements:

  • Minimum 7 years after last consultation, or

  • Until age 25 if you were under 18 at time of treatment

We take reasonable steps to ensure your data is accurate, complete, and current. Please notify us of any changes.

 

8. Overseas Disclosure of Information

Your information is not transferred overseas unless:

  • It is required for your care and you have provided consent

  • The transfer complies with Australian privacy laws

 

9. Access to Your Information

You may request access to your personal or health records by contacting us in writing. Requests will be addressed promptly, usually within 30 days.

A small administration fee may apply. Access may be limited in certain legal or clinical circumstances (e.g. if access poses a threat to health or safety), and we will provide reasons if access is denied.

 

10. Correcting Your Information

If you believe the information we hold about you is inaccurate or outdated, you can request a correction in writing. We will review and amend the record if appropriate, or include a note if we do not agree.

 

11. Data Quality and Breach Notification

We take proactive steps to ensure data accuracy and integrity.

In the event of a Notifiable Data Breach (where your personal data is lost, stolen, or improperly accessed and likely to result in serious harm), we will:

  • Notify you and the OAIC as required

  • Offer guidance on mitigating potential impacts

  • Take steps to prevent recurrence

 

12. Making a Privacy Complaint

If you have a concern about the way your information has been handled, please contact us in writing.

We will:

  • Acknowledge your concern within 7 days

  • Investigate and respond promptly (usually within 30 days)

  • Work with you to resolve the issue respectfully and confidentially

If you are unsatisfied with the outcome, you may contact:

Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992

 

13. Policy Updates

We may update this policy to reflect changes in laws or clinic operations. This the latest version is available.

14. Contact Us

To access your records, request a correction, unsubscribe from communications, or lodge a privacy complaint, contact:

Privacy Officer – Kallos Wellness
Email: hello@kalloswellness.com.au

Your trust means everything to us. Kallos Wellness is committed to protecting your privacy and supporting your wellbeing – every step of the way.

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