Privacy Policy

The Movement Clinicians Pty Ltd (ABN 93 687 235 865) (“TMC”, “we”, “us”). Effective 2 November 2026. Last reviewed 2 November 2026.

Your privacy matters to us. This policy explains how we collect, use, store and share your personal and health information, and how you can access it or make a complaint. We are bound by the Privacy Act 1988 (Cth), including the Australian Privacy Principles, and the Health Records and Information Privacy Act 2002 (NSW).

1. What we collect

• Personal information, such as your name, date of birth, address, phone, email, emergency contact and occupation.
• Health information, such as your medical history, injuries and conditions, referrals, assessments, treatment notes, exercise programs and progress.
• Funding information, such as Medicare, DVA, NDIS, health fund, workers compensation or CTP claim details.
• Website information, such as details you enter in our forms, and technical data like your device, browser and pages visited (see section 7).

You can ask to deal with us anonymously or under a pseudonym where that’s practical, for example for a general enquiry. For treatment and funded services we’ll need to identify you.

2. How we collect it

Mostly directly from you: in person, by phone, SMS or email, through intake and consent forms, our online booking system, and our website forms. We may also receive information from your referrer (such as your GP, specialist, case manager or support coordinator), your insurer, the NDIA, your plan manager or Support at Home provider, or someone authorised to act for you.

3. How we use and share it

We use your information to provide and manage your care, including:

• assessing you and planning, delivering and reviewing your treatment
• communicating with your referrer and other people involved in your care, such as reports to your GP
• processing claims with Medicare, DVA, the NDIA or plan managers, insurers and health funds
• appointment reminders, billing and administration
• meeting our legal, professional and accreditation obligations

We only share your health information for these purposes, with your consent, or where the law allows or requires it (for example, to lessen a serious threat to someone’s life, health or safety). We do not sell, rent or trade your personal information, and we don’t use your health information for marketing.

4. Service providers who help us

Like most practices, we use trusted third-party services to run our business. They may store or process your information on our behalf, under confidentiality and security obligations:

• practice management, clinical notes and online booking (Nookal)
• email, file storage and office software (Microsoft 365)
• website hosting and website forms (WordPress.com, operated by Automattic)
• payment processing, accounting and IT support
• productivity and administration software (see section 5)

Overseas storage: some of these providers store or process data outside Australia, including in the United States. Where this happens, we take reasonable steps to make sure they handle your information consistently with Australian privacy law.

5. Technology we use

We use secure, cloud-based software to run the practice, including AI-assisted tools that help our team with everyday administration such as drafting documents, correspondence and website content. These tools support our team, they don’t replace it: they don’t assess you or make decisions about your care, and anything they help prepare is checked by a team member before it’s used. If we ever wanted to use a new tool directly in your consultation, we’d explain it and ask you first.

Automated decisions: we do not use computer programs to make decisions about you that could significantly affect your rights or interests. Our website travel-fee estimator gives an automatic estimate only; your actual fee is confirmed by our team.

6. Storage, security and retention

We store records electronically in secure, access-controlled systems, use password protection and multi-factor authentication where available, and limit access to staff who need it. Paper records are kept secure and destroyed securely. As required by NSW law, we generally keep adult health records for at least 7 years after your last visit, and records of people treated as children until they turn 25.

7. Our website

• Enquiry form: collects your name, contact details, funding type and a short message, and is emailed to our team. Please don’t include detailed medical information.
• Referral form: for health professionals. Uploaded referrals contain health information and are stored securely and accessed only by our team.
• Online booking: handled by Nookal under its own privacy policy.
• Travel-fee estimator: the suburb or postcode you type is sent from your browser to OpenStreetMap to estimate distance. We don’t store it.
• Cookies and analytics: we use cookies and analytics tools (such as Google Analytics and WordPress.com statistics) to understand how our website is used and to measure advertising. You can control cookies in your browser settings.
• Third-party links: links to other sites (such as Google reviews or maps) are governed by those sites’ privacy policies.

8. Marketing

We may send you practice updates or educational information. You can opt out at any time by replying “unsubscribe”, using the unsubscribe link, or contacting us. Appointment reminders and service messages aren’t marketing.

9. Accessing and correcting your information

You can ask for access to, or correction of, the information we hold about you by contacting us. We’ll verify your identity and respond within a reasonable time, usually within 30 days. In limited circumstances the law allows us to refuse access; if so, we’ll explain why.

10. Data breaches

If a data breach is likely to cause you serious harm, we’ll notify you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme.

11. Questions and complaints

Please contact our Privacy Officer first, and we’ll try to resolve your concern quickly:

Privacy Officer, The Movement Clinicians
Level 1, HQ Building, 39–47 Lasso Road, Gregory Hills NSW 2557
Email: ep@tmovementc.com.au · Phone: 0490 776 141

If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (1300 363 992) or the NSW Information and Privacy Commission (1800 472 679).

12. Changes to this policy

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