Our Privacy Policy

PHYZFIT HEALTH & REHAB (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

We recognise that your personal and health information is sensitive and important. We have implemented clinic-wide procedures to ensure all staff maintain appropriate privacy, confidentiality and data protection standards when providing physiotherapy and rehabilitation services.

1. What Is Personal Information

Personal information means information or an opinion about an identifiable individual. As a healthcare provider, we also collect health information, which is classified as sensitive information and is afforded a higher level of protection under Australian law.

We only collect information that is reasonably necessary to provide safe and appropriate clinical care. 

2. Information We Collect

We generally collect only the information that you voluntarily provide to us during registration, communication, or treatment.

Personal Details

• Full name

• Date of birth

• Address

• Phone number

• Email address

• Emergency contact details

Health Information

• Presenting condition and symptoms

• Injury history

• Relevant medical history

• Medications (where relevant)

• Assessment findings

• Treatment plans and progress notes

• Clinical reports and correspondence

• Imaging reports (e.g., X-ray, MRI, ultrasound)

We may also collect administrative details required for:

• Medicare or private health fund claims

• Workers Compensation or CTP claims

• NDIS services

If you choose not to provide necessary information, we may be unable to safely provide treatment or the requested services. 

3. How We Collect Information

We collect information directly from you through:

• intake and consent forms

• consultations and treatment sessions

• phone or email communication

• written or electronic correspondence

With your consent, we may also collect information from:

• general practitioners

• medical specialists

• other allied health providers

• insurers or compensable schemes

• parents, carers or legal guardians (where applicable)

4. Purpose of Collecting and Using Information

We use your personal information primarily to provide physiotherapy and rehabilitation care.

This includes:

• assessing and managing your condition

• providing treatment and rehabilitation programs

• communicating with you regarding appointments

• sending reminders

• preparing clinical reports and referrals

• coordinating care with other health professionals

• processing payments and health fund or insurer claims

• responding to enquiries or complaints

• meeting legal and professional obligations

We may also use your information for reasonably related secondary purposes permitted under the Privacy Act, including:

• quality assurance and auditing

• service improvement

• internal administration

• data analysis relating to service delivery

We do not sell personally identifiable information to any third party.

5. Disclosure of Information

We may disclose your information where necessary for your healthcare, including to:

• treating physiotherapists and authorised clinic staff

• referring doctors and specialists

• other treating allied health providers

• imaging providers

• Medicare or private health insurers

• Workers Compensation or CTP insurers

• NDIS representatives or plan managers

We will not disclose your information for unrelated purposes without your consent unless required or authorised by law.

6. Storage and Security

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

Information may be stored:

• electronically in secure clinical software systems

• in secure cloud-based servers operated by third-party contractors

• in locked physical storage where required

Some service providers (for example, secure cloud hosting or software providers) may store or process data on servers located outside Australia. We take reasonable steps to ensure such providers comply with Australian privacy standards.

All staff are bound by confidentiality obligations.

Health records are retained according to NSW legal retention requirements (generally at least 7 years from the date of last attendance, and longer for minors).

7. Marketing and Communication

We may contact you regarding:

• appointment confirmations

• appointment reminders

• clinical follow-up

• relevant services offered by the clinic

You may opt-out of non-essential communications at any time. 

8. Photographs, Testimonials and Social Media

We may use patient photographs, videos or testimonials for educational or promotional purposes only with written consent.

Our policy includes:

• Written consent obtained before use

• Respectful, non-identifying material wherever possible

• No disclosure of health information without explicit permission

• The right to withdraw consent at any time in writing

Upon withdrawal of consent, we will remove the material where reasonably practicable.

9. Access and Correction of Information

You generally have the right to access the personal or health information we hold about you.

Requests should be made in writing using the contact details below.
We may require identity verification before releasing records.

A reasonable administrative fee may apply for copies of clinical records where permitted by law.

We will take reasonable steps to correct inaccurate or outdated information. 

10. Complaints and Privacy Officer

If you have a question, concern, or complaint about how your information has been handled, please contact our clinic.

A designated staff member will act as the Privacy Officer and will:

• investigate the matter

• coordinate a response

• attempt to resolve the complaint promptly

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

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

11. Contact Details

PHYZFIT HEALTH & REHAB
Phone: (02) 8021 0969
Email: admin@phyzfit.com.au

12. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will be available upon request and on our website.