DRAFT, NOT LEGAL ADVICE. Vocalise prepared this draft on 29/09/2026 as a starting point. It has not been reviewed by a lawyer. Sampimon Chiropractic must check it against its actual practices, and should have it reviewed by a qualified adviser (for example through its professional indemnity insurer or the Australian Chiropractors Association) before publishing. Items marked [CONFIRM] need the clinic’s input. Remove this box before publishing.
Privacy policy
Sampimon Chiropractic (“we”, “us”, “our”) respects your privacy. This policy explains how we collect, use, store and disclose your personal information, including health information. It also explains how you can access or correct it, or make a complaint.
We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Because we provide health services in Victoria, we are also bound by the Health Records Act 2001 (Vic) and its Health Privacy Principles.
Who we are: [CONFIRM legal entity name], trading as Sampimon Chiropractic, ABN 72 433 638 206.
- Ringwood clinic: Ste 1/303 Maroondah Hwy, Ringwood VIC 3134
- Cranbourne clinic: 1/190 Sladen St, Cranbourne VIC 3977
What information we collect
When you use this website or contact us, we may collect:
- your name, phone number and email address
- your preferred clinic and appointment times
- anything you choose to write in a message to us.
Please don’t include detailed medical information in the website enquiry form. We’ll talk about your health with you directly.
When you become a patient, we collect the information we need to assess and care for you. This may include:
- your contact details, date of birth and emergency contact
- your medical history, current symptoms, medications and relevant lifestyle information
- examination findings, treatment notes and progress records
- imaging reports and x-rays, and correspondence with other health practitioners
- your Medicare, DVA, private health insurance or third-party claim details (for example TAC or WorkSafe), where relevant [ASSUMED – review later]
- payment details, which are processed securely and not stored on this website.
For a child, we collect this information from a parent or guardian.
How we collect it
We collect personal information directly from you wherever we can:
- in person
- by phone
- through our website enquiry form
- through our patient intake forms [CONFIRM paper or electronic].
With your consent, or where the law allows, we may also collect information from other health practitioners, imaging providers, or your insurer.
Why we collect it and how we use it
We use your information to:
- respond to your enquiry and arrange appointments
- assess, treat and care for you, and keep accurate clinical records
- communicate with you about your care, including appointment reminders [CONFIRM how reminders are sent, e.g. email or practice software]
- process payments, rebates and claims
- communicate with other health practitioners involved in your care, with your consent
- meet our legal, professional and regulatory obligations (including those of the Chiropractic Board of Australia and AHPRA)
- manage and improve our services and this website.
We do not sell your personal information. We will only send you newsletters or health information emails if you have agreed to receive them, and you can unsubscribe at any time [CONFIRM whether any marketing emails are sent].
Who we disclose it to
We may disclose your personal information to:
- other health practitioners involved in your care (for example your GP or an imaging provider), with your consent
- Medicare, DVA, private health insurers, TAC, WorkSafe or other third-party payers, to process your claims [ASSUMED – review later]
- service providers who help us run the clinic and this website, listed below
- anyone else you authorise, or where the law requires or permits it (for example a court order, or to lessen a serious threat to someone’s life, health or safety).
Service providers we use
| Provider | What it does | Where data may be processed |
|---|---|---|
| Web3Forms | Delivers website enquiry form submissions to our email | Overseas [CONFIRM location from Web3Forms’ privacy policy] |
| Cloudflare | Hosts this website, protects forms from spam (Turnstile), and provides cookieless visitor statistics (Web Analytics) | Global network, including the United States |
| [CONFIRM email provider, e.g. Google Workspace / Microsoft 365] | Receives and stores enquiry emails | [CONFIRM] |
| [CONFIRM practice management / clinical records software] | Stores patient records and appointments | [CONFIRM, Australian hosting preferred] |
| [CONFIRM appointment reminder provider, if any, e.g. practice software email] | Appointment reminders | [CONFIRM] |
Where information is sent overseas, we take reasonable steps to make sure the provider protects it in a way consistent with the APPs.
Website analytics and cookies
This website uses Cloudflare Web Analytics to count visits and see which pages are useful. It does not use cookies or collect information that identifies you, and it does not track you across other websites.
The enquiry form uses Cloudflare Turnstile to check that submissions come from a person, not a bot. Turnstile may process technical information about your browser and device for that purpose only.
We do not use advertising or tracking cookies. [CONFIRM: update this section if Google Analytics, Google Maps embeds, Facebook or other tracking is added.]
How we store and protect your information
- We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, change or disclosure. [CONFIRM: e.g. secure practice software, password-protected devices, locked storage for paper records, staff confidentiality agreements.]
- Health records are kept for at least the period required by law. In Victoria this is generally 7 years after the last consultation, or for a child, until they turn 25 [CONFIRM with adviser]. After that we destroy or de-identify them securely.
- Enquiries that don’t lead to an appointment are deleted after [CONFIRM period, e.g. 12 months].
Accessing and correcting your information
- You can ask to see or get a copy of the personal and health information we hold about you. Ask in writing to our privacy contact (below). We will respond within 30 days.
- We may charge a reasonable fee to cover the cost of providing access, as allowed under the Health Records Act 2001 (Vic). We won’t charge for making the request. [CONFIRM fees]
- In limited cases the law allows us to refuse access. If so, we will tell you why in writing.
- If you think your information is inaccurate, out of date or incomplete, ask us to correct it.
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 (OAIC) as required by the Notifiable Data Breaches scheme.
Anonymity
You can make a general enquiry without giving your name. We can’t provide treatment anonymously, because we need to keep accurate clinical records.
Complaints
If you have a concern about how we have handled your personal information, please contact our privacy contact first. We aim to respond within 30 days.
If you’re not satisfied with our response, you can contact:
- Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, 1300 363 992
- Health Complaints Commissioner (Victoria): hcc.vic.gov.au, 1300 582 113
Contact us
Privacy contact: [CONFIRM name or role, e.g. Practice Manager] Email: [CONFIRM privacy email] Phone: [CONFIRM phone, e.g. 0481 065 716] Post: [CONFIRM postal address]
Changes to this policy
We may update this policy from time to time. The current version is always on this page.
Last updated: [CONFIRM date]