Privacy Policy
At AESTHETICA HQ, your privacy and the confidentiality of your personal and health information are important to us.
This Privacy Policy explains how we collect, use, store, disclose and protect your information when you visit our clinic, use our website, book appointments, access our patient portal or communicate with our team.
We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable privacy and health records laws.
1. Information We Collect
We may collect personal information necessary to provide safe, professional and personalised care, including:
Personal details: Name, date of birth, address, telephone number and email address.
Health information: Medical history, medications, allergies, relevant medical conditions and previous treatments.
Clinical records: Consultation notes, treatment plans, consent forms, treatment history and clinical photographs.
Booking and payment information: Appointment history, transaction records and payment details.
Digital information: Website usage, browser information, device details, cookies and advertising referral sources.
We collect sensitive information, including health information, where reasonably necessary for providing our services or otherwise permitted by law.
2. How We Collect Information
Information may be collected when you:
Book an appointment online, by telephone or in person.
Complete patient registration or medical history forms.
Attend a consultation or receive treatment.
Use our Dapple patient portal.
Contact us through email, telephone, our website or social media.
Provide feedback or communicate with our team.
Visit our website and interact with its features.
Where practicable, we collect information directly from you.
3. How We Use Your Information
We may use your information to:
Manage bookings, consultations and appointments.
Assess treatment suitability and provide clinical care.
Maintain accurate patient records.
Communicate appointment reminders, treatment information and aftercare instructions.
Process payments and manage accounts.
Respond to enquiries, feedback and complaints.
Improve our services, website and patient experience.
Comply with legal, regulatory and professional obligations.
Send marketing communications where permitted by law.
We do not use sensitive health information for direct marketing without the consent required by law.
4. Patient Records and Dapple
Aesthetica HQ uses Dapple to support appointment management, patient communications and clinical recordkeeping.
Information managed through Dapple may include appointment history, medical information, treatment plans, clinical photographs and patient communications.
We take reasonable steps to restrict access to authorised personnel and protect patient information against misuse, loss and unauthorised access or disclosure.
Patient records are retained in accordance with applicable legal and professional requirements.
5. Website Cookies and Advertising
Our website is hosted through Squarespace.
We may use analytics and advertising technologies, including Google Analytics, Google Ads, Meta Pixel and Squarespace Analytics, to understand website traffic, measure advertising performance and improve our online services.
Depending on your consent preferences and the technologies enabled, these tools may collect information such as:
Website pages visited.
Browser and device information.
Advertising referral sources.
Interactions with website features.
Cookies and similar identifiers.
We do not intentionally provide patient medical histories, treatment records or other sensitive clinical information to advertising platforms.
You may manage cookies through the privacy controls available on our website and through your browser settings.
6. Marketing Communications
With your consent where required, we may contact you about clinic updates, services, events and relevant information.
You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting our clinic.
7. Clinical Photography
Clinical photographs may be taken for assessment, treatment planning and monitoring.
We will seek separate appropriate consent before using identifiable patient photographs for marketing, advertising or social media.
Declining optional promotional photography will not affect your access to clinical care.
8. Disclosure of Information
Where necessary and legally permitted, information may be disclosed to:
Authorised healthcare practitioners involved in your care.
Patient management and booking service providers.
Payment processing and technology providers.
Professional advisers and insurers.
Regulatory authorities where required by law.
Other parties where you have consented or disclosure is otherwise authorised.
We do not sell patient medical records to advertisers.
9. Overseas Data Processing
Some third-party technology providers may store or process information outside Australia.
Where applicable, we take reasonable steps to meet our obligations under Australian privacy law regarding overseas disclosures.
10. Information Security
We take reasonable administrative, technical and organisational measures to protect personal and health information.
These include appropriate access controls, confidentiality practices and secure record-management procedures.
We retain information for legally required periods and take reasonable steps to securely destroy or de-identify information when it is no longer required.
11. Access and Correction
You may request access to personal information we hold about you or ask us to correct information that is inaccurate, incomplete or out of date.
Please contact our clinic to submit a request. We may need to verify your identity before providing access.
12. Privacy Concerns and Complaints
If you have concerns about how your personal information has been handled, please contact us so we can investigate and respond.
If you remain dissatisfied, you may be entitled to contact the Office of the Australian Information Commissioner (OAIC).
Website: www.oaic.gov.au
13. Updates to This Policy
We may update this Privacy Policy to reflect changes in our services, systems, legal obligations or privacy practices.
The latest version will be available on our website.
14. Contact Us
AESTHETICA HQ Cosmetic Clinic
Gregory Hills, NSW, Australia
Website: www.aestheticahq.com.au
For privacy enquiries, please contact us using the contact details provided on our website.