Privacy Policy
Last updated: 15 June 2026
This policy explains how Beachside Exercise Physiology collects, uses, stores and protects your personal and health information, and the rights you have over it.
1Who we are
This website and clinic are operated by Beachside Health Co Pty Ltd (ABN 15 680 919 902), trading as Beachside Exercise Physiology ("Beachside EP", "we", "us", "our"), located at 4/270 Lower Dandenong Rd, Mordialloc VIC 3195.
Because we provide a health service and hold health information, we are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and by the Health Records Act 2001 (Vic) and its Health Privacy Principles (HPPs). This policy describes how we meet those obligations.
2Information we collect
The information we collect depends on your relationship with us. It may include:
Personal information
- Name, date of birth, address, phone number and email address.
- Emergency contact details, and your GP, specialist or other treating practitioners.
- Funding and identifier details relevant to your care, such as your Medicare number, DVA card details, NDIS number, or WorkCover/TAC claim details.
Health and sensitive information
Because we deliver clinical care, we collect health information, which is "sensitive information" under the Privacy Act and is given a higher level of protection. This may include your medical history, conditions, medications, referrals, assessment results, measurements (such as strength, blood pressure, body composition or HbA1c), program records and clinical notes.
Payment information
When you pay for a service, payment is processed through our payment terminals and providers, Tyro and HICAPS. HICAPS is also used to process private health fund and Medicare claims at the time of your appointment. We do not store your full card details on our systems.
Website and technical information
When you use this website or our online forms, we may collect technical information such as your IP address, browser type, device information and pages visited, through cookies and analytics tools (see Section 10).
3How we collect it
Wherever reasonable and practicable, we collect personal information directly from you — through our website forms, by phone or email, at your appointments, and through our booking and practice-management system, Cliniko.
Sometimes we collect information about you from others where it is necessary for your care or where you would reasonably expect us to, for example from your referring GP or specialist, from a funding body (such as Medicare, the NDIS, DVA, WorkCover or TAC), or from a person authorised to act on your behalf.
4Why we collect and use it
We collect, hold and use your information to:
- Assess your needs, design and deliver your clinical program, and manage your ongoing care.
- Communicate with you about your appointments, results and program.
- Coordinate your care with your GP, specialists and other providers.
- Process billing, claims and rebates through your funding stream.
- Meet our legal, professional and accreditation obligations.
- Operate, maintain and improve our clinic and website.
- Send you health information or updates you have asked for, where you have consented (see Section 9).
We will only use your information for the purpose we collected it, for a directly related purpose you would reasonably expect, or where you have consented or the law permits or requires it.
6Overseas disclosure
Some of the service providers we use are global companies that may store or process data outside Australia. In particular, Microsoft (Microsoft 365) and Google (Google Analytics) may store or process information in other countries, including the United States.
Where we disclose information overseas, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles.
7How we store and protect it
We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, modification or disclosure. These steps include secure electronic records with access limited to authorised staff, password protection and encryption where appropriate, and secure handling and disposal of any paper records.
No method of transmission over the internet is completely secure, but we work to protect your information once it reaches us.
8How long we keep it
We keep your health information for as long as the law requires. Under the Health Records Act 2001 (Vic), we retain health information for at least 7 years from the date of your last appointment. For information collected while you were a child, we retain it until you turn 25.
When information is no longer required and we are permitted to dispose of it, we destroy or de-identify it securely.
9Direct marketing and your choices
If you subscribe to our newsletter or ask to receive updates, we may send you health guides and clinic news by email through our email provider, Microsoft 365. We will only do this where you have consented or would reasonably expect it.
Every marketing email includes an unsubscribe link, and you can opt out at any time by using it or by contacting us. We do not use your health information to send you third-party advertising.
10Cookies and website analytics
Our website uses cookies and similar technologies to help it function and to understand how visitors use it, through Google Analytics. This information is generally aggregated and does not identify you personally.
You can set your browser to refuse some or all cookies, though parts of the website may not work as intended if you do.
11Accessing and correcting your information
You have the right to ask for access to the personal and health information we hold about you, and to ask us to correct it if it is inaccurate, out of date or incomplete. Under the Health Records Act 2001 (Vic), you have an enforceable right of access to your health information.
To make a request, contact us using the details in Section 16. We will respond as soon as we reasonably can and, for health-information requests in Victoria, within 45 days. We may need to verify your identity, a reasonable fee may apply for access in some cases, and in limited circumstances permitted by law we may not be able to provide full access — if so, we will explain why.
12Data breaches
We have procedures to respond to data breaches. If a breach is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.
13Children's privacy
Where we provide services to a child or young person, we collect and handle their information with the consent of a parent or guardian where appropriate, and in line with our obligations under the Privacy Act and the Health Records Act.
14Other websites
Our website may link to other sites we do not control. We are not responsible for the privacy practices of those sites, and we encourage you to read their privacy policies.
15Changes to this policy
We may update this policy from time to time to reflect changes in our practices or the law. The current version is always published on this page, with the "last updated" date shown at the top.
16Contact us and complaints
If you have a question about your privacy, want to access or correct your information, or wish to make a complaint, please contact our Privacy Officer:
Beachside Exercise Physiology — Privacy Officer
We will acknowledge your complaint and aim to resolve it promptly. If you are not satisfied with our response, you can contact:
- Office of the Australian Information Commissioner (OAIC) — for complaints under the Privacy Act. oaic.gov.au · 1300 363 992.
- Health Complaints Commissioner (Victoria) — for complaints about the handling of your health information. hcc.vic.gov.au · 1300 582 113.