Effective Date: 06/05/2026

1. Introduction

Effective Dietetics is a dietetics practice operating as a sole trader business with employees, providing home visit, clinic-based, and telehealth services. We are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy outlines how we collect, use, disclose, and store your personal information, including when delivering services funded under the NDIS (National Disability Insurance Scheme) and DVA (Department of Veterans’ Affairs).

2. What Personal Information We Collect

a. General Information

  • Full name
  • Date of birth
  • Address (including for home visits)
  • Phone number
  • Email address

b. Health Information (Sensitive Information)

  • Medical history and diagnoses
  • Nutrition and dietary intake information
  • Anthropometric data (e.g. weight, height)
  • Clinical notes and treatment plans
  • Reports from other healthcare providers

c. Service & Funding Information

  • NDIS participant number and plan details
  • DVA file number and eligibility details
  • Medicare details (if applicable)
  • Referral information from GPs or other providers

d. Website & Telehealth Information

  • IP address and browser information
  • Telehealth session details (where applicable)
  • Website usage data (cookies and analytics)

3. How We Collect Your Information

We collect your information through:

  • Direct contact (phone, email, website forms)
  • Face-to-face consultations (home visits and clinic)
  • Telehealth consultations
  • Referral forms from GPs and other healthcare providers
  • NDIS and DVA documentation
  • Practice management systems and online booking platforms

4. Practice Management Systems

We use the following secure clinical software systems to manage your information:

  • Halaxy – for managing home visit services and telehealth consultations
  • Best Practice – for clinic-based services and telehealth consultations

These platforms store clinical records, appointment details, and billing information. Both systems use secure, encrypted storage and comply with Australian privacy and healthcare data standards.

Access to your information is restricted to authorised staff only, and all employees are required to maintain confidentiality and comply with privacy obligations.

5. Why We Collect and Use Your Information

We collect and use your personal information to:

  • Provide dietetic assessment, diagnosis, and treatment
  • Develop and monitor nutrition care plans
  • Communicate with you and your healthcare team
  • Arrange and manage appointments (including home visits and telehealth)
  • Process billing, including NDIS and DVA claims
  • Meet legal, professional, and regulatory obligations
  • Improve service delivery and client experience

Sensitive health information is only collected where reasonably necessary to provide care and with your consent.

6. Disclosure of Personal Information

We may disclose your information to:

  • Your GP and other healthcare providers involved in your care
  • NDIS or DVA representatives for funding, reporting, and compliance
  • Medicare or other government agencies where required
  • Third-party service providers (e.g. IT support, secure cloud storage providers)
  • Regulatory or legal authorities where required by law

We do not sell, rent, or trade your personal information.

7. Storage and Security

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

Your information is stored:

  • Electronically within Halaxy and Best Practice
  • In secure, password-protected systems
  • Using encrypted, cloud-based storage where applicable

Any physical records (if used) are stored securely.

We retain records in accordance with Australian legal and professional requirements (generally a minimum of 7 years, or longer for minors).

8. Telehealth Privacy

Telehealth consultations are conducted using secure platforms. While we take reasonable steps to ensure privacy, you acknowledge that:

  • Telehealth involves transmission of data over the internet/telephone
  • You are responsible for ensuring you are in a private environment during sessions
  • There are inherent risks associated with online communication

9. Access and Correction

You have the right to:

  • Request access to your personal information
  • Request correction of inaccurate or incomplete information

Requests can be made using the contact details below. Identity verification may be required.

10. SMS and Appointment Reminder Consent

We may use SMS and/or email reminders to notify you of upcoming appointments, changes, or important service information.

By providing your contact details and engaging our services, you consent to receiving these communications. These reminders may be sent via our practice management systems (including Halaxy and Best Practice) or secure third-party providers.

You acknowledge that:

  • SMS and email are not fully secure forms of communication
  • Messages may include your name, appointment time, and clinic details
  • There is a small risk that messages could be accessed by others if your device or account is not secure

You can opt out of appointment reminders at any time by:

  • Informing us directly, or
  • Following the unsubscribe instructions (where available)

Please note that opting out of reminders may increase the risk of missed appointments and applicable cancellation fees.

11. Cookies and Website Analytics

Our website may use cookies and analytics tools to:

  • Understand website usage
  • Improve functionality and user experience

You can disable cookies via your browser settings.

12. Overseas Disclosure

Some data stored in Halaxy or Best Practice (or associated cloud services) may be hosted on servers located outside Australia. Where this occurs, we take reasonable steps to ensure providers comply with Australian privacy obligations.

13. Complaints

If you have concerns about how your personal information has been handled, please contact us directly.

If you are not satisfied with the response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

14. Changes to This Policy

This Privacy Policy may be updated periodically. The most current version will always be available on our website.

15. Contact Details

Effective Dietetics

Email: angusglover@effectivedietetics.com

Phone: 0402 191 204

Addresses: 4 Clarence Street, Grafton NSW 2460  /  51 Stadium Drive, Coffs Harbour NSW 2450  /  36 Wallace Street, Macksville NSW 2447

16. NDIS Commitment

As an NDIS provider, we are committed to upholding participant rights, including privacy, dignity, and confidentiality, in line with the NDIS Practice Standards.

Questions about your privacy?

If you have any questions about this policy or how we handle your information, please get in touch.

Contact Angus Back to Home