Privacy Policy – Warrnambool Acupuncture and Chinese Medicine
Last updated: 13/01/2026
Warrnambool Acupuncture and Chinese Medicine is committed to protecting your privacy and the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, store and protect your information when you interact with our clinic, our website, and our clinic management systems.
This policy is prepared in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, the Notifiable Data Breaches scheme, and the Health Records Act 2001 (Vic) and Health Privacy Principles.
1. Collection and security of information
We collect personal and health information that is necessary to provide safe, appropriate and effective health care services.
Information collected about you is stored securely in both electronic and, where applicable, paper-based formats. We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification or disclosure.
Access to information is limited to authorised staff and practitioners who require access to perform their duties and who are bound by confidentiality obligations.
2. What information we collect
The information we collect may include:
your name, address, date of birth and contact details
Medicare or private health insurance details (where relevant)
health information, including medical history, symptoms, diagnoses, treatment notes and care plans
appointment and billing information
correspondence relating to your care
This information is collected directly from you, from referral sources with your consent, or through your interactions with our clinic and systems.
3. Use of clinic management software (DaoBooks)
We use DaoBooks as our clinic management software to manage appointments, clinical notes, billing and patient records.
Your personal and health information may be stored electronically within the DaoBooks system. DaoBooks applies security controls to protect information and restricts access to authorised users only.
Your information is used solely for the purpose of managing your care and meeting our legal and professional obligations.
4. Website information
When you visit our website, non-personal information may be collected automatically for statistical and system administration purposes. This may include:
server address and top-level domain name
date and time of access
pages accessed or documents downloaded
previous website visited
browser type
This information does not identify you personally and is used to maintain and improve website functionality.
No attempt will be made to identify users or their browsing activities unless legally required to do so.
5. Cookies
Our website may use cookies to improve functionality and user experience.
Cookies used by this website do not store personal information and do not track your activity outside this website.
The following cookie types may be used:
Session cookies
These exist only for the duration of your browsing session and are deleted when you close your browser.
Persistent cookies
These remain on your device for a defined period to remember selected preferences.
You can manage or disable cookies through your browser settings.
6. Emails and online enquiries
If you contact us via email, phone or an online enquiry form, we may collect your name, contact details and the content of your enquiry.
This information is used only to respond to your enquiry or provide requested information. It will not be added to mailing lists or disclosed to third parties without your consent, unless required or authorised by law.
7. Disclosure of information
Your personal and health information may be disclosed:
to other health practitioners involved in your care (with your consent or where permitted by law)
to pathology or diagnostic services (where relevant)
for billing purposes (for example, private health insurers)
where required or authorised by law
We do not disclose health information for marketing purposes.
8. Storage, retention and disposal
Your information is retained in accordance with our legal obligations under health records and other applicable legislation.
Information is kept only for as long as necessary and is securely destroyed or de-identified when no longer required.
9. Access to and correction of information
You have the right to request access to your personal and health information and to request corrections if you believe information is inaccurate or incomplete.
Requests for access or correction can be made by contacting us using the details below. We may need to verify your identity before processing your request.
10. Privacy concerns and complaints
If you have any concerns or complaints about how your information has been handled, please contact us directly. We will respond within a reasonable timeframe and work with you to resolve the issue.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner or, for Victorian health information matters, the Health Complaints Commissioner.
11. Changes to this policy
This Privacy Policy may be updated from time to time. The current version will always be available on our website.