Harkoa Wellness

Privacy Policy

Document Number: HW-POL-001
Version: 1.0
Effective Date: 30/07/26
Review Date: 30/07/28
Approved By: Director, Harkoa Wellness

1. Purpose

Harkoa Wellness is committed to protecting the privacy, confidentiality and security of every client's personal information and health information.

This Privacy Policy explains how we collect, use, disclose, store and protect your information in accordance with:

• Privacy Act 1988 (Cth)

• Australian Privacy Principles (APPs)

• Health Records legislation applicable within Australia

• Professional obligations relating to health records and clinical practice

This policy applies to all clients, visitors to our website, and individuals who interact with Harkoa Wellness.

2. About Harkoa Wellness

Harkoa Wellness provides remedial massage therapy, sports massage, assisted stretching and related manual therapy services.

Providing safe, evidence informed treatment requires the collection of personal and health information.

We only collect information necessary to deliver high quality healthcare and operate our clinic professionally.

3. Information We Collect
Depending on the services you receive, we may collect:

Personal Information

• Full name

• Date of birth

• Residential address

• Email address

• Telephone number

• Emergency contact details

• Occupation

• Referrer information

Health Information

• Medical history

• Current symptoms

• Injury history

• Surgical history

• Current medications

• Allergies

• Medical conditions

• Exercise and activity history

• Lifestyle information relevant to treatment

• Functional assessments

• Range of motion findings

• Orthopaedic testing

• Clinical observations

• Treatment plans

• Home exercise programs

• Progress notes

• Clinical photographs where consent has been provided

Financial Information

• Appointment history

• Payment history

• Private health insurance information where applicable

• Online payment confirmation

Harkoa Wellness does not store full payment card details.

4. How Information is Collected

Information is collected through:

• Online client registration forms completed through Cliniko

• Health history questionnaires

• Informed consent forms

• Appointment bookings

• Consultations

• Clinical assessments

• Treatment sessions

• Email correspondence

• Telephone conversations

• Website enquiries

• Information voluntarily provided by you

5. Why We Collect Your Information

We collect information to:

• Identify you correctly

• Provide safe healthcare

• Assess suitability for treatment

• Develop treatment plans

• Maintain clinical records

• Communicate regarding appointments

• Process payments

• Issue receipts

• Comply with legal obligations

• Meet insurance requirements

• Respond to enquiries

• Improve our services

We will never collect unnecessary personal information.

6. Consent

By providing your personal information and attending Harkoa Wellness, you consent to the collection, storage and use of your information as described within this Privacy Policy.

Where required, separate written consent will be obtained before:

• Communicating with another healthcare provider

• Releasing records

• Taking clinical photographs

• Using testimonials

• Using images for marketing purposes

7. Practice Management System

Harkoa Wellness securely manages client information using Cliniko.

Cliniko provides encrypted cloud based practice management software designed specifically for healthcare professionals.

Information stored within Cliniko includes:

• Client registration details

• Medical history

• Consent forms

• Clinical notes

• Appointment records

• Treatment history

• Invoices

• Communication history

Access is restricted to authorised personnel only.

8. Website

Our website is hosted through Squarespace.

Information submitted through our website may include:

• Contact forms

• Booking requests

• Newsletter subscriptions

• Website analytics

Cookies may be used to improve website functionality and user experience.

9. Payments

Online payments are securely processed using Stripe.

Payment card information is encrypted and processed directly by Stripe.

Harkoa Wellness does not store complete payment card details.

10. Disclosure of Information

Your information remains confidential.

Information will only be disclosed:

• With your written consent

• To another healthcare provider involved in your care

• Where required by law

• During legal proceedings

• To our professional indemnity insurer where required

• To trusted service providers assisting with clinic operations under appropriate confidentiality obligations

We never sell client information.

11. Storage and Security

Protecting your information is a priority.

Harkoa Wellness uses reasonable administrative, technical and physical safeguards to protect personal information from:

• Loss

• Misuse

• Unauthorised access

• Modification

• Disclosure

Electronic records are protected using secure password management, encrypted cloud services and controlled user access.

12. Access to Your Information

You may request access to your personal information at any time.

Requests should be submitted in writing.

Where appropriate, we will provide access within a reasonable timeframe unless prevented by law.

13. Correction of Information

If you believe information held by Harkoa Wellness is inaccurate, incomplete or out of date, you may request a correction.

Maintaining accurate health records supports safe clinical care.

14. Retention of Records

Clinical records are retained for the minimum period required by Australian law and applicable professional standards.

Following the required retention period, records are securely destroyed or permanently de-identified.

15. Marketing Communications

You will only receive promotional emails where you have provided consent.

You may unsubscribe at any time.

Appointment reminders, invoices and important clinic notifications are considered service communications and will continue where required.

16. Complaints

If you believe your privacy has not been handled appropriately, please contact Harkoa Wellness.

We will investigate your concerns promptly and aim to resolve them fairly.

If you remain dissatisfied, you may contact the Office of the Australian Information Commissioner.

17. Changes to this Policy

This Privacy Policy may be updated periodically to reflect changes in legislation, technology or clinic operations.

The current version will always be available upon request and through the Harkoa Wellness website.

18. Contact

Harkoa Wellness

Email: via website form

Phone: 0456735849

Website: www.harkoawellness.com

Document Control

Document: Privacy Policy

Document Number: HW-POL-001

Version: 1.0

Owner: Harkoa Wellness

Classification: Controlled Document

Next Review: 30/07/2028