PRIVACY POLICY

  • The Manor Clinic Pty Ltd (ACN 651 520 026), trading as The Manor Clinic (“we,” “us,” “our”), is committed to protecting your privacy and maintaining the confidentiality of your personal information. We recognise the importance of safeguarding sensitive information and comply fully with our legal obligations.

    This Privacy Policy sets out how we collect, use, store, protect, and disclose your personal information, as well as the choices available to you in relation to that information.

    We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

    This Policy applies to all personal information (“Personal Information”) collected by The Manor Clinic, whether provided directly by you or obtained in connection with your use of:

    • Our website and associated digital platforms (“website” or “services”), and

    • Any products or clinical services we provide (collectively, “services”).

    By accessing or using our website and services, you confirm that you have read, understood, and agree to be bound by this Policy. If you do not agree to the terms of this Policy, you must not use our website or services.

    Please note, this Policy does not apply to third-party organisations we do not own or control, or to individuals we do not employ or manage.

    The Manor Clinic may use your personal information where permitted or required by law. We collect and retain personal and health information necessary to provide our services.

    By registering as a patient, you consent to your personal and health information being accessed and used by our medical professionals and clinic staff for the purpose of delivering safe, effective, and high-quality care.

  • The Manor Clinic collects a range of personal and health-related information necessary for the provision of safe and effective medical services. This may include, but is not limited to:

    • Personal Details – full name, residential address, contact number, date of birth, email address, occupation.

    • Medical Information – medical history, Medicare details, current medications and supplements, allergies, adverse events, medical conditions, risk factors, and details of past procedures and/or surgeries.

    • Clinical Records – consultation notes and medical observations recorded by our practitioners.

    • Payment Information – debit/credit card details and Buy Now, Pay Later provider details.

    • Clinical Photography – pre- and post-treatment photographs.

    • Communications – any correspondence or interactions with The Manor Clinic, whether written, verbal, or electronic.

    • Consents – signed or recorded approvals relating to treatment, photography, and use of information.

  • The Manor Clinic collects personal information in a number of ways to provide safe, compliant, and efficient services:

    • Appointment Booking

      • We use Timely Ltd as our appointment booking software.

      • To schedule an appointment, you will be required to verify your contact number via an automated SMS containing an access code.

      • You must provide personal details including your full name, email address, requested service, and preferred appointment time.

      • Agreement to our Privacy Policy and Cancellation Policy is required to complete your booking.

    • Deposits & Payments

      • An initial deposit is required to secure an appointment, processed through a secure payment page.

      • Payment data is encrypted, and Timely Ltd follows strict Payment Card Industry (PCI) guidelines to protect your information.

      • For more details, please refer to Timely Ltd’s Privacy Policy: www.gettimely.com/support/privacy.

    • Patient Intake Forms

      • Prior to your appointment, you will be asked to complete a Patient Details, Medical History, and Consultation Intake Form.

      • This form must be completed prior to receiving in-clinic services, either electronically before your visit, or electronically/physically in the clinic.

    • During Services

      • Additional personal or medical information may be collected throughout the course of your treatment and through any communications with The Manor Clinic, both before and after services.

  • The primary purpose for collecting personal information is to enable The Manor Clinic to provide safe and effective medical services. In addition, personal information may be used for related business and operational purposes, including but not limited to:

    • Conducting audits and quality assurance activities,

    • Meeting accreditation and compliance requirements,

    • Internal staff education and training, and

    • Marketing or advertising activities, where appropriate and permitted.

    The Manor Clinic may disclose your personal information in circumstances where it is required or authorised by law, including but not limited to:

    • To third parties engaged by us to assist in the provision of medical services,

    • To other healthcare providers involved in your care, and

    • When necessary to protect your health and safety, or the health and safety of the public.

    All personal information is stored securely and handled in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

  • You have the right to access and request correction of the personal information The Manor Clinic holds about you.

    • How to Request Access

      • To access your personal information, please contact our Privacy Officer at info@themanorclinic.com.au or speak with a member of our team during your next visit.

      • Requests for a copy of your medical file must be submitted in writing.

    • Timeframes & Process

      • We will acknowledge your request within 7 days of receipt.

      • Your information will ordinarily be provided within 14 days of acknowledgment.

    • Associated Costs

      • In some cases, reasonable costs may apply for processing your request.

      • These costs cover staff time, administration, and copying expenses.

  • The Manor Clinic takes all reasonable steps to ensure that your personal information is stored securely and protected from misuse, loss, unauthorised access, modification, or disclosure.

    • Cloud Security

      • We use secure, cloud-based software with multiple layers of protection.

      • Infrastructure includes servers safeguarded by advanced physical security, world-class network and edge protection, and automated security monitoring and alerts.

      • Our systems are compliant with Australian Security Standards.

    • Limitations of Internet Transmission
      While we take every precaution to protect your personal information, it is important to note:

      1. Security and privacy limitations of the internet are beyond our control.

      2. The integrity and confidentiality of information exchanged between you and our website/services cannot be fully guaranteed.

      3. Despite best efforts, information may be intercepted or tampered with in transit by third parties.

    • Physical Records

      • Physical copies of personal information are securely destroyed when they are no longer legally required to be retained.

    • Staff & Contractors

      • All staff and contractors are bound by strict confidentiality and internal data protection policies as a condition of their engagement with The Manor Clinic.

  • The Manor Clinic may use your personal information to provide you with electronic newsletters, updates, and marketing communications regarding our services, announcements, and exclusive offers.

    • Unsubscribing

      • You may opt out of receiving marketing emails at any time by following the unsubscribe instructions included in the email or by contacting us directly.

    • Compliance

      • All marketing communications are managed in accordance with applicable privacy, spam, and electronic communications laws and regulations.

      • We will continue to maintain and safeguard information provided via email in line with this Privacy Policy.

  • The Manor Clinic may amend this Privacy Policy from time to time to reflect legislative changes, regulatory requirements, or updates to our practices and procedures.

    • Any amendments will take effect once the updated Policy is published on our website: www.themanorclinic.com.au.

    • Where material changes are made, patients will be notified via email.

    • We encourage all patients to review our website periodically to remain informed of the current version of The Manor Clinic’s Privacy Policy.

  • Our website and services use cookies to enhance functionality and improve your experience. A cookie is a small text file placed on your device by a web server. Cookies cannot be used to run programs or deliver viruses and can only be read by the domain that issued them.

    • Purpose of Cookies

      • Security and authentication,

      • Personalisation of your browsing experience,

      • Operation and functionality of the website and services, and

      • Statistical and analytical purposes.

    • Managing Cookies

      • Most web browsers accept cookies by default, but you can modify your browser settings to decline cookies if you prefer.

      • Please note that declining cookies may limit the functionality of our website and services.

  • By accessing or using The Manor Clinic’s website and services, and by submitting your personal information, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy.

    If you do not agree with the terms of this Policy, you are not authorised to access or use our website or services.

  • If you have any questions, feedback, or concerns regarding this Privacy Policy, please contact our Privacy Officer via email at info@themanorclinic.com.au, or speak with us during your next visit.

    • Complaints to The Manor Clinic

      • Complaints must be submitted in writing.

      • We will acknowledge your complaint and make every effort to resolve the matter promptly.

    • Escalating Complaints
      If you are not satisfied with our response, you may refer your complaint to the:

      Office of the Australian Information Commissioner (OAIC)

      • Phone: 1300 363 992

      • Post: GPO Box 5218, Sydney NSW 2001

      • Online: www.oaic.gov.au