Privacy Policy

‍ ‍Last updated: July 2026‍ ‍

What this policy covers — a plain English summary

We know most people don't read privacy policies word for word, so here's the short version of what you need to know. We collect your personal and health information to provide you with the best possible dietetic care. That information stays confidential, is stored securely in Australia, and is only shared with people directly involved in your care — or where the law requires it. We use a small number of trusted platforms (Splose, Microsoft 365, Tyro Health) to run our practice, and we may use AI-assisted tools during sessions with your verbal consent. Your information is never sold, never used for advertising, and never shared without a reason that serves your care or meets a legal requirement. If you have a question, a correction to make, or a concern about how we've handled your information, please get in touch directly — we take these seriously and will always respond.

About this policy

This Privacy Policy explains how Upbeet Nutrition & Dietetics (ABN 83 561 070 852) collects, holds, uses, and discloses personal and health information. We're committed to handling your information with care, discretion, and in full accordance with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs). This policy applies to all clients, prospective clients, website visitors, referring health professionals, and anyone else who interacts with our practice or website. A full copy of the Australian Privacy Principles is available at www.oaic.gov.au.

1. Definitions

Two key terms are used throughout this policy, both drawn from the Privacy Act 1988 (Cth): Personal Information means any information or opinion — whether true or not, and whether recorded in writing or not — from which your identity is apparent or can reasonably be worked out.
Sensitive Information is a specific category of personal information that requires a higher level of protection. In the context of our practice, this primarily means health information — including your medical history, diagnoses, medications, and nutrition-related details — as well as information about racial or ethnic origin, where relevant to your care.

2. What information we collect

The information we collect depends on how you interact with us. For clients receiving dietetic care, this typically includes your name, date of birth, contact details, Medicare and health fund details, emergency contact information, medical history, current medications and supplements, relevant lifestyle information, and the clinical notes and assessments made during your care with us. For website visitors and people making enquiries, we may collect basic contact information you provide through our forms, as well as non-identifiable data about how you use our website (see Section 9 — Website Analytics and Cookies). For referring health professionals, we collect your name, practice details, and contact information in order to facilitate referrals and provide clinical feedback on your patients.

3. How we collect your information

Most of the information we hold about you comes directly from you — through your intake form, during consultations, via email or phone, or through our online booking portal. In some cases, information may also come from your referring GP, specialist, or other members of your healthcare team, particularly where a referral letter or care plan is provided at the time of referral. We only collect information that is reasonably necessary to provide your care, meet our legal obligations, or support the running of our practice. Where it's possible for you to interact with us anonymously — for example, through a general website enquiry — we'll accommodate that, but please be aware that we may not be able to provide clinical services without sufficient identifying information to support your care safely.

4. Why we collect and use your information

Your information is collected and used primarily to provide you with safe, personalised, evidence-based dietetic care. This includes assessing your nutrition needs, developing and reviewing your nutrition action plan, monitoring your progress, and coordinating with other members of your healthcare team where you've given consent for us to do so. We may also use your information to process payments and Medicare or private health insurance claims, to meet our professional and legal obligations, to send appointment reminders and relevant practice communications, and to continuously improve the quality of our services. Where you've opted in, we may occasionally send you general nutrition information or updates about our practice — you can opt out of this at any time by contacting us directly.

5. Disclosure of your information

Your personal and health information is not sold, rented, or shared for commercial purposes... full stop. We will only disclose your information in the following circumstances. Where it is necessary to provide your care — including sharing relevant clinical information with your GP, referring specialist, or other healthcare providers involved in your treatment, where you've consented to this on your intake form. To process payments and claims through Medicare, the Department of Veterans' Affairs (DVA), private health funds, and our payment platforms (Tyro Health, and Stripe once integrated). Where we are required to do so by law — for example, in response to a court order, mandatory reporting obligation, or lawful request from a regulatory authority. Where there is a serious and immediate risk to your safety or the safety of another person, and disclosure is necessary to prevent or lessen that risk. Where you have explicitly requested or consented to a specific disclosure. If your preferences around information sharing change at any point — particularly regarding communication with your healthcare team — please let us know and we'll update your file accordingly.

6. Third-party platforms and data storage

We use a small number of trusted platforms to manage your care... Splose for clinical records, scheduling, and invoicing; Microsoft 365 and Teams for business communication and telehealth; and Tyro Health and Stripe for online payments and Medicare claiming. For Australian users, Splose stores all client data in Australia in line with government regulations, encrypted at rest using industry-standard AES-256 encryption and backed up securely across multiple data centres — so your health records stay on Australian soil. Microsoft 365 and Teams may process some data through international servers, though Microsoft holds strong compliance certifications relevant to healthcare environments, and Tyro handles all payment data within their own secure, compliant systems. Where Splose's AI-assisted features are used — such as session transcription or note-drafting — data is processed via OpenAI, which operates in the United States. Importantly, Splose holds a formal data agreement with OpenAI that enforces a zero retention policy, meaning your information is never stored by OpenAI or used to train their models. We take reasonable steps to ensure all platforms we use meet Australian Privacy Principle standards, and your information is never used by any of these providers for purposes beyond delivering the service to us.

7. Use of AI-assisted tools

We may use AI-assisted tools — including transcription software, note-drafting assistants, or dietary analysis tools — to help us deliver more efficient and thorough care. These tools support administrative and clinical tasks such as summarising consultations, analysing dietary information, or preparing nutrition action plans... but they're always used with human oversight. Every AI-assisted output is reviewed by your dietitian before it informs any recommendation or plan — there is no fully automated decision-making involved in your care. Before any AI tool is used in your session, your clinician will seek your verbal consent, and you can opt out at any time without it affecting the care you receive. Where AI tools involve third-party software, we take steps to ensure those tools meet Australian Privacy Act obligations. Your information remains confidential, is stored securely, and is never used for purposes beyond supporting your care with us.

8. How we protect your information

Protecting your information is something we take seriously, both because it's legally required and because it's the right thing to do when people are trusting us with sensitive health details. Clinical records are stored securely within Splose on Australian servers, with encryption at rest and in transit. Access to your records is limited to authorised practice staff only. We communicate via Microsoft 365 for business correspondence and Microsoft Teams for telehealth, both of which provide business-grade encryption and security controls appropriate for a healthcare setting. We take reasonable steps to ensure that all platforms and tools we use meet the security standards required under the Australian Privacy Principles. In the event of a data breach that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as soon as practicable, in line with our obligations under the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth).

9. Website analytics and cookies

Like most websites, upbeetnutritiondietetics.com.au uses cookies and analytics tools to understand how visitors find and use the site. We use Squarespace's built-in analytics and Google Analytics to collect information such as pages visited, time spent on the site, general geographic location, and the device or browser used — this helps us understand how people engage with our content and where we can improve, including informing how we promote our services. This data is aggregated rather than individually identifying, meaning it isn't linked to your name or personal details, and it isn't used to make any decisions about your care. Cookies are small text files stored on your device when you visit the site — some are essential for the site to function, while others support analytics. You can manage or disable cookies through your browser settings at any time, though this may affect how some parts of the site display. We don't sell your browsing data or share it with third parties beyond what's needed to operate these standard analytics tools. Both Squarespace and Google Analytics operate under their own privacy frameworks, which you can review directly on their websites.

10. Communication and direct marketing

We may contact you by phone, email, or SMS for appointment-related purposes — reminders, follow-ups, and other communications directly related to your care. Where you've opted in to receive general practice updates or nutrition information, we may also contact you for those purposes. You can opt out of non-clinical communications at any time by letting us know directly, and we'll update your preferences on file. Opting out of marketing communications will never affect the clinical care you receive.

11. Your health records and retention

Clinical records are maintained for every client in line with Australian professional and legal standards. For adult clients, records are retained for a minimum of seven years from the date of your last appointment.

12. Accessing and correcting your information

You have the right to request access to the personal information we hold about you, and to ask us to correct anything that is inaccurate, incomplete, or out of date. Requests can be made in writing to upbeetdietetics@gmail.com — please include enough detail for us to identify your records, and we may ask you to verify your identity before providing access. We'll respond to access and correction requests as promptly as possible, and in most cases within 30 days. Where access is refused — which may occur in limited circumstances set out in the Privacy Act — we'll let you know the reason in writing.

13. My Health Record

Where clinically appropriate, and in line with your preferences, we may contribute to or access information within My Health Record, in accordance with the My Health Records Act 2012 (Cth). We will always discuss this with you and act on your instructions regarding your participation in My Health Record.

14. Updates to this policy

This policy may be updated from time to time to reflect changes in our services, the platforms we use, or our legal obligations. The current version will always be available at this page, with the date of last update noted at the top. We'd encourage you to review it periodically — and if you have questions about any changes, please don't hesitate to get in touch.

15. How to make a complaint

If you have a concern about the way we've handled your personal or health information, please contact us directly in the first instance — we take privacy matters seriously and will respond within 30 days of receiving your concern in writing.
Email:upbeetdietetics@gmail.com
Phone: 0434 485 070
If your concern isn't resolved to your satisfaction, you can contact the Office of the Australian Information Commissioner (OAIC):
Website:www.oaic.gov.au
Email:enquiries@oaic.gov.au
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001

16. Contact us

For any questions about this policy, or to make an access, correction, or complaint request: Upbeet Nutrition & Dietetics
Email:upbeetdietetics@gmail.com
Phone: 0434 485 070
Address: Level 3, GenesisCare Consulting Rooms,
8 Elizabeth Macarthur Drive, Bella Vista NSW 2153