1. INFORMATION COLLECTED

I may collect information that is reasonably necessary to provide and manage your care, including:

• your name and contact details;

• date of birth;

• health history and current health concerns;

• symptoms and relevant lifestyle information;

• medications, supplements and allergies;

• pathology, test and other health results;

• treatment and consultation information;

• appointment and communication records;

• payment and billing information; and

• other information relevant to your healthcare.

Some information collected is sensitive information, including health information. I will generally only collect information that is reasonably necessary for providing and managing your healthcare and the operation of my practice.

When you use the Neptune Naturopathy website, certain technical information may also be collected automatically, such as your IP address, browser type, device information and website usage information. Cookies or similar technologies may be used to operate, secure and improve the website and understand how visitors use it. Where required, consent will be obtained for the use of non-essential cookies or tracking technologies.

2. HOW INFORMATION IS COLLECTED AND HELD

Information may be collected directly from you through consultations, intake forms, appointment bookings, emails, telephone calls, SMS, online forms and other communications. Where appropriate and with your consent, information may also be collected from other healthcare practitioners, laboratories, pathology providers or other relevant third parties involved in your care.

Personal and health information may be held electronically in practice management and clinical record systems, booking and communication platforms, email systems, payment systems and other service providers used in the operation of the practice. Where paper records are used, they will be stored securely and access will be restricted to authorised persons.

Where personal or health information is collected, I will take reasonable steps to ensure you are aware of why the information is being collected, how it may be used or disclosed, and how you can access or correct the information I hold about you. If you choose not to provide information that is reasonably necessary for your care, this may affect my ability to provide appropriate assessment, recommendations or treatment.

3. HOW YOUR INFORMATION IS USED

Your information may be used to:

• provide and coordinate your naturopathic care;

• assess your health and develop individualised recommendations;

• communicate with you about appointments and your care;

• maintain clinical and administrative records;

• arrange referrals, investigations or other services with your consent;

• facilitate the supply of recommended supplements, herbal medicines or other products through third-party providers;

• process payments and manage accounts;

• meet legal, professional, insurance and record-keeping obligations;

• manage complaints or concerns; and

• administer and improve the operation of the practice.

Your information will not be used for unrelated purposes without your consent unless otherwise permitted or required by law.

4. DISCLOSURE OF INFORMATION

Your personal and health information will generally only be disclosed to another person or organisation with your consent or where disclosure is otherwise permitted or required by law.

Where necessary for your care, information may be shared with relevant healthcare professionals, laboratories, pathology providers or other services involved in your treatment, with appropriate consent. Where supplements, herbal medicines or other products are ordered through a third-party provider, relevant information may be shared with that provider where reasonably necessary to process and fulfil your order.

Third-party providers may handle your information in accordance with their own privacy policies and terms. Where appropriate, you should review the privacy policy of any third-party provider you choose to use.

Information may also be disclosed where required or authorised by law, court order, or where reasonably necessary to lessen or prevent a serious threat to a person's life, health or safety.

5. THIRD-PARTY SERVICE PROVIDERS

Neptune Naturopathy uses third-party services to support the operation of the practice, which may include practice management software, payment providers, pathology or testing providers, supplement and herbal medicine dispensaries, communication services, website and hosting providers, email services and other administrative or healthcare-related providers.

Where a third-party provider is involved in your care or an order you have requested, relevant personal information may be shared where reasonably necessary to provide that service. I take reasonable steps to select and use service providers that provide appropriate privacy and security protections.

Third-party providers may collect, store or process information in accordance with their own privacy policies and terms. Where relevant, information about these providers and their privacy practices is outlined below.

6. SPLOSE

Neptune Naturopathy uses Splose as its practice management and clinical record platform. Your personal and health information may be collected, stored and processed through Splose in accordance with its privacy and security practices.

You can view the Splose Privacy Policy here:

https://splose.com/privacy-policy

Splose may use third-party service providers to provide certain functions of its platform. Further information about how Splose handles personal information, including information relating to its AI functionality, is available through its Privacy Policy.

7. AI-ASSISTED DOCUMENTATION

Neptune Naturopathy may use AI-assisted functionality within Splose to support clinical documentation and administrative tasks. Where AI is used to record, transcribe or assist with documentation of a consultation, I will seek your consent before using that functionality. You may decline or withdraw your consent at any time.

AI-generated content is reviewed by me before being incorporated into your clinical record and does not replace my professional judgement or responsibility for your care.

Where AI functionality involves the processing or disclosure of personal information by third-party technology providers, this will be handled in accordance with the applicable privacy arrangements of those providers. Further information about Splose's AI functionality and privacy practices is available through the Splose Privacy Policy.

8. COMMUNICATIONS

I may communicate with you by telephone, email, SMS, video consultation platforms or other communication methods you provide or request. These communications may contain personal or health information where reasonably necessary to provide and manage your care.

You should consider whether the communication method you use is appropriate for discussing sensitive information, particularly where you are using a shared device, email account or telephone. You may contact me if you have a preferred or alternative method of communication.

9. OVERSEAS DISCLOSURE

Your personal information is generally stored and managed in Australia where practicable. However, some third-party technology and service providers used by Neptune Naturopathy may process or receive personal information outside Australia. This may include providers located in the United States and other countries in which relevant technology providers operate.

Where personal information is disclosed to an overseas recipient, I will take reasonable steps required under applicable Australian privacy law to ensure that appropriate privacy protections are in place.

Further information about relevant third-party providers, including the countries in which they may process or store information, can be obtained by contacting me using the details below.

10. SECURITY

I take reasonable steps to protect your personal and health information from misuse, interference, loss, unauthorised access, modification or disclosure. This may include the use of secure practice management systems, password protection, access controls and other reasonable administrative, technical and physical safeguards.

However, no electronic system, internet transmission or method of storing information can be guaranteed to be completely secure.

11. DATA BREACHES

Neptune Naturopathy maintains procedures for identifying, containing, assessing and responding to suspected data breaches. If a data breach occurs, I will take reasonable steps to contain and investigate the breach and determine whether notification is required under applicable Australian privacy laws.

Where a breach is an eligible data breach under the Notifiable Data Breaches scheme, affected individuals and the Office of the Australian Information Commissioner will be notified as required by law.

12. ACCESS AND CORRECTION

You may request access to personal information I hold about you and request correction of information that you believe is inaccurate, incomplete, out of date or misleading.

Requests should be made in writing to:

Neptune Naturopathy
Anna Fowler
Email: hello@neptunenaturopathy.com.au

I will respond to requests within a reasonable timeframe and in accordance with applicable privacy requirements. In some circumstances, I may be permitted or required by law to refuse access to certain information. If this occurs, I will explain the reasons where I am able to do so.

13. RETENTION OF INFORMATION

Clinical and other relevant records will generally be retained for the minimum period required by applicable Australian law, professional requirements and insurance obligations. The applicable retention period may depend on the nature of the record and the circumstances of the client.

When personal information is no longer required to be retained, reasonable steps will be taken to securely destroy or de-identify it.

14. MARKETING AND COMMUNICATIONS

You will only receive direct marketing communications from Neptune Naturopathy where permitted by law and, where required, with your consent. You may unsubscribe from marketing communications at any time. Your decision not to receive marketing communications will not affect your access to healthcare.

Routine appointment and healthcare-related communications may still be sent where reasonably necessary to provide and manage your care.

15. THIRD-PARTY WEBSITES AND LINKS

The Neptune Naturopathy website may contain links to third-party websites, services or resources. These websites operate under their own privacy policies and terms. Neptune Naturopathy is not responsible for the privacy practices, content or security of external websites. You should review the privacy policy of any third-party website before providing personal information.

16. PRIVACY CONCERNS AND COMPLAINTS

If you have a concern about how your personal information has been collected, used, disclosed or handled, please contact me first so that I can investigate and attempt to resolve the matter.

Neptune Naturopathy
Anna Fowler
Email: hello@neptunenaturopathy.com.au

I will handle privacy complaints in a reasonable and timely manner and in accordance with applicable privacy requirements. If you are not satisfied with the outcome of your complaint, you may contact the Office of the Australian Information Commissioner (OAIC) for further information or to make a complaint.

17. CHANGES TO THIS PRIVACY POLICY

This Privacy Policy may be updated from time to time to reflect changes in legislation, professional requirements, technology, third-party services or practice procedures. The current version of this Privacy Policy will be made available on the Neptune Naturopathy website.

Last updated: [August 2026]

Neptune Naturopathy
Anna Fowler
Email: hello@neptunenaturopathy.com.au