MOVE Exercise Physiology (“MOVE”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information, including health information. This Privacy Policy explains how we collect, use, store and disclose personal information in connection with our website, enquiries, referrals and exercise physiology services.

1. Who we are

MOVE Exercise Physiology is a mobile exercise physiology service based in Perth, Western Australia.

Contact details
Kalypso McCallum-Smith
Clinical Exercise Physiologist
MOVE Exercise Physiology
0430 411 697
admin@moveexphys.com
www.moveexphys.com.au

2. What personal information we collect

The personal information we collect will depend on the nature of your enquiry, referral or services provided. It may include:

• name, date of birth, address, phone number and email address

• emergency contact or next of kin details

• referral information and referrer details

• funding or claim information, such as NDIS, DVA, Medicare, private health, WorkCover, aged care, or employer-related details

• health information, including medical history, diagnoses, medications, symptoms, injuries, functional limitations, goals, assessment findings and treatment information

• appointment, billing and payment information

• communications with us by phone, email, website form or otherwise

• information provided in forms, intake documents, consent forms or reports

• limited technical website information such as browser, device, IP address and website usage data collected through website tools, cookies or analytics where applicable.

3. How we collect personal information

We may collect personal information:

• directly from you when you contact us, complete a website form, make an enquiry, attend an appointment or provide documents

• from a parent, guardian, carer, family member, support coordinator, case manager, employer or other authorised representative

• from your referrer or another health professional involved in your care

• from relevant funding bodies, insurers or agencies where required for service delivery, billing or claims

• through our website, email systems, practice management systems and other business tools used to operate our services.

Where practical, we will collect personal information directly from you. In some circumstances, we may collect information from third parties where you have consented, where the third party is authorised to provide it, or where otherwise permitted by law.

4. Why we collect, hold, use and disclose personal information

We collect, hold, use and disclose personal information so that we can:

• respond to enquiries and referrals

• determine whether our services are suitable and appropriate

• provide exercise physiology assessment, treatment, education and follow-up care

• communicate with you and others involved in your care

• manage appointments, administration, billing and payments

• process claims, rebates or funding requirements where relevant

• prepare reports, letters and other clinical documentation

• comply with our legal, professional, insurance and regulatory obligations

• improve our services, systems and website.

5. Sensitive information and health information

Health information is a type of sensitive information. We will only collect health information where it is reasonably necessary for providing our services, managing your care, handling referrals, or otherwise as permitted or required by law.

6. Who we may disclose personal information to

We may disclose personal information where reasonably necessary for the purposes above, including to:

• your referrer, treating doctor, specialist or other health professionals involved in your care

• family members, carers, guardians or authorised representatives where appropriate

• support coordinators, case managers, plan managers or aged care providers involved in service coordination

• funding bodies and payers such as Medicare, DVA, insurers, private health funds, NDIS-related parties, WorkCover-related parties or employers where relevant and authorised

• third-party service providers who help us operate our business, such as website providers, form providers, email providers, cloud storage providers, practice management systems, payment processors, accountants, IT providers and contractors

• legal, regulatory or complaint-handling bodies where required or authorised by law.

We do not sell personal information.

7. Overseas disclosure

Some third-party technology providers we use to operate our website, communications, storage or practice systems may store or process personal information outside Australia. Where this occurs, we take reasonable steps to ensure personal information is handled in a manner consistent with Australian privacy obligations.

8. Website forms, cookies and analytics

If you contact us or submit a referral through our website, we collect the information you enter into the form so that we can respond to your enquiry, assess suitability for services, and provide services where appropriate. Our website platform and related tools may also collect limited technical information such as browser type, device information, IP address and pages visited. This information may be used to help operate, maintain and improve the website and user experience. You can usually adjust your browser settings to manage cookies, although this may affect website functionality.

9. How we store and protect personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps may include:

• secure electronic systems and password protection

• restricted access to records

• use of reputable practice, email, website and cloud service providers

• confidentiality obligations where applicable

• secure disposal or de-identification of information when no longer required, subject to any legal record-keeping obligations.

While we take reasonable steps to protect information, no method of electronic transmission or storage is completely secure.

10. Access to and correction of personal information

You may request access to the personal information we hold about you, and you may request correction if you believe the information is inaccurate, out-of-date, incomplete, irrelevant or misleading. Requests for access or correction should be made in writing to admin@moveexphys.com. We may need to verify your identity before actioning your request. We will respond within a reasonable period.

11. Complaints

If you have a concern or complaint about how we have handled your personal information, please contact us in writing at admin@moveexphys.com with details of your concern. We will review your complaint and aim to respond within a reasonable period. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

12. Anonymity and pseudonymity

Where lawful and practical, you may choose to make a general enquiry anonymously or using a pseudonym. However, if you wish to receive services from us, we will usually need identifying and health information in order to provide safe and appropriate care.

13. Retention of personal information

We retain personal information only for as long as it is required for the purposes for which it was collected, and as otherwise required or permitted by law, professional obligations, insurance requirements or record-keeping obligations. When personal information is no longer required and we are not required to retain it, we will take reasonable steps to destroy or de-identify it.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal obligations or privacy practices. The most current version will be published on our website.

15. Contact us

If you have any questions about this Privacy Policy or how your personal information is handled, please contact MOVE EP.