Privacy Policy

1. Purpose

VEZBA Exercise Physiology (“VEZBA”, “we”, “us”, “our”) is committed to protecting your privacy and handling personal information in a secure and responsible way.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information, including health information, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What personal information we collect

We may collect personal information including:

  • Name, date of birth, contact details (email, phone, address)

  • Emergency contact details

  • Referral details (referrer name, organisation, contact details)

  • Funding information (e.g., NDIS plan type, plan manager, claim details for SIRA/CTP)

  • Appointment and service delivery details

  • Health information relevant to providing services (e.g., medical history, injuries, functional limitations, treatment goals)

  • Notes and records created during assessment and service delivery

  • Website usage information (see Cookies section)

3. How we collect information

We collect information when you:

  • Submit an online form (enquiry, referral, call-back request, waitlist)

  • Contact us via phone, email, or website

  • Are referred to us by a Support Coordinator, GP, insurer, case manager or other provider

  • Attend an appointment or participate in a program

  • Use our website (basic analytics/cookies)

Where possible, we collect information directly from you. In some cases, we may collect information from third parties (such as referrers) with your consent or where authorised.

4. Why we collect and use information

We collect and use personal information to:

  • Respond to enquiries and manage referrals

  • Confirm eligibility, funding and service suitability

  • Provide Exercise Physiology services safely and effectively

  • Communicate with you about appointments, programs, and care

  • Coordinate with your support team (with consent)

  • Meet legal, regulatory, and record-keeping obligations

  • Improve our services and website experience

5. Health information and consent

Health information is sensitive information and receives additional protection.

We will only collect, use or disclose health information:

  • With your consent (express or implied where appropriate), or

  • Where required or authorised by law

6. When we disclose your information

We may disclose personal information to:

  • Your nominated contacts (e.g., family/carer) with consent

  • Support Coordinators, plan managers, referrers, GPs, or other providers involved in your care (with consent)

  • Insurers/case managers in Workers Compensation/CTP contexts (with consent and where required)

  • Service providers that support our operations (e.g., practice management systems, secure email, cloud storage)

  • Regulatory bodies or authorities where required by law

We do not sell your personal information.

7. Storage and security

We take reasonable steps to protect your personal and health information from misuse, interference, loss, unauthorised access, modification or disclosure.

We use secure systems and restrict access to authorised staff. Where we use third-party platforms (e.g., online forms, booking systems), we take steps to select reputable providers and configure privacy settings appropriately.

8. Data retention

We retain personal and health information for as long as required to provide services and meet legal and professional obligations. When no longer required, information is securely destroyed or de-identified where appropriate.

9. Access and correction

You may request access to the personal information we hold about you, and request corrections if you believe information is inaccurate, incomplete, or out of date.

Requests can be made by contacting us using the details below. We may need to verify identity before providing access.

10. Cookies and website analytics

Our website may use cookies and analytics tools to help us understand website traffic and improve user experience.

This data may include:

  • Pages visited and time spent on site

  • Device/browser information

  • General location information (not precise address)

You can disable cookies via your browser settings, however some website functionality may be affected.

11. Overseas disclosures

Some third-party service providers we use may store data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure your information is handled in line with Australian privacy requirements.

12. Complaints

If you have concerns about privacy or how your information has been handled, please contact us. We will review and respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Contact us

VEZBA Exercise Physiology
Email: admin@vezba.com.au
Phone: (02) 8006 0067
Location: 134-138 Rocky Point Rd, Kogarah NSW 2217

14. Updates to this policy

We may update this Privacy Policy from time to time. The latest version will be published on our website with the effective date.

Effective date: 12 Aug 2023