Privacy Policy
Overview
NutriBlooms Pty Ltd (“NutriBlooms”, “we”, “our” or “us”) is committed to protecting your privacy.
This Privacy Policy explains how we collect, use, disclose and safeguard your personal information in accordance with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs).
It applies to all personal information handled by NutriBlooms—whether provided in clinic, by telephone, in writing, or via any of our digital channels, including:
• our website www.nutriblooms.com.au and any sub-domains;
• any NutriBlooms mobile or web applications; and
• our social-media pages or online booking platforms that we control.
Specifically, this Policy sets out:
- What personal and sensitive information we collect;
- Why we collect it and the lawful bases on which we rely (e.g. provision of healthcare services, legal obligations, or your consent);
- How we hold and protect it;
- The circumstances in which we may share information with third parties or transfer it overseas; and
- Your rights to access, correct your information, and how to contact our Privacy Officer.
By engaging our services, visiting our clinics, or using our online resources, you acknowledge that you have read and understood this Privacy Policy and agree to its terms. If you do not accept the Policy, please refrain from providing personal information and contact us to discuss your concerns.
1- Collecting Information
NutriBlooms collects information if you request a service from us. We collect the information through our website, using email or written communications, consent forms, SMS, Whatsapp, phone calls, video calls, social media communications, application for appointments or during consultation sessions.
Information we collect can include:
- Personal details (Name and Surname, date of birth, address, religion, gender, contact details, occupation, weight, height)
- Billing information and/or payment details
- Insurance or healthcare providers details
- Cultural background, dietary habits, your lifestyle and daily physical activities
- Medical history and lab test results
- Medications taken in the past or currently
- Your doctor details
We understand the nature of the information are personal, so we only collect those we require to provide our services and as permitted by law, we also classify them as ‘sensitive’ information to be dealt with utmost security and protection.
Although requested information is optional, some details could be essential to provide our service, and hiding or providing incorrect information could risk the outcome of our services.
Payment details or financial information are only collected to process payments for services or orders your place with us. Nutriblooms does not store or save your payment details directly, yet upon your discretion, you may opt in to save your details with our financial service providers like Square, whom they save your details as per their Privacy Policy.
2. Collecting Information
NutriBlooms collects only the personal information that is reasonably necessary to provide dietetic and related healthcare services or to meet our legal obligations.
2.1 Voluntary but sometimes essential
Although most of the information we request is optional, certain details—such as medical history, current medications or Medicare numbers—are essential for us to deliver safe, effective care and to process rebates. If you choose to withhold, anonymise or provide inaccurate information, this may compromise treatment outcomes, delay appointments or prevent us from claiming rebates on your behalf. Please discuss any concerns with your clinician before proceeding.
2.2 Types of information we collect
| Category | Typical data items | Primary purpose* |
| Identity & Contact | Name, address, email, phone, date of birth, emergency contact | Client identification; appointment scheduling & communication |
| Health & Sensitive | Medical history, diagnoses, pathology results, medications, allergies, referral letters, Medicare/DVA details | Clinical assessment & personalised nutrition care |
| Financial | Card details, health-fund or Medicare claim numbers, billing history | Payment processing & rebate administration |
| Demographic & Lifestyle | Ethnicity, language, occupation, dietary practices, pregnancy status | Tailored advice & health-equity reporting |
| Digital Usage | IP address, device IDs, browser type, pages viewed, cookie & analytics data | Website analytics, cyber-security & service improvement |
| Marketing Preferences | Newsletter opt-ins, event RSVPs, survey responses, social-media handles | Direct marketing with opt-out options |
| *See Section 3 “Using & Disclosing Information” for detailed explanations. |
2.3 How we collect information
We obtain personal information:
- Directly from you – via client-intake forms, telehealth platforms, email, phone, social-media messages, in-clinic conversations or our online booking tool;
- From authorised third parties – referring GPs, pathology labs, private-health insurers or My Health Record, but only where you have authorised the disclosure or the law permits;
- Automatically – through cookies, log files and similar technologies when you visit www.nutriblooms.com.au (see Section 6 “Cookies & Tracking”); and
- By CCTV– limited footage of reception areas for security and safety purposes.
2.4 Sensitive information
We will not collect sensitive information (e.g. health or ethnicity data) unless:
- you have given informed consent, or
- the collection is required or authorised by law, or
- a permitted general or health situation under the Privacy Act applies.
2.5 Anonymity & pseudonymity
Where lawful and practicable, you may interact with NutriBlooms anonymously or under a pseudonym (e.g. general website enquiries). However, withholding identity or health details may limit our ability to provide clinical services or process rebates.
2.6 Unsolicited information
If we receive personal information we did not actively solicit, we will promptly assess it. We will destroy or de-identify the information if not required to provide you our service.
3. Using & Disclosing Personal Information
NutriBlooms will only use or disclose personal information in ways allowed by the Privacy Act 1988.
3.1 Primary purposes
We use your information chiefly to:
- Deliver dietetic and related healthcare services;
- Communicate with you (appointment reminders, clinical follow-up, billing);
- Liaise with referring doctors, pathology providers or other health professionals;
- Claim rebates from Medicare, DVA or private health insurers;
- Meet legal, regulatory and insurance obligations (e.g. clinical record-keeping).
3.2 Secondary purposes
We may also use or disclose information reasonably related to the primary purpose, for example:
- Staff training, quality assurance or clinical audit;
- Secure cloud back-up and IT support;
- Statistical reporting to improve our services.
3.3 Direct marketing
We will not use or disclose your personal information for direct marketing unless:
- You have consented or would reasonably expect it; and
- Every message includes a clear, no-cost opt-out mechanism.
Sensitive information (e.g. health data) will only be used for direct marketing if you have given express consent.
3.4 Cross-border disclosure
Some third-party suppliers (e.g. telehealth platform, InBody, cloud hosting, email newsletter service) may store data overseas. Before we transfer information outside Australia we will take reasonable steps to ensure the recipient will handle it in accordance with disclosed privacy policies.
3.5 Government-related identifiers
We will not adopt, use or disclose government-related identifiers—such as your Medicare number or DVA file number—except:
- to verify your identity for rebate claims;
- as required or authorised by law; or
- as permitted by the APP 9 exceptions.
3.6 Typical third-party disclosures
| Recipient category | Reason for disclosure | Safeguards in place |
| Referring GPs & specialists | Continuity of care, shared-care arrangements | Consent obtained in referral process |
| Pathology & imaging providers | Diagnostic follow-up | e-referrals |
| Medicare, DVA, private health insurers | Rebate processing & compliance | Secure online claim portals; limited fields sent |
| IT & cloud service partners (e.g. Cliniko, Halaxy, Microsoft 365, Optus VoIP) | Practice-management system, secure data storage & email | Australian or APP-compliant data centres; contractual privacy clauses, third party privacy policy |
| Accounting & audit professionals | Financial reporting, statutory compliance | Confidentiality agreements; |
| Emergency services | Serious threat to life, health or safety | Relevant details only; documented in file |
| Research bodies (de-identified only) | Service improvement, public-health projects | Data de-identified or aggregated; human-research-ethics approval |
We never sell personal information. Any disclosure beyond the table above will be made only with your consent or as otherwise required or authorised by law.
3.7 Your control over disclosures
You may:
- opt out of direct marketing at any time;
- restrict disclosures to specific third parties (e.g. request we do not share reports with a particular provider); or
- withdraw consent to secondary uses.
Doing so will not affect your access to our clinical services, except where the disclosure is essential for delivering safe care or complying with legislation.
3.8 AI-Assisted Tools
NutriBlooms may use carefully-selected AI-assisted technologies—for example, clinical-note summarisation, dietary-analysis software or appointment triage—to support our dietitians and improve service quality.
- Human oversight: All clinical decisions are ultimately reviewed by a credentialled dietitian; we do not rely on automated outputs for any diagnosis or treatment plan.
- Data minimisation: We never upload full client files or identifiable health information to publicly available AI chatbots.
- Consent & reasonable expectation: At intake you will be offered a clear opt-in checkbox for NutriBlooms’ use of AI-assisted tools. You may decline at that point—or withdraw or grant consent later—by contacting us.
4. Safeguarding Your Personal Information
NutriBlooms takes reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification or disclosure.
We store your information electronically and/or as hard copy. Generally, we scan and then destroy the hard copies, yet at instances we maintain some documents in hard copy and store them in a protected and safe place.
Electronically saved information is on a password protected computer, with access on a ‘need to know’ basis.
We take all possible efforts to ensure your data are stored safely with us
Our website uses SSL technology as a security measure (Secure Socket Layer) to ensure your information are secured and extremely difficult for interception. The SSL technology is the industry standard on websites security
We use Australian servers to host our website
While we strive to protect users’ information, the data transmission over the internet cannot be 100 percent secure, accordingly we cannot ensure or warrant the security of any information transmission. We do take all reasonable efforts to secure your information once we receive your transmission.
4.1 Security safeguards
We apply layered administrative, technical and physical measures, including:
- Encryption for clinical records stored in our practice-management and telehealth platforms.
- Physical controls — locked filing cabinets for legacy hard copies; CCTV in reception; alarmed premises after hours.
- Staff onboarding and annual refresher training covering privacy, phishing awareness and incident reporting.
- Vendor due-diligence reviews ensuring third-party providers meet standards.
- Data minimisation & pseudonymisation when using AI-assisted tools.
4.2 Data retention & disposal
We retain personal information only as long as necessary for the purposes outlined in this Policy or to comply with legal requirements. Typical retention periods are:
| Record category | Statutory / best-practice rule | Retention period | Disposal method |
| Adult clinical records | Health Records Act 2001 (Vic) | 7 years from last service | Secure digital deletion; hard-copy shredding once scanned & checked |
| Minor clinical records | Same Act | Until client turns 25 | As above |
| Invoicing & tax records | ATO obligations | 5 years after financial year-end | Secure digital deletion |
| CCTV footage | Vic. Surveillance Devices Act (no audio) | 30 days, unless required for an incident | Auto-overwrite |
| Marketing consent logs | Privacy Act | Kept until opt-out | Secure deletion within 30 days of request |
4.3 Your role in security
You can help keep your information safe by:
- Using strong, unique passwords for any NutriBlooms portals;
- Informing us immediately if you suspect unauthorised use of your account; and
- Updating your contact details so we can reach you quickly if needed.
5. Your Rights to Access and Correct Information
NutriBlooms respects your statutory rights under Australian Privacy Principles 12 & 13 to access and seek correction of the personal information we hold about you.
5.1 How to request access
- Submit a written request to our Privacy Officer (see Section 8) identifying the records you wish to see.
- We will verify your identity before releasing any information.
- We aim to provide access within 30 days of receiving a valid request, in the form you prefer (secure portal, encrypted email or hard copy).
- No fee applies to lodge a request. We may charge a reasonable administrative fee (e.g. photocopying, postage) but will tell you the amount first.
5.2 When we may refuse access
We may deny or limit access where:
- it would pose a serious threat to life, health or safety;
- it would unreasonably impact the privacy of another individual;
- the request is frivolous or vexatious;
- information is subject to legal privilege, court order or ongoing investigation; or
- another APP 12 exception applies (e.g. law-enforcement activities).
If we refuse, we will give you written reasons and explain how you can complain.
5.3 Requesting correction
If you believe any information is inaccurate, out-of-date, incomplete, irrelevant or misleading, you may request a correction by contacting our Privacy Officer.
- We will respond within 30 days.
- If we agree, we will update our records promptly and, where practicable, notify any third party to whom we previously disclosed the information.
5.4 If we decline to correct
Should we decide not to amend the record, we will:
- provide written reasons; and
- let you attach a short statement (of up to 200 words) explaining what you believe is inaccurate — we will link this to the record so it is read whenever the information is used.
6. Cookies, Pixels & Similar Technologies
When you visit www.nutriblooms.com.au we (and certain third-party service providers) place small data files—cookies, pixels, local-storage objects or device identifiers—on your browser or device. We use these tools to:
- operate core site functions such as page navigation and secure appointment booking;
- understand usage patterns so we can improve content and accessibility;
- measure the effectiveness of advertising and social-media campaigns; and
- protect the site against fraud and malicious activity.
6.1 Your choices
- On first visit you will see our cookie banner. Non-essential cookies are disabled by default until you click “Accept” (or customise settings via Cookie Preferences in the banner footer).
- You can also block or delete cookies in your browser settings. If you disable strictly-necessary cookies, some features—such as online booking or secure client log-in—may not work properly.
- Opt-out links:
- Google Analytics: https://tools.google.com/dlpage/gaoptout
- Meta (Facebook) Ads: https://www.facebook.com/adpreferences/ad_settings
6.2 Third-party integrations
- Cliniko booking widget may set its own cookies and collect usage analytics when you schedule an appointment. Continued use indicates acceptance of Cliniko’s cookie practices.
- We use Google Tag Manager and Google Analytics. Google may combine the data collected with information from other sites to personalise ads, as described in Google’s Privacy & Cookies Policy. The services might use cookies, identifiers for mobile devices (e.g., Android Advertising Identifier or Advertising Identifier for iOS) or similar technology used to collect data. For more information on how google uses information from sites, please visit www.google.com/policies/privacy/partners/ and https://policies.google.com/technologies/cookies
- Embedded social-media content (e.g. Instagram posts) can set cookies from the originating platform. We do not control those cookies; please review the platform’s policy.
6.3 Do Not Track & global privacy controls
We honour Global Privacy Control (GPC) signals and equivalent browser settings where technically feasible, treating them as an opt-out of non-essential cookies and targeted advertising.
6.4 Data collected via cookies
Typical data points include IP address, device model, operating system, browser type, pages visited, referring URL, time-stamp and approximate location.
6.5 External websites
Links on our site may take you to external pages that are not governed by this Privacy Policy. Any information you provide there is subject to the destination site’s privacy and cookie practices.
By continuing to browse our website after adjusting your preferences, you acknowledge the use of cookies as outlined above.
7. Queries and Feedback
For more information, questions or queries about this privacy policy or your information, please email us on info@NutriBlooms.com.au or visit our clinic.
We make regular review of our privacy policy and update as found appropriate, our link to the privacy policy on our website will be updated accordingly.
8. Contacting Us & Privacy Officer
NutriBlooms Pty Ltd has appointed a dedicated Privacy Officer to oversee compliance with this Policy and the Australian Privacy Principles.
Privacy Officer
NutriBlooms Pty Ltd
21a Railway Road, Blackburn VIC 3130
Phone: +61 431 189 792
Email: info@nutriblooms.com.au
Office hours: Monday – Friday, 9 am – 5 pm AEST/AEDT
How to reach us
- General enquiries – please email or phone during office hours; we aim to respond within two business days.
- Access or correction requests – see Section 5 for the process and expected timeframes.
- Complaints – follow the steps in Section 7.
9. Acknowledgement
You accept that by signing up for our clinical services or use of our website includes your acceptance of this Privacy Policy and Terms of Use.