Effective Date: 28/11/25
1. Introduction
Igeia Co Pty Ltd (“we”, “us”, or “our”) respects your privacy and is committed to protecting the personal information you provide. This policy outlines how we collect, use, disclose, and store your personal information in accordance with the Privacy Act 1988 (Cth).
By providing your personal information or using our website, you consent to its collection, use, and disclosure in accordance with this Privacy Policy.
2. What Personal Information We Collect
We may collect personal information including but not limited to:
- Name
- Contact details (email, phone number)
- Date of birth
- Health information (where relevant to services provided, including medical reports from third parties and other health conditions that may affect management)
- Appointment history
- Payment information
- Emergency contacts
- General employment information (e.g. claim number, where relevant)
- Health fund details or Medicare/DVA/NDIS numbers (where applicable)
- Technical data such as IP address, browser type, or device information when interacting with our website
3. How We Collect Personal Information
We collect information through:
- Online forms
- Appointment bookings (via phone, email, or website form)
- Direct communication (email, phone, in-person)
- Website interactions (via cookies or analytics tools)
- Medical reports or information provided by third parties (where relevant to your care or workplace management)
- Information provided by your employer, treating practitioners, or insurers as part of workplace rehabilitation or return to work programs
- Automated systems and AI-based tools (for example Physitrack) that assist in providing online programs
4. Why We Collect Personal Information
We collect your information to:
- Provide allied health and workplace wellness services
- Manage bookings and client communication
- Process payments and issue receipts
- Comply with legal and regulatory obligations
- Improve our services and website experience
- Assist in workplace rehabilitation and return-to-work planning
- Train staff and maintain quality assurance standards
- Conduct de-identified analysis and reporting to improve outcomes and service delivery
5. Disclosure of Personal Information
We do not sell or rent your personal information. We may disclose your information to:
- Professional advisors (e.g., accountants, legal representatives)
- Third-party service providers (e.g., secure payment gateways, booking or email platforms)
- Our practice management system (Nookal) and its integrated services, including Physitrack (exercise programs), Snapforms (digital forms), Mailchimp (email communications), Survey Monkey (online anonymous surveys), and billing systems used to support our services
- Regulatory bodies where legally required
We will also obtain your signed informed consent, which will be securely stored on file, before disclosing or sharing your information where required.
We take reasonable steps to ensure third-party providers have appropriate privacy and data security measures in place.
6. How We Store and Protect Your Information
Your personal information is stored securely using encrypted cloud-based systems. We take reasonable steps to protect it from misuse, loss, unauthorised access, or disclosure.
While we take every reasonable precaution to protect your data, no method of online transmission or storage is completely secure. By using our services, you acknowledge and accept this inherent risk.
We retain your personal information only for as long as necessary to deliver our services and meet legal or regulatory obligations. After this, data may be securely deleted or de-identified.
To protect your personal information during phone communication, private details will not be left in voice messages, and you may be asked to verify your identity before any personal information is discussed.
7. Website Analytics, Cookies and Marketing
Our website may use cookies and tracking tools such as Google Analytics to improve functionality and user experience. You can choose to disable cookies via your browser settings.
We may occasionally send you updates, educational content, or service information relevant to workplace health and wellness. You can opt out of marketing communications at any time by clicking ‘unsubscribe’ or contacting us directly.
8. Access and Correction
You may request access to or correction of your personal information by contacting us at info@igeia.com.au.
We aim to respond to all access or correction requests within 30 days. For security, we may need to verify your identity before releasing information.
9. Complaints
If you have a concern or complaint about how your information is handled, please contact us first at info@igeia.com.au.
We will investigate and aim to resolve all complaints promptly, generally within 30 days.
If unresolved, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) via www.oaic.gov.au.
10. Third-Party Websites and Links
Our website and platforms may include links or integrations with third-party tools such as Nookal, Physitrack, Survey Monkey or Mailchimp. We are not responsible for the privacy practices of these external services, and we recommend reviewing their privacy policies when using them.
11. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website.
If any significant updates are made, we will post a notice on our website indicating the change and date of the new version.
12. Contact Us
For questions about this policy, please contact:
Igeia Co Pty Ltd
Email: info@igeia.com.au
Phone: 0414 450 303
Postal Address: PO Box 1008, Sutherland NSW 1499