Last updated: 30 October 2026

Our commitment to your privacy

Dr Frances Tobeck – Acupuncture & Integrative Medicine is committed to protecting the privacy, confidentiality and security of your personal and health information. We recognise that patients entrust us with sensitive information about their physical, emotional and reproductive health.

We handle personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and applicable Victorian health privacy legislation, including the Health Records Act 2001 (Vic).

This policy explains how we collect, use, store, disclose and protect your information.

Information we collect

To provide safe, appropriate and individualised healthcare, we may collect:

• Personal details, including your name, date of birth, address, telephone number and email address.

• Medical history, current health concerns, diagnoses, medications and allergies.

• Reproductive and menstrual health information, including fertility history, pregnancy, IVF treatment, endometriosis and PCOS.

• Pathology results, imaging reports and relevant medical correspondence.

• Information about your lifestyle, nutrition, sleep, emotional wellbeing and other factors relevant to treatment.

• Clinical consultation notes, acupuncture treatments and Chinese herbal medicine prescriptions.

• Payment, invoicing and private health insurance information.

• Information submitted through our website, online booking system and patient intake forms.

We collect information reasonably necessary to provide healthcare, manage appointments, maintain clinical records and meet our legal and professional obligations.

How we collect your information

Information may be collected:

• Directly from you during consultations.

• Through Cliniko online bookings and intake forms.

• Through telephone, email or telehealth consultations.

• From pathology providers, specialists, general practitioners or other healthcare professionals, where authorised or otherwise permitted by law.

• Through our website when you submit an enquiry or contact form.

Where practicable, we collect health information directly from you.

How we use your information

Your information may be used to:

• Assess your health concerns and develop individualised treatment plans.

• Provide acupuncture, Chinese herbal medicine and integrative healthcare.

• Review pathology results and other relevant investigations.

• Coordinate care with other healthcare practitioners.

• Manage appointments and send appointment reminders.

• Maintain accurate clinical records.

• Process payments and issue invoices.

• Comply with professional, regulatory and legal requirements.

We do not sell patient health information. We do not use identifiable patient health information for marketing without appropriate consent.

Disclosure of information

We may disclose relevant information to third parties when necessary to provide healthcare, with your consent or authorisation where required, or where otherwise permitted or required by law. This may include:

• Your general practitioner or treating specialist.

• Pathology laboratories and diagnostic providers.

• Other healthcare professionals involved in your care.

• Secure practice management and payment service providers.

• Regulatory authorities where disclosure is legally required.

Only information reasonably necessary for the relevant purpose will be disclosed.

Storage and security

We take reasonable steps to protect your personal and health information from misuse, interference, loss, unauthorised access, modification and disclosure. Clinical records are managed using Cliniko, our electronic practice management system.Security measures include appropriate account access controls, password protection and secure handling of patient information.

We also take reasonable steps to ensure third-party service providers handle information securely.Electronic communication may carry privacy and security risks. We take reasonable precautions when communicating with patients by email, SMS or other electronic methods.

Overseas disclosure

Some technology providers used by our practice may process or store information outside Australia.Where personal information is disclosed to overseas recipients, we take reasonable steps to comply with applicable Australian privacy requirements. Information about relevant service providers and overseas disclosures can be requested using the contact details below.

Accessing or correcting your information

You may request access to the personal and health information we hold about you.

You may also request correction of information you believe is inaccurate, incomplete, outdated or misleading. Requests can be made by contacting the practice. We will respond within a reasonable timeframe and in accordance with applicable privacy and health records legislation. Access may be subject to lawful exceptions and any permitted fees.

Retention of clinical records

We retain clinical records for the periods required under applicable Australian and Victorian legislation. In Victoria, health records are generally required to be retained for at least seven years after the last occasion on which a health service was provided.

For records relating to children, longer retention requirements apply, generally until the individual reaches 25 years of age. Records are securely retained and disposed of when legally permitted and no longer required.

Website privacy and cookies

Our website may use cookies and similar technologies to support website functionality and understand visitor activity. Depending on the services enabled, information collected may include browser information, device details and website usage data. We aim to ensure website tracking technologies are configured in accordance with applicable privacy requirements. We do not intentionally disclose identifiable patient health information to advertising platforms.

Privacy complaints

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

If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner or the Victorian Health Complaints Commissioner, as appropriate.

Changes to this policy

We may update this privacy policy to reflect changes in legislation, clinical practice or technology. The current version will be available on our website.