1. Information we collect

We may collect personal information including:

• Your name

• Healthcare practice, organisation or business name

• Email address

• Phone number

• Business address

• Billing information

• Information submitted through website forms

• Information you provide during enquiries, consultations or project discussions

• Information relating to your practice, website or marketing requirements

• Website, hosting, domain, CRM, advertising or other account information you provide to us

• Communications between you and Healthcare Marketing

• Information reasonably required to provide our services

We may also collect technical information about how visitors use our website, including IP address, browser type, device information, pages visited, referring websites and general website usage information.

2. How we collect information

We may collect information directly from you when you:

• Submit a website form

• Request a quote

• Contact us by phone, email, SMS or another communication method

• Book a consultation

• Accept a proposal or engage our services

• Provide information during a website or marketing project

• Communicate with our team

• Subscribe to marketing communications

We may also collect information automatically through our website and associated technologies, including cookies, analytics tools and advertising technologies.

Where appropriate, information may also be received from third-party platforms or services used in connection with our business.

3. Why we collect and use personal information

We may collect and use personal information to:

• Respond to enquiries

• Prepare quotes and proposals

• Provide website design and development services

• Provide SEO, PPC, social media, content, branding, reputation management, hosting, maintenance and other digital services

• Manage projects and client relationships

• Communicate with clients

• Process and manage payments and invoices

• Provide customer support

• Maintain and improve our website and services

• Analyse website traffic and performance

• Measure advertising and marketing performance

• Conduct marketing and remarketing where permitted

• Maintain business and administrative records

• Protect our business, systems and clients

• Comply with legal and regulatory obligations

We may also use information for another purpose where you have consented to that use or where permitted or required by law.

4. Website analytics

We may use analytics technologies to understand how visitors interact with our website.

These technologies may collect information such as pages visited, time spent on the website, referring sources, device information, browser information and general interactions with the website.

We use this information to understand website performance, improve user experience and evaluate our marketing activities.

5. Cookies and tracking technologies

Our website may use cookies and similar technologies.

Cookies are small files or pieces of information stored or accessed through your browser or device.

We may use cookies and similar technologies for:

• Website functionality

• Analytics

• Performance measurement

• Remembering preferences

• Advertising

• Conversion tracking

• Remarketing

Third-party services used on our website may also place or access cookies in accordance with their own privacy policies.

You may be able to disable or restrict cookies through your browser settings. Doing so may affect some website functionality.

6. Advertising and remarketing

We may use advertising platforms such as Google, Meta and other digital advertising providers.

These platforms may use cookies, pixels or similar technologies to measure advertising performance, understand website activity and display advertising to relevant audiences.

Information collected through these technologies may be handled by the relevant advertising provider in accordance with its own privacy policy.

7. Marketing communications

Where permitted, we may use your contact information to communicate with you about our services, offers, promotions or other information that may be relevant to you.

Marketing communications may be sent by email, SMS or other communication channels.

You may opt out of receiving marketing communications at any time by using the unsubscribe facility provided in the communication or by contacting us.

Opting out of marketing communications does not prevent us from sending necessary service, project, billing or administrative communications relating to services you have engaged us to provide.

8. Client project information

When you engage Healthcare Marketing, we may receive information required to provide your services.

This may include:

• Healthcare practice or organisation information

• Healthcare service information

• Practitioner and staff profiles

• Website content

• Images and branding

• Contact information

• Website login credentials

• Hosting or domain access

• Analytics access

• Google Business Profile access

• Advertising account access

• CRM or software access

• Reputation management platform access

• Other information required to provide the agreed services

We use this information for the purpose of providing and managing the services you have requested.

9. Health and sensitive information

Information relating to an individual’s health, medical history, treatment, disability or healthcare may constitute sensitive or health information.

Our services are primarily provided to healthcare practices, practitioners and related organisations. We do not generally require clients to provide patient medical records, treatment records, health histories or other sensitive patient information unless this is specifically necessary for an agreed service.

Clients should avoid providing unnecessary patient or sensitive information when supplying website content, testimonials, photographs, reviews, case studies or other materials.

Where sensitive information is provided to us, we will handle it in accordance with applicable privacy requirements and use it only for the purpose for which it was provided or otherwise permitted by law.

10. Patient and individual information

Where a client provides personal or sensitive information relating to a patient or another individual, the client is responsible for ensuring they have the necessary consent, authority or other lawful basis to provide that information to us and authorise its intended use.

This may include patient photographs, testimonials, reviews, treatment information, before-and-after images, videos, case studies or other identifiable information intended for publication or marketing.

We may request confirmation of appropriate consent or authority before publishing information relating to an identifiable patient or individual.

11. Account credentials and access

Where you provide usernames, passwords, access invitations, API credentials or other account access required for us to perform our services, we will use that access for purposes connected with providing those services.

You should only provide access that is reasonably necessary for the work being performed.

Where possible, we may request that access be provided through account invitations or delegated user access rather than by sharing passwords.

12. Payment information

Payments may be processed using banks, payment processors or other third-party payment providers.

We may receive information relating to payments and transactions, but payment providers may separately collect and process financial information in accordance with their own privacy policies.

We do not require clients to provide full payment card details directly to us where payment is processed through a third-party payment provider.

13. Disclosure of personal information

We may disclose personal information where reasonably necessary to operate our business or provide our services.

This may include disclosure to:

• Employees and contractors

• Website developers, designers, copywriters and other service providers working on your project

• Hosting and domain providers

• CRM and software providers

• Cloud storage and communication providers

• Analytics providers

• Advertising platforms

• Reputation management platforms

• Payment processors

• Professional advisers

• Government authorities or regulators where required by law

• Other third parties where you have authorised the disclosure

We do not sell personal information as a standalone product.

14. Contractors and service providers

We may use employees, contractors and external service providers to assist with delivering our services.

These parties may require access to information relevant to the work they are performing.

We seek to limit access to information reasonably required for the relevant service or function.

15. Overseas service providers

Some contractors, software providers, hosting providers, cloud platforms or other third-party services we use may operate or store information outside Australia.

As a result, personal information may in some circumstances be accessed from or stored in countries outside Australia.

Where applicable, we take reasonable steps in relation to the handling of personal information by service providers used in connection with our business.

16. Storage and security

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

Information may be stored electronically using business systems, cloud services, communication platforms, project management systems and other technology used to operate our business.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

17. Retention of information

We retain personal information for as long as reasonably necessary for the purposes for which it was collected, to maintain business records, provide ongoing services, resolve disputes or comply with legal obligations.

When information is no longer reasonably required, we may delete, destroy or de-identify it where appropriate.

18. Third-party websites and services

Our website may contain links to third-party websites, platforms or services.

We are not responsible for the privacy practices of third parties.

You should review the privacy policy of any third-party website or service you use.

19. Accessing your personal information

You may contact us to request access to personal information we hold about you.

We may need to verify your identity before providing access.

In some circumstances, access may be limited or refused where permitted by law.

20. Correcting your personal information

If you believe personal information we hold about you is inaccurate, incomplete or out of date, you may contact us and request that it be corrected.

We may take reasonable steps to verify and update the information.

21. Privacy enquiries and complaints

If you have a question, concern or complaint regarding how we handle personal information, you may contact Healthcare Marketing through the contact details available on our website.

We will review privacy complaints and respond within a reasonable timeframe.

If you are not satisfied with our response, you may have the right to contact the Office of the Australian Information Commissioner or another relevant authority.

22. Australian privacy laws

Where applicable, we handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable Australian privacy laws.

Nothing in this Privacy Policy limits any privacy rights available to an individual under applicable law.

23. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, technology, services or legal obligations.

The latest version will be published on healthcaremarketing.net.au.