PRIVACY
POLICY
Privacy Statement
Myofascia Clinic (“we”, “us”, “our”) is a specialist Myotherapy and performance recovery clinic operated by Styles, Ashleigh Jane, ABN 21 143 098 434, embedded within The Movement Collective at 31B Crescent Rd, Waratah NSW 2298, Australia. This Privacy Policy explains how we collect, hold, use, and disclose personal information, including the health information generated in the course of Myotherapy and Remedial Massage treatment, when you visit our website, book a session, or become a client.
1. Our commitment
As a health service provider, Myofascia Clinic is bound by the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). The small business exemption that applies to many small businesses in Australia does not apply to us, because we hold health information. We handle all personal and health information in line with the APPs, regardless of our annual turnover.
As an ANTA (Australian Natural Therapists Association) registered practitioner, the clinic also operates under ANTA's Code of Conduct and Professional Practice Standards, which require accurate, contemporaneous clinical record-keeping, informed client consent, and confidentiality of client health information as a condition of continued registration. Where this Policy refers to our clinical record-keeping practices, it reflects both our obligations under the Privacy Act and our obligations as an ANTA registrant.
2. Information we collect
2.1 Personal Information
● Name, date of birth, phone number, email address, and residential or postal address.
● Emergency contact details.
● Referral source (for example, gym, GP, or another practitioner), where provided.
2.2 Health Information (Sensitive information)
Health information is “sensitive information” under the Privacy Act and is subject to a higher standard of protection than ordinary personal information. In the course of assessing and treating you, we create and hold clinical records using the SOAP format that is standard practice in Myotherapy and Remedial Massage:
● Subjective — what you tell us: your presenting complaint, pain history, training or occupational load, relevant medical and injury history, medications, and goals for treatment.
● Objective — what we observe and measure: findings from the Movement Audit and clinical assessment, postural and movement observations, palpation findings, range-of-motion and orthopaedic test results.
● Assessment — our clinical reasoning: the practitioner's professional interpretation of the subjective and objective findings, including the working diagnosis or clinical impression.
● Plan — the treatment provided in that session and the plan going forward: techniques used (for example, myofascial release, trigger point therapy, deep tissue work, joint mobilisation, dry needling, lymphatic drainage, or cupping), your response to treatment, home advice given, and recommendations for future sessions.
We also collect any other health information you choose to share that is relevant to the safe and effective delivery of Myotherapy or Remedial Massage treatment, including information provided verbally, on intake forms, or on consent forms.
2.3 Other information
● Payment information — processed securely by Vagaro or an integrated payment processor. We do not store full credit card numbers.
● Booking and appointment information — held in our practice management system, Vagaro.
● Marketing information — first name and email address only, used solely for non-clinical marketing communications, and only if you opt in.
● Website usage information — general analytics data collected automatically when you browse our website (see Section 10, Cookies).
3. How we collect your information
● Directly from you — via our online booking system, intake and consent forms, in-session consultation, and the Movement Audit assessment.
● Through our booking platform, Vagaro, when you make, change, or cancel an appointment.
● Through our website contact and booking forms.
● Through Google Business Profile or social media, if you contact us or leave a review (this does not include health information).
4. Why we collect and use your information
● To take a clinical history, assess, plan, and deliver safe and effective Myotherapy and Remedial Massage treatment, and to maintain accurate SOAP notes as required by our professional and legal obligations.
● To manage bookings, send appointment confirmations and reminders (SMS/email via Vagaro).
● To process payments and, for Inner Circle members, manage recurring direct debit via Vagaro.
● To claim or process private health fund rebates.
● To send you marketing communications, only where you have opted in, and only using your first name and email address.
● To meet our legal, insurance, and professional obligations as a health service provider.
5. Automated decision-making and reminders
We use Vagaro's automated appointment reminder system to send SMS and email reminders ahead of your appointment. This is a limited form of automated processing based on your booking data. From 10 December 2026, updated Australian Privacy Principles require businesses to disclose the use of automated decision-making tools that use personal information in their Privacy Policy. We will review and update this section, with solicitor input, ahead of that date.
6. Who we disclose your information to
We do not sell your personal or health information. We only disclose it to:
● Vagaro — our practice management platform and primary clinical data custodian, which holds your booking records and clinical (SOAP) notes.
● Our payment processor (Vagaro-integrated, or Zeller where used onsite) — for payment processing and Inner Circle direct debit. Our payment processors receive payment data only, never health information.
● Klaviyo — for marketing communications only, and only where you have opted in. Klaviyo receives your first name and email address only; no health information is ever shared with our marketing platform.
● Xero — our accounting platform, which receives financial records only.
● Your private health fund — for HICAPS claiming, once available, and only with your instruction.
● Regulators, professional bodies (including ANTA, where required for registration or a conduct matter), insurers, or legal authorities, where we are required or authorised to do so by law.
We do not share your health information with the host gym, where our clinic is located.
7. Storage and security
Your health records, including SOAP notes, are held in Vagaro. Access to your clinical file is restricted to your treating practitioner and, where applicable, other practitioners directly involved in your care. We take reasonable technical and organisational steps to protect your information against loss, misuse, and unauthorised access, including access controls and secure hosting.
8. Retention of health records
We retain your clinical (SOAP) records for as long as reasonably necessary to comply with our professional obligations as an ANTA-registered practitioner, our obligations under Australian privacy and health records law, and our insurance requirements. As a general guide, and consistent with common Australian health record-keeping standards, we retain adult client records for a minimum of seven years from the date of your last treatment, and records for clients who were minors at the time of treatment until they reach 25 years of age. Where a longer retention period applies under law, our insurance policy, or ANTA's requirements, we will retain records for that longer period.
9. Overseas disclosure
Some of the platforms we use, including Vagaro and our payment processors, may store or process data on servers located outside Australia, or use overseas subprocessors. We will update this section with specific country disclosures, as required under APP 8, once confirmed with each provider, and before this policy is finalised.
10. Access and correction
You can ask to see or correct the personal or health information we hold about you at any time. To make a request, contact us at hello@myofasciaclinic.com.au. We will respond within a reasonable timeframe and may need to verify your identity first.
11. Complaints
If you believe we have breached the Australian Privacy Principles, please contact us first at hello@myofasciaclinic.com.au so we can try to resolve it directly. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
12. Cookies and website analytics
Our website may use cookies and standard analytics tools to understand how visitors use the site and to improve it. This data is anonymous or aggregated and is not linked to your clinical records.
13. Changes to this policy
We may update this Privacy Policy from time to time, including ahead of the December 2026 APP changes. The current version will always be available on our website.
14. Contact us
Myofascia Clinic · 31B Crescent Rd, Waratah NSW 2298, Australia · hello@myofasciaclinic.com.au · ABN 21 143 098 434