SportsFit Health & Rehab

Sports Physiotherapy · Chiropractic · Exercise Physiology
Five Dock & Gladesville, NSW

Privacy Policy

Last updated 3 August 2026

SportsFit Health & Rehab (“we”, “us”, “our”) provides physiotherapy, chiropractic, remedial massage, exercise physiology and strength & conditioning services at Five Dock and Gladesville in New South Wales.

Because we are a health service provider, we are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and by the Health Records and Information Privacy Act 2002 (NSW). This policy explains what information we collect, why, who we share it with, and how you can access, correct or delete it.

1. What we collect

Health and personal information

• Your name, date of birth, address, phone number and email address.
• Emergency contact, and for patients under 18, a parent or guardian’s details.
• Medicare number, private health fund details, and claim, policy or case numbers for workers compensation, CTP (motor accident), NDIS or Department of Veterans’ Affairs where those apply.
• Your referring doctor or specialist, and their contact details.
• Clinical information: your history, our assessment findings, diagnoses, treatment provided, treatment notes, rehabilitation programs, and progress.
• Reports, imaging and correspondence we receive about you from doctors, specialists, hospitals, imaging providers or insurers.
• Objective testing results, including force-plate, dynamometry and other physical performance measurements taken in the clinic.
• Appointment history, and records of our correspondence with you.

Payment information

Details of what you have been invoiced and paid. Where you set up a payment plan, your card or bank account details are collected and stored by our payment provider — we do not see or store your full card or bank account numbers.

Information from our website and online booking

• Details you enter when booking online: name, contact details, date of birth and the reason for your visit.
• Standard analytics about how our website and booking pages are used — pages viewed, approximate location, device and browser type, and how you arrived. This is collected using Google Analytics.
• If you arrive from an online advertisement, an identifier from that advertisement so we can understand which advertising is working.

Social media

If you comment on one of our Instagram or Facebook posts, or send us a direct message, we receive that comment or message along with the username and account identifier the platform provides. Where one of our posts invites you to comment a keyword to receive a free resource, commenting sends you an automated direct message containing that resource. You can stop those messages at any time by replying, by blocking the account, or by using the platform’s own message controls.

Photographs and video

We only photograph or film you, and only use those images, with your express consent. You can withdraw that consent at any time.

2. How we collect it

Usually directly from you — in person, by phone, by email or text, through our online booking page, or on forms you complete. We also collect information about you from your referring doctor, treating specialists, hospitals, imaging providers, and from insurers or scheme administrators where they are funding your care. Where it is reasonable and practicable, we will collect it from you rather than from anyone else.

3. Why we collect it, and how we use it

• To assess, diagnose and treat you, and to plan and monitor your rehabilitation.
• To keep an accurate clinical record, which we are professionally and legally required to maintain.
• To manage appointments, and to send you reminders, confirmations and follow-up.
• To invoice you and to claim from Medicare, your health fund, or an insurer or scheme funding your treatment.
• To communicate with your GP, specialist, insurer or case manager about your care.
• To respond when you contact us, including by direct message on social media.
• To improve our services, and for staff training, supervision and quality review. Where information is used for training or review internally, we de-identify it wherever it is practical to do so.
• To send you clinic news, health information and offers — only where you have agreed, and you can opt out at any time (see section 8).
• To meet our legal, insurance and professional obligations.

4. When we disclose it

We never sell your information, and we never disclose it for another organisation’s marketing. We disclose it:

• To the practitioners involved in your care at our clinics.
• To your referring doctor, treating specialists, or other health professionals involved in your treatment — this is a normal part of coordinated care, and you can ask us not to.
• To your insurer, employer’s insurer, scheme administrator or case manager, where they are funding your treatment and you have consented or the relevant legislation requires or permits it.
• To Medicare or your private health fund, for claiming.
• To our service providers, listed in section 5, who are bound to protect it.
• To our professional indemnity insurer or legal advisers where necessary.
• Where we are required or authorised by law, including to a court, tribunal, regulator, or where there is a serious and imminent threat to someone’s life, health or safety.

5. Service providers, and information sent overseas

We use trusted third-party services to run the clinic. They are only permitted to use your information to provide their service to us.

This means some of your information is disclosed to recipients outside Australia. Before doing so we take reasonable steps to ensure those recipients handle it consistently with the Australian Privacy Principles, including through their contractual terms. By using our services you acknowledge that once information is overseas we may not be able to ensure the recipient complies with Australian privacy law, and that you may not be able to seek redress under it.

6. How we store and protect it

Your clinical record is held electronically in a practice management system that stores data in Australia and encrypts it in transit and at rest. Access is restricted to staff who need it to do their job, each with their own account and password, and access is logged. Paper documents are stored securely and destroyed securely.

Our own systems are hosted on access-controlled servers, protected by authentication and encryption. We review access and remove it promptly when someone leaves.

No system is perfectly secure. If a data breach occurs that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

7. How long we keep it

We are required to keep health records for a minimum period. For an adult, that is seven years from the date of your last service. For a patient who was under 18 at their last service, we must keep the record until they turn 25. We may keep records longer where there is a legal or insurance reason to do so. When a record is no longer needed and the retention period has passed, we destroy or de-identify it securely.

8. Marketing, and how to opt out

We only send marketing — our newsletter, health information, clinic news or offers — where you have agreed to receive it. Every marketing email contains an unsubscribe link that works immediately, and you can reply STOP to a marketing text. You can also email us and we will remove you.

Opting out of marketing does not stop appointment reminders, confirmations, or messages about your care, which are not marketing.

9. Accessing and correcting your information

You can ask for a copy of the personal and health information we hold about you, and you can ask us to correct anything that is wrong, out of date or incomplete. Email hello@sportsfithealthandrehab.com.au or speak to reception at either clinic.

We will need to verify your identity. We will respond within 30 days. There may be a reasonable fee for retrieving and copying a large record; we will tell you before we incur it. In limited circumstances the law allows us to refuse access — for example where giving it would pose a serious threat to someone’s life or health, or unreasonably affect another person’s privacy. If we refuse, we will tell you why in writing and explain how to complain.

10. Deleting your information

You can ask us to delete the information we hold about you by emailing hello@sportsfithealthandrehab.com.au with the subject line Data deletion request. Tell us your name, your date of birth, and which information you want removed. We will confirm receipt and respond within 30 days.

Please note:

• We generally cannot delete a clinical record before the retention period in section 7 has passed, because we are legally required to keep it. We will explain what we can and cannot remove, and why.
• We can delete marketing contact details, remove you from all mailing lists, delete photographs or video of you, and delete social media messages and any record we hold of them.
• To delete information held by Instagram or Facebook themselves, use the controls in those apps — we can only delete our own copy.

11. Cookies and website analytics

Our websites use cookies and similar technologies to make the site work, remember your preferences, and measure how the site is used. You can block or delete cookies in your browser settings, though some parts of the site may not work properly if you do. We use Google Analytics; you can opt out using Google’s browser add-on.

12. Anonymity

You can ask general questions anonymously or under a pseudonym. We cannot provide treatment anonymously, because we are required to keep an accurate identified clinical record and to verify identity for claiming.

13. Children and young people

We treat patients under 18. Where a patient is under 18, a parent or guardian generally provides consent and may access their record, unless the young person is assessed as having sufficient maturity to make their own decisions, in which case their privacy is respected accordingly.

14. Complaints

If you think we have mishandled your information, please tell us first — we would like the chance to put it right. Email hello@sportsfithealthandrehab.com.au marked Privacy complaint. We will acknowledge it promptly and respond within 30 days.

If you are not satisfied with our response, you can complain to:

• Office of the Australian Information Commissioner — 1300 363 992, oaic.gov.au
• NSW Information and Privacy Commission — 1800 472 679, ipc.nsw.gov.au
• Health Care Complaints Commission (NSW) — 1800 043 159, hccc.nsw.gov.au

15. Changes to this policy

We may update this policy from time to time. The current version is always available at this address, and the date at the top shows when it last changed.

16. Contact us