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Privacy Policy

Privacy Policy

[This policy is current as of the 1 March 2024 – Version.1]

1. INTRODUCTION

This document sets out the privacy policy of  Polysoma ABN 76 053 144 590 (referred to in this privacy policy as ‘Polysoma’, ‘we’, ‘us’, or ‘our’). For the purposes of applicable data protection law, (in particular, the General Data Protection Regulation (EU) 2016/679 (the “GDPR”) and the UK Data Protection Act 2018), your data will be controlled by us.

This privacy policy applies whenever we collect your personal information and/or personal data (your personal data).

This includes between you, the visitor to this website (whether directly as our client, potential client or as personnel of our client,), and us, the owner and provider of this website and also where we are directed by a third party to process your personal data.

This privacy policy applies to our use of any and all data collected by us or provided by you in relation to your use of the website and the provision of our services to you.

We take our privacy obligations seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.

2. TYPES OF PERSONAL INFORMATION WE COLLECT

The personal data we collect may include the following:

(a) name;

(b) mailing or street address;

(c) email address;

(d) social media information;

(e) telephone number and other contact details;

(f) age;

(g) date of birth;

(h) credit card or other payment information;

(i) sensitive information (such as gender identity, ethnicity, sexual orientation, health information and medical history) as set out below;

(j) information about your personal circumstances;

(k) information in connection with client surveys, questionnaires and promotions.

(l) when we use analytical cookies, your device identity and type, I.P. address, geo-location information, page view statistics, advertising data and standard web log information;

(m) information about third parties; and

(n) any other information provided by you to us via this website, in the course of us providing services to you, or otherwise required by us or provided by you.

3. HOW WE COLLECT PERSONAL INFORMATION

We endeavour to ensure that information we collect is complete, accurate, accessible and not subject to unauthorised access.

We may collect personal data either directly from you, or from third parties, including where you:

(a) contact us through on our website;

(b) engage us to perform services to you;

(c) submit any of our online forms, surveys and questionnaires; and

(d) interact with our website, social applications, services, content and advertising.

We may also collect personal data from you when you use or access our website or our social media pages. This may be done through use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your website usage. For more information, please see our Cookie Policy.

4. USE OF YOUR PERSONAL INFORMATION

We collect and use personal information for the following primary purposes:

(a) to provide services or information to you;

(b) for record keeping and administrative purposes;

(c) to provide information about you to our contractors, employees, consultants, agents or other third parties for the purpose of providing services to you;

(d) to improve and optimise our service offering and client experience;

(e) to comply with our legal obligations, resolve disputes or enforce our agreements with third parties;

(f) to send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and

(g) to consider a service intake application from you;

(h) to consider an application of employment from you.

We may also use your personal information for:

(i) secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use;

(j) such purposes where we reasonably believe that use of your confidential personal and sensitive information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;

(k) any other purpose for which we receive consent from you; or

(l) any other purpose which is permitted or required under applicable privacy laws.

5. SENSITIVE INFORMATION

We may collect sensitive information about you during the course of providing you our goods and services. We will only collect this sensitive information where you consent to such collection and either directly provide us with this information or it is provided by a referring health care practitioner.

Types of sensitive information we collect

⚠️ The sensitive information we collect may include the following:

(a) cultural background including race or ethnicity,

(b) gender identity, sexual orientation and preferences, sexual activities, relationship status;

(c) spirituality, religious or philosophical beliefs;

(d) political and social opinions, political association, or memberships;

(e) your social and living situation;

(f) criminal history (only if disclosed);

(g) health information (medical and psychological), history and reports, suicide and attempts at ending your life;

(h) drug, alcohol and substance use;

(i) disabilities and impairments;

(j) referring health care provider and associated referral letters;

(k) private health fund and private health insurance cover details;

(l) medicare number, healthcare identifiers or concession card or other entitlement details; and

(m) any other sensitive information provided by you or a third party to us via our website or platforms, or otherwise provided by you or a third party to us.

How we use your sensitive information

Your sensitive information will only be used for the purpose of:

(n) providing you with our services;

(o) complying with our legal obligations, resolving disputes or enforcing our agreements with you;

(p) sending you messages, reminders, notices, updates, security alerts, and other information requested by you; or

(q) any other purpose which is permitted or required under applicable privacy laws.

How we disclose your sensitive information

Your sensitive information will only be disclosed to third parties for the purpose of:

(r) with your consent, providing a referral to another health care provider; or

(s) any other purpose which is permitted or required under applicable privacy laws.

How you can withdraw consent

If you wish to withdraw your consent to our collection, use or disclosure of your sensitive information, please contact via email privacy at polysoma dot au. We will deal with all such requests within a reasonable timeframe.

6. SHARING YOUR DATA

We respect your privacy, and we will take reasonable steps to keep your personal information confidential and protected. We may disclose your personal information to:

(a) health care providers we refer you to or from who we receive a referral for you.

(b) our professional advisors such as lawyers, accountants and auditors;

(c) our related entities; or

(d) any third parties you have consented personal information to be disclosed to.

We may also disclose personal information to third party contractors as required for us to provide our services to you, such as cloud-service providers, IT professionals, marketing agencies and debt collection agencies.

We take care to work with such third parties who we believe maintain an acceptable standard of data security and require them not to use your personal information for any purpose except for those activities we have asked them to perform on our behalf.

We will not otherwise disclose your personal information unless:

(e) you have consented to us disclosing your personal information for particular circumstances;

(f) as needed in an emergency;

(g) we are required to disclose under a subpoena, court order or other mandatory reporting requirements;

(h) we reasonably believe that disclosure of your information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, including yourself, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;

(i) to report any instance of abuse, exploitation or professional misconduct of health care practitioner;

(j) it is reasonably necessary for the establishment, exercise or defence of a legal claim; or

(k) it is otherwise authorised or required by law.

7. SECURITY

We take reasonable steps to ensure your personal data is secure and protected from misuse or unauthorised access. Our information technology systems are password protected, and we use a range of administrative and technical measures to protect these systems. However, we cannot guarantee the security of your personal data.

8. LINKS

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.

9. YOUR RIGHTS

You have various rights with respect to our use of your personal data:

(a) Access: You have the right to obtain access to your information (if we’re processing it) and certain other information (similar to that provided in this privacy notice). This is so that you’re aware and can check that we’re using your information in accordance with data protection law.

(b) Be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this privacy policy.

(c) Rectification: We aim to keep your personal data accurate, current, and complete. We encourage you to contact us using our contact form to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.

(d) Objecting: You also have the right to object to processing of your personal data in certain circumstances, including processing for direct marketing.

(e) Restricting: You have the right to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further.

(f) Erasure: You have the right to ask us to erase your personal data when the personal data is no longer necessary for the purposes for which it was collected, or when, among other things, your personal data have been unlawfully processed.

(g) Portability: You have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format.

(h) Complaints: If you believe that your data protection rights may have been breached, you have the right to lodge a complaint with the applicable supervisory authority. In the UK, the supervisory authority is the Information Commissioner’s Office.

(i) Withdraw consent: If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time. This includes your right to withdraw consent to us using your personal data for marketing purposes.

You may, at any time, exercise any of the above rights, by contacting privacy at polysoma dot au.

10. HOW LONG WE KEEP DATA

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will securely destroy your personal data in accordance with applicable laws and regulations.

If you would like further information about our specific retention periods for your personal data, please contact us using our email address provided below.

11. TRANSFERS OUTSIDE THE EUROPEAN ECONOMIC AREA (‘EEA’)

To provide our services, we may transfer the personal data we collect to countries outside of the UK or EEA which do not provide the same level of data protection as the country in which you reside and are not recognised by the European Commission as providing an adequate level of data protection.

When we do this, we will make sure that it is protected to the same extent as in the EEA and UK as we will put in place appropriate safeguards to protect your personal data, which may include standard contractual clauses.

For more information, please contact us at our email address provided below.

12. FURTHER INFORMATION RELATING TO THIS PRIVACY POLICY

For further information about our privacy policy or practices, or to access or correct your personal data, or make a complaint, please contact privacy at polysoma dot au. We may change this privacy policy from time to time by posting an updated copy on our website and we encourage you to check our website regularly to ensure that you are aware of our most current privacy policy. Where we make any significant changes, we will endeavour to notify you by email.

Feel free to explore more details regarding privacy or if you’re unsatisfied with how we’ve handled your privacy concern, you can reach out to the Office of the Australian Information Commissioner through their website.