Privacy Policy

Syntony Bodywork (ABN: 16 697 645 596) operates from SE1.05/ 250 Pitt Street, Sydney NSW 2000, Australia ("we", "us", "our").

This policy explains how we collect, use, store, and protect your personal information when you visit our website (syntonybodywork.com.au), use our client portal (app.syntonybodywork.com.au), or interact with us in any other way.

We are committed to handling your information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). As a provider of health services, we are also subject to the additional obligations that apply to health service providers under the Privacy Act.

Please read this policy before using our website or booking a session. By providing us with your information, you agree to its collection and use as described here.

1. Who We Are

Syntony Bodywork (ABN: 16 697 645 596). Our principal place of business is SE1.05/ 250 Pitt Street, Sydney NSW 2000. Our primary contact for privacy matters is Gary Ng, who can be reached at clinic@syntony.com.au.

2. Information We Collect

We collect two categories of information: personal information and health information. Health information is a category of sensitive information under the Privacy Act and is handled with additional care.

Personal information

Depending on how you interact with us, we may collect:

• Your name, email address, and phone number
• Your communication preferences and notification settings
• Your IP address, browser type, and usage data when you visit our website
• Payment information (processed by third-party payment providers — we do not store your card details)
• Appointment and booking history

Health information

When you book a clinical session or create an account in our client portal, we may collect:

• Current medications and known allergies
• Medical conditions, past surgeries, and injury history
• Areas of chronic tension or pain
• Treatment preferences and clinical goals
• Clinical session notes and assessment records created by your practitioner
• Health fund membership details (for claiming purposes)

Health information is only collected where it is necessary for the safe and effective provision of clinical treatment.

3. How We Collect It

We collect your information:

• Directly from you, when you complete an online booking form, create an account, fill in your health profile, complete an intake form, or contact us by email or phone
• Automatically, when you visit our website (usage data, cookies — see Section 9)
• From third-party platforms, if you choose to sign in using Google, Apple, or Facebook — in which case those platforms may share basic profile information with us (name and email only)

We will not collect personal or health information about you without your knowledge.

4. Why We Collect It

We use your personal information to:

• Process and manage your appointment bookings
• Send you appointment confirmations, reminders, and aftercare notes
• Maintain your client account and portal access
• Respond to your enquiries
• Send you information about our services or content that you have opted in to receive
• Improve our website and services
• Comply with our legal and professional obligations

We use your health information only to:

• Provide you with safe and effective clinical treatment
• Maintain accurate clinical records as required by our professional association (ANTA)
• Support continuity of care between sessions
• Refer you to other health professionals where appropriate and with your consent

We will not use your health information for marketing purposes without your explicit consent.

5. Health Information — Additional Protections

As a health service provider, Syntony Bodywork handles health information with the protections required under the Privacy Act.

Clinical records. All clinical records created during your sessions — including SOAP notes, assessment findings, and treatment plans — are maintained securely. These records belong to Syntony Bodywork but you have the right to access them at any time (see Section 8).

Record retention. Health information is kept for at least 7 years after the last health service. For information collected while a person is under 18, it is kept at least until they turn 25. Longer retention may be required in some circumstances.

Use for treatment purposes only. Your health information will only be used or disclosed for the purpose for which it was collected — your clinical treatment — unless you provide separate written consent, or disclosure is required by law.

Disclosure to other health providers. If your practitioner believes a referral to a GP or specialist is in your clinical interest, we may share a summary of your clinical findings with your consent. We will always discuss this with you before any information is shared.

6. Who We Share Your Information With

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

We may share your information with the following service providers who help us operate our practice and platform. Each provider is bound by their own privacy policies and, where relevant, data processing agreements.

Cross-border disclosures

Some of our service providers are based outside Australia. Where we disclose personal information to overseas recipients, we take reasonable steps to ensure those recipients handle your information in a way that is consistent with the Australian Privacy Principles.

7. Marketing Communications

We may send you emails or SMS messages about our services, new content in our library, or relevant promotions, but only if you have opted in to receive them.

You can unsubscribe at any time by:

• Clicking the unsubscribe link in any of our emails
• Adjusting your notification preferences in your account settings
• Emailing us at clinic@syntony.com.au

We comply with the Spam Act 2003 (Cth). We will not send unsolicited commercial messages.

8. Your Rights

You have the right to:

Access your information. You can request a copy of the personal and health information we hold about you at any time. We will respond within 30 days. There is no charge for a standard access request.

Correct your information. If you believe information we hold about you is inaccurate, out of date, incomplete, or misleading, you can ask us to correct it. You can update most of your personal details directly in your account settings.

Delete your information. You can request the deletion of your account and personal information. Note that we may be required to retain certain health records for the minimum retention period described in Section 5, even after an account deletion request.

Withdraw consent. Where we rely on your consent to process your information, you can withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of any processing carried out before withdrawal.

To exercise any of these rights, contact us at clinic@syntony.com.au.

9. Cookies and Website Analytics

Our website (syntonybodywork.com.au) uses cookies and similar tracking technologies to understand how visitors use the site and to improve the experience.

Essential cookies: Required for the website to function. Cannot be disabled.

Analytics cookies: We may use Google Analytics to collect anonymised data about website traffic and usage. This data does not identify you personally. You can opt out of Google Analytics at any time using the Google Analytics Opt-out Browser Add-on.

You can control cookies through your browser settings. Disabling cookies may affect some functionality of the site.

10. Affiliate Links

Our website and client portal contain affiliate links to third-party products and services. If you click through and make a purchase, Syntony Bodywork may earn a commission at no extra cost to you. Affiliate links are clearly identified on the pages where they appear. The presence of an affiliate link does not influence the independence of any recommendation made by Gary Ng.

11. Security

We take reasonable steps to protect personal information from misuse, loss and unauthorised access, modification or disclosure. Please use the secure booking and intake process for health information and contact us if you have a privacy concern.

12. Data Breaches

In the event of a data breach that is likely to result in serious harm, we will notify the affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

13. Changes to This Policy

We may update this policy from time to time. When we do, we will update the "Last updated" date at the top of the page. For material changes, we will notify clients by email. Continued use of our website or portal after a change constitutes acceptance of the updated policy.

14. Complaints

If you have a complaint about how we have handled your personal information, please contact us first at clinic@syntony.com.au. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

Office of the Australian Information Commissioner
Website: oaic.gov.au
Phone: 1300 363 992