Privacy Policy
Last updated 1 October 2026
Recharge Osteopathy & Migraine Clinic ("Recharge", "we", "us") is committed to protecting your privacy. This policy explains what information we collect, how we use it, the systems we use to run the clinic — including some AI-assisted tools — and the choices you have. We handle your information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Health Records Act 2001 (Vic).
What we collect
To provide you with care we collect and hold:
- Contact and identity details — name, date of birth, address, phone, email, emergency contact.
- Health information — your history, examination findings, diagnoses, treatment notes, treatment plans and correspondence with other health providers.
- Appointment and billing information — bookings, attendance, invoices and payments, and Medicare, DVA or health fund details where relevant.
- How you found us — the referral source you tell us about, so we can thank the people who recommend us.
We collect this directly from you (in person, by phone, or through our online forms) and, with your consent, from other health providers involved in your care.
Why we use it
- To assess, treat and communicate with you about your care.
- To manage appointments — confirmations, reminders and follow-up if you cancel or miss a visit.
- To manage billing and, where you ask, to send reports to your GP or other providers.
- To send you occasional clinic news and health information (you can unsubscribe from these at any time).
- To understand how the clinic is performing and improve our service, using de-identified summaries wherever possible.
We do not sell your information, and we do not use it for any purpose unrelated to running the clinic and providing your care.
The systems we use
Like every modern clinic, we rely on trusted software providers to run the practice. Your information may be handled by:
| System | What it does | Where data is held |
|---|---|---|
| Cliniko | Our clinical records and booking system — the master copy of your record | Australia |
| Cliniq Apps | Sends our online forms and appointment messages | Australia / overseas cloud |
| Mailchimp and Kajabi | Newsletters, welcome emails and our website | United States |
| Microsoft 365 | Clinic email | Australia / overseas cloud |
| Xero | Accounting and payroll | Overseas cloud |
| A secure reporting server (PythonAnywhere) | Runs our appointment follow-up and clinic reporting tools, using a limited copy of booking and contact details — not your clinical notes | United States |
| Preve | AI scribe some practitioners use to draft consultation notes — only with your permission at each visit | Australian company; secure cloud (Amazon Web Services) |
| Anthropic (Claude) | AI-assisted administration — see below | United States |
Each provider is bound by contract to handle your information securely and only for the purpose we engage them for. Where information is processed overseas, we take reasonable steps to ensure it is protected to a standard consistent with Australian privacy law, and we remain responsible for it.
How we use AI
We use AI in two ways, and we are open about both.
1. AI note-taking during consultations (an "AI scribe"). Some of our practitioners use Preve, an AI scribe made by an Australian company, to help write up consultation notes. If your practitioner uses it, they will tell you and ask your permission at the start of the appointment — every time. The app listens during the consultation and produces a draft note, which your practitioner reviews and corrects before it becomes part of your record. The audio itself is not kept. You can say no, or ask for it to be switched off at any point, and your practitioner will simply take notes the usual way — your care is exactly the same either way.
2. AI-assisted administration. We also use AI tools to help with administration only — organising appointment follow-ups, keeping records tidy and preparing clinic reports. These tools see booking and contact details, not your full clinical file.
In both cases:
- Your practitioner makes every decision about your care. AI does not diagnose, treat, or decide anything about your treatment.
- Your information is never used to train AI models. Our providers' terms prohibit it.
- A person reviews anything that matters — every AI-drafted note is checked by your practitioner before it is saved.
Keeping your information secure
Your clinical record lives in Cliniko's Australian-hosted system, protected by access controls and audit logs. Our other systems are protected by two-factor authentication, encrypted backups, and strict limits on what information each one holds. Staff access is limited to what their role requires.
Your choices and rights
- Decline the AI scribe at any appointment — just tell your practitioner. Notes are then taken the usual way.
- Opt out of our administrative and marketing systems — at any time, just tell us. Your clinical record stays in Cliniko and your treatment does not change in any way; you will simply stop receiving automated follow-ups, newsletters and surveys, and your details will not be copied to our reporting tools.
- Unsubscribe from newsletters using the link at the bottom of any email.
- Access or correct your information — ask us and we will arrange it, usually within 30 days.
- Ask a question or raise a concern — contact us using the details below. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (oaic.gov.au, 1300 363 992) or the Victorian Health Complaints Commissioner (hcc.vic.gov.au, 1300 582 113).
Contact
Recharge Osteopathy & Migraine Clinic
Email: [email protected]
Phone: (03) 9188 4234
We review this policy regularly and will post any changes on this page.
