Privacy Policy

EiraForma Pty Ltd
ABN 46 699 001 655

Effective date: 1 July 2026

1. About this policy

EiraForma Pty Ltd, trading as EiraForma, respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, hold, use and disclose personal information, including health information, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This policy applies to information collected through our website, enquiry and registration forms, appointment systems, email, SMS, telephone communications, social media and the delivery of our services.

2. Information we collect

The personal information we collect depends on your relationship with EiraForma and may include:

• Your name, date of birth and contact details

• Your address and emergency contact details

• Appointment and booking information

• Enquiries and correspondence

• Payment, billing and transaction information

• Private health insurance information

• Marketing preferences and communication history

• Website usage, device and technical information

• Any other information you choose to provide

When providing or arranging health services, we may also collect sensitive health information, including:

• Your health history

• Current symptoms, concerns or injuries

• Previous treatment and healthcare providers

• Medications and relevant lifestyle information

• Assessment findings and clinical observations

• Treatment plans, appointment notes and progress information

• Referrals, reports and relevant correspondence

• Information required to provide safe and appropriate care

We only collect health information where it is reasonably necessary for our services and where we have your consent or are otherwise permitted or required by law.

3. How we collect information

We generally collect personal information directly from you when you:

• Submit a website form

• Join a prelaunch or community list

• Contact us by telephone, email, SMS or social media

• Create or update a patient profile

• Book or attend an appointment

• Complete an intake, consent or health history form

• Make a payment

• Subscribe to email or SMS communications

• Interact with our website or online content

We may also receive information from another person or organisation where authorised, appropriate or legally permitted. This may include another healthcare provider, a referrer, a parent or guardian, an insurer or a person acting on your behalf.

If we receive unsolicited personal information, we will determine whether we are permitted to retain it. If not, we will take reasonable steps to destroy or de-identify it.

4. Why we collect and use information

We may collect, hold, use and disclose personal information to:

• Respond to enquiries

• Manage registrations and prelaunch communications

• Arrange and manage appointments

• Assess whether our services may be appropriate

• Provide chiropractic, massage and related health services

• Maintain clinical and administrative records

• Communicate about appointments, care and clinic updates

• Process payments, invoices and accounts

• Communicate with other healthcare providers where authorised

• Manage complaints and requests

• Improve our website, services and patient experience

• Meet professional, insurance, regulatory and legal obligations

• Protect the safety, security and integrity of our systems

• Send marketing communications where consent has been provided

• Perform other activities reasonably necessary to operate EiraForma

We will not use personal information for an unrelated purpose unless you have consented or the use is otherwise permitted or required by law.

5. Health and sensitive information

Health information is sensitive information under Australian privacy law and receives additional protection.

We will generally obtain your consent before collecting health information. Consent may be express or implied depending on the circumstances and the nature of the service.

We do not intentionally disclose health information to analytics, advertising or marketing platforms. We will not use health information for direct marketing unless you have specifically consented to that use.

Where practical and lawful, we will give you the option to make a general enquiry without identifying yourself. It may not be practical to provide health services or manage an appointment without accurate identifying information.

6. Website forms and prelaunch registrations

Information submitted through website forms may be used to:

• Respond to your enquiry

• Register your interest in EiraForma

• Provide opening and appointment updates

• Contact you about relevant services

• Manage your communication preferences

Please avoid submitting detailed or urgent medical information through general website forms.

Website forms are not suitable for emergencies. If you require urgent medical assistance, call Triple Zero on 000 or attend an appropriate emergency service.

7. Website analytics, cookies and similar technologies

Our website may use cookies, pixels, analytics tools and similar technologies to understand how visitors use the website, improve performance and measure marketing activity.

These technologies may collect:

• IP address

• Browser and device information

• Approximate location

• Pages viewed

• Links and buttons selected

• Scrolling and interaction information

• Referral source

• Advertising and campaign information

• Session and performance information

We may use services including Google Analytics, Microsoft Clarity, Meta and related services.

Microsoft Clarity may record or recreate website interactions such as clicks, scrolling and navigation. We do not intentionally use analytics tools to collect clinical records or detailed health information.

You may be able to control cookies through your browser settings. Restricting cookies may affect some website functionality.

8. Email and SMS marketing

Where you have provided consent, we may send email or SMS communications about:

• Opening and appointment availability

• EiraForma services

• Clinic news and updates

• Community activities

• Educational content

• Promotions and offers

Marketing consent is optional and is not a condition of receiving care.

You may withdraw your consent at any time by:

• Selecting the unsubscribe link in an email

• Replying STOP to an SMS

• Contacting hello@eiraforma.com.au

We may still send non-marketing communications that are reasonably necessary to manage your enquiry, appointment, account or care.

We will send commercial electronic messages in accordance with the Spam Act 2003 (Cth).

9. When we disclose information

We may disclose personal information where reasonably necessary to:

• Employees, practitioners and authorised contractors

• Healthcare providers involved in your care, where authorised

• Service providers that help us operate the clinic and website

• Payment, accounting, insurance and professional advisers

• Regulators, courts, law enforcement or government authorities

• A prospective purchaser or adviser involved in a business restructure, subject to appropriate confidentiality protections

• Other parties where you have consented

• Other parties where required or permitted by law

We do not sell personal information.

10. Technology and service providers

EiraForma uses third-party platforms to operate its website, communications, clinical systems, automations, analytics and administration.

These may include:

• Framer for website hosting and forms

• Splose for practice management, bookings and patient records

• Make for workflow automation

• Google Analytics and related Google services

• Microsoft Clarity

• Xero for accounting

• Airtable for business information and workflows

• Meta and related services

• MailerLite for email communications

• Payment, communications, security and professional service providers

• Replacement or additional providers required for our operations

Each provider handles information under its own terms and privacy practices. We take reasonable steps to select providers appropriate to the nature of the information being handled.

We may update our providers as the clinic and its systems develop. Material changes to our information-handling practices will be reflected in this policy.

11. Overseas disclosure and processing

Some service providers may store, process or access personal information outside Australia.

Depending on the provider and its systems, these locations may include:

• New Zealand

• The United States

• The United Kingdom

• Countries within the European Economic Area

• Other locations used by the provider and described in its privacy documentation

The location of cloud processing may change over time.

Where Australian privacy law applies, we take reasonable steps to ensure overseas disclosures are handled consistently with applicable privacy requirements.

You may contact us if you would like current information about the likely location of a particular service provider.

12. Storage and security

Personal information may be held electronically or, where necessary, in physical records.

We take reasonable steps to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure. These measures may include:

• Access controls and authentication

• Restricted staff and practitioner access

• Secure cloud services

• Staff privacy and confidentiality obligations

• System monitoring and security updates

• Secure disposal or de-identification

• Incident response procedures

No internet transmission or storage system can be guaranteed to be completely secure.

13. Retention of information

We retain personal information for as long as reasonably necessary to:

• Provide and administer services

• Maintain appropriate clinical records

• Meet professional, insurance, taxation and legal obligations

• Resolve disputes or complaints

• Protect our legitimate interests

Clinical and financial records may need to be retained for minimum periods required by law or professional obligations.

When information is no longer required, we take reasonable steps to destroy or permanently de-identify it, unless continued retention is required or authorised by law.

14. Accessing or correcting your information

You may request access to personal information we hold about you or ask us to correct information that is inaccurate, incomplete, out of date, irrelevant or misleading.

Send your request to:

Email: hello@eiraforma.com.au
Subject: Privacy Access or Correction Request

We may need to verify your identity before processing the request.

We will respond within a reasonable period. In some circumstances, access may be limited or refused where permitted by law. If that happens, we will generally explain the reason and available complaint options.

We will not charge for making a request. A reasonable fee may apply for providing access where permitted by law, and we will discuss this with you beforehand.

15. Data breaches

EiraForma maintains procedures for responding to suspected privacy and data-security incidents.

Where a breach is likely to result in serious harm, we will take steps required under the Notifiable Data Breaches scheme, which may include notifying affected individuals and the Office of the Australian Information Commissioner.

16. Third-party websites

Our website may link to third-party websites or services.

EiraForma is not responsible for the privacy practices, security or content of independent third parties. We encourage you to review their privacy policies before providing information.

17. Children and young people

Where services are provided to a child or young person, we may collect information from the individual, their parent, guardian or another authorised representative.

How consent and access requests are managed will depend on the person’s age, maturity, circumstances, legal authority and applicable professional obligations.

18. Privacy complaints

If you believe EiraForma has mishandled your personal information or breached your privacy rights, please contact us in writing.

Email: hello@eiraforma.com.au
Subject: Privacy Complaint

Please include enough information for us to understand and investigate the concern.

We will acknowledge your complaint and aim to provide a response within 30 days. If additional time is required, we will let you know.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner through www.oaic.gov.au.

19. Changes to this policy

We may update this Privacy Policy when our services, systems, providers or legal obligations change.

The current version will be published on our website with its effective date. We encourage you to review it periodically.

20. Contact EiraForma

EiraForma Pty Ltd
ABN 46 699 001 655

Email: hello@eiraforma.com.au
Telephone: 08 9511 4141
Postal address: tbc