Privacy Policy

Last Updated: 1st January 2026

Glow Dietetics (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal information with care. This Privacy Policy explains how we collect, use, store and protect your personal and health information in line with the Privacy Act 1988 and the Australian Privacy Principles (APPs).

By using our website, completing an online form, or engaging in dietetic services with us, you agree to the terms of this Privacy Policy.

1. Who We Are

Glow Dietetics
ABN: 17 691 917 281

The Collective
Shop 18, High Street Plaza
52 High Street
Toowoomba, QLD

Email: hello@glowdietetics.com.au
Phone: 0439 003 555

We provide nutrition and dietetic services, including assessment, treatment, education and ongoing support.

2. What Information We Collect

Personal Information

Name
Date of birth
Contact details
Emergency contact details
Billing information
Medicare, DVA or private health fund details

Health Information (Sensitive Information)

As an allied health provider, we may collect health information such as:

Medical history and diagnoses
Medication and supplement use
Pathology results
Referrals or reports from other health professionals
Diet history, symptoms, preferences and lifestyle information

Website & Online Information

When using our website or online booking system, we may collect:

IP address
Browser type and device information
Cookies and analytics data
Information submitted through online forms, Cliniko, or other secure systems

3. How We Collect Information

We collect information:

Directly from you during forms, emails, phone calls, telehealth or face-to-face sessions
Through our booking and practice management system, Cliniko
Through digital questionnaires or online intake forms
With your consent, from other healthcare providers
Through website analytics and cookies
Through the use of Heidi AI, an AI-powered clinical documentation tool used to assist with generating consultation notes

4. Why We Collect Your Information

We collect personal and health information to:

Provide safe, effective nutrition and dietetic care
Understand your health history, goals and needs
Document consultations and treatment plans
Communicate with you about appointments, care plans and follow-up
Manage bookings, reminders, billing and rebates
Maintain accurate clinical records as required by law
Improve our services and client experience
Send newsletters or educational content if you choose to subscribe

You may opt out of any non-essential communications at any time.

5. How We Use and Disclose Your Information

We only use or disclose your information where necessary for your care, with your consent, or where required by law.

Your information may be shared with:

Your GP, specialist or other treating practitioners
Medicare, DVA or private health insurers
Our secure practice management system, Cliniko
Heidi AI, for the purpose of assisting with clinical note-taking and documentation
IT providers, website hosting services and administrative support
Trusted third-party systems used for communication and practice operations
Other parties where required by law (e.g. serious risk to health or a court order)

We do not sell personal information or share it for unrelated marketing purposes.

6. Storage and Security

We take reasonable steps to protect your information from misuse, loss or unauthorised access, including:

Secure storage within Cliniko, which uses industry-standard encryption
Use of Heidi AI in accordance with its healthcare privacy and security safeguards
Encrypted devices
Password-protected files and systems
Secure website hosting with SSL encryption

Clinical notes are reviewed by your dietitian and stored securely within Cliniko.
Heidi AI is used as a support tool only and does not replace professional clinical judgement.

Health records are retained:

For at least 7 years from your last interaction (adults)
Until age 25 for clients under 18 years

7. Data Stored Overseas

Some third-party services used by Glow Dietetics (including Cliniko and Heidi AI) may store or process data on servers located in Australia and/or overseas.

In accordance with the Australian Privacy Principles, we take reasonable steps to ensure that any overseas storage or processing:

Is limited to what is necessary
Meets appropriate privacy, confidentiality and security standards

Further information about these providers’ privacy practices is available in their publicly available documentation.

8. Access and Correction

You may request access to your personal or health information at any time and request corrections if information is inaccurate, incomplete or out of date.

To make a request, please contact:
hello@glowdietetics.com.au

We aim to respond within 30 days.

9. Cookies and Website Analytics

Our website and booking platform (including Cliniko) may use cookies or analytics tools to enhance functionality and understand how visitors use our site.

You can disable cookies through your browser settings if preferred.

10. Marketing Communications

If you subscribe to our newsletter, we may send you updates, articles and clinic information.
You can unsubscribe at any time using the link provided or by contacting us.

We do not share subscriber information with third-party marketers.

11. Notifiable Data Breaches

Glow Dietetics complies with the Notifiable Data Breaches Scheme.
If a data breach occurs that is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required.

12. Making a Complaint

If you have concerns about your privacy or how your information has been handled, please contact us:

Email: hello@glowdietetics.com.au
Phone: 0439 003 555

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

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal obligations.
The most current version will always be available on our website.