Last updated: 17 October 2026

1. Introduction and Our Commitment to Privacy

Australian Beauty Clinic Pty Ltd, trading as Australian Beauty Clinic ("Australian Beauty Clinic", "we", "us" or "our"), is committed to protecting the privacy, confidentiality and security of the personal and sensitive information entrusted to us.

We recognise that clients share personal information, including health and medical information, when seeking professional skin, beauty and aesthetic treatments.

We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable Australian privacy laws.

This Privacy Policy explains how we collect, hold, use, disclose, store and protect personal information when you interact with our clinic, website, booking systems, services and communications.

It also explains how individuals can access or correct their personal information, make privacy enquiries and lodge complaints.

Where consent is required by law, we will seek that consent.

2. Personal and Sensitive Information We Collect

We collect personal information reasonably necessary to provide our treatments and services, manage appointments, process payments, respond to enquiries and operate our business.

Depending on your interactions with us, this may include:

Personal and Contact Information

• Full name and date of birth.
• Residential or postal address.
• Email address and telephone number.
• Emergency contact details, where relevant.
• Appointment history and booking preferences.
• Records of communications with our clinic.

Health and Medical Information

To assess treatment suitability and provide appropriate care, we may collect:

• Relevant medical history and health conditions.
• Current and previous medications.
• Allergies, sensitivities and previous reactions.
• Pregnancy or breastfeeding information, where relevant.
• Previous medical, cosmetic or aesthetic procedures.
• Skin conditions, concerns and treatment history.
• Information about medical devices or implants relevant to treatment.
• Other health information reasonably necessary to assess treatment safety and suitability.

Health information is classified as sensitive information under Australian privacy legislation and is handled with additional care.

Consultation and Treatment Records

We may collect and maintain consultation forms, health questionnaires, treatment plans, consent forms, treatment notes, clinical observations, product recommendations and records of treatment outcomes.

Clinical Photographs

We may collect photographs of treatment areas for clinical assessment, treatment planning, progress monitoring and documentation.

Payment and Transaction Information

We may collect booking deposits, transaction histories, payment amounts, refunds, outstanding balances and secure references to saved payment methods.

Website Information

When you interact with our website, we may collect information submitted through enquiry forms, together with certain technical information collected through cookies and similar technologies.

3. How We Collect Personal Information

Where reasonably practicable, we collect personal information directly from you.

Information may be collected when you:

• Attend a consultation or treatment.
• Book an appointment online, by telephone or in person.
• Complete a secure digital consultation form.
• Submit a website enquiry.
• Contact us by telephone, email or SMS.
• Make a payment or purchase skincare products.
• Provide photographic or treatment consent.
• Subscribe to marketing communications.
• Apply for employment.
• Interact with our website or advertising.

Phorest Consultation Forms

Our digital consultation forms are sent to clients by email through secure Phorest links.

Completed forms are submitted electronically into our practice management system.

Shopify Website

Our website is powered by Shopify. Personal information may be collected through website forms and associated website services.

Third-Party Information

In certain circumstances, we may receive information from parents, guardians, authorised representatives, referral sources or other third parties where permitted by law.

Where required, we take reasonable steps to notify individuals about the collection of their information.

4. How We Use Personal Information

We use personal information for purposes reasonably connected with providing our services and operating our business.

These purposes may include:

• Assessing treatment suitability and identifying contraindications.
• Providing skin, beauty and aesthetic treatments.
• Creating and maintaining client treatment records.
• Managing appointments and bookings.
• Processing payments, deposits and refunds.
• Administering authorised cancellation and non-attendance fees.
• Responding to enquiries and providing customer support.
• Managing skincare product orders and deliveries.
• Providing treatment instructions and follow-up care.
• Maintaining accurate business records.
• Meeting legal and regulatory obligations.
• Managing complaints and disputes.
• Improving our services and website.
• Providing marketing communications where permitted by law.

We do not use or disclose sensitive health information for unrelated purposes unless we have appropriate consent or are otherwise authorised or required by law.

5. Sensitive Health Information and Client Confidentiality

Australian Beauty Clinic recognises the confidential nature of health and medical information provided during consultations and treatments.

We collect health information where reasonably necessary to assess treatment suitability, identify potential risks, provide appropriate services and maintain accurate clinical records.

Clients may choose not to provide certain information. However, where that information is necessary to assess treatment safety, we may be unable to recommend or perform the requested treatment.

Access to client health information is restricted to authorised personnel who require it for legitimate treatment-related or business purposes.

We do not disclose identifiable client health information to external advertising platforms for their independent marketing purposes without appropriate consent or another lawful basis.

We may disclose relevant information to health professionals, emergency services or other authorised recipients where the client has consented or where disclosure is otherwise permitted or required by law.

6. Online Bookings and Appointment Management

Australian Beauty Clinic uses Phorest to manage appointment bookings, client information and associated records.

When clients book appointments online, Phorest may collect personal information including contact details, appointment selections, booking history and payment-related information.

Clients may be required to provide payment details to secure an appointment.

Bookings are subject to Australian Beauty Clinic's Booking and Cancellation Policy, including applicable notice periods, cancellation conditions and fees.

Information collected through Phorest may be used to manage appointments, send booking confirmations and reminders, administer authorised payments and maintain relevant client records.

7. Payment Processing and Secure Card Storage

Australian Beauty Clinic uses Phorest Pay, powered by Stripe, to securely process payments for treatments, appointments and skincare products.

Payments may be processed in person, through our online booking system or over the telephone.

When payment details are provided over the telephone, authorised clinic staff enter the information directly into the Phorest Pay payment processing system.

Payment cards may be securely captured and saved for future authorised transactions, subject to applicable booking terms and client authorisation.

Stored payment details are managed through Phorest Pay and its payment processing partners.

Australian Beauty Clinic staff cannot retrieve complete stored card details after secure capture.

Saved payment methods may be used for authorised transactions, including applicable booking-related charges in accordance with the terms accepted by the client.

Clients may contact Australian Beauty Clinic regarding the removal of a saved payment method, subject to applicable payment arrangements and legal obligations.

8. Consultation Forms and Treatment Records

Australian Beauty Clinic uses Phorest to collect and maintain consultation forms, health questionnaires, treatment histories and related client records.

Consultation forms are provided through secure electronic links and submitted directly into Phorest.

Information collected may include sensitive health details reasonably necessary to assess treatment suitability and provide appropriate care.

Records may be updated throughout the course of treatment to document consultations, treatments performed, treatment responses and relevant follow-up information.

Client records are retained in accordance with applicable legal requirements and legitimate clinical and business recordkeeping purposes.

9. Clinical Photography and Photographic Consent

Australian Beauty Clinic may take photographs of treatment areas for clinical assessment, treatment planning, progress monitoring and documenting treatment outcomes.

Clinical photographs may be stored within Phorest and on authorised clinic devices.

We recognise that identifiable clinical photographs constitute personal information and may also reveal sensitive health information.

Separate Marketing Consent

Australian Beauty Clinic uses a separate photographic consent form through which clients can indicate whether they authorise their photographs to be used for social media, advertising, promotional materials or other marketing purposes.

Identifiable client photographs are not used for marketing or promotional purposes without the relevant consent.

Declining consent for promotional photography does not affect a client's ability to receive treatment.

Clients may contact us to withdraw consent for future promotional use.

We will take reasonable steps to stop further use and address removal requests. However, complete removal of material already published, shared or distributed may not always be possible.

Clinical photographs retained as part of treatment records may be subject to separate legal and recordkeeping requirements.

10. Marketing Communications

Australian Beauty Clinic may communicate with clients through Phorest, clinic email and third-party SMS messaging platforms.

Marketing communications may include information about:

• Treatments and services.
• Skincare products.
• Promotions and special offers.
• Clinic news and updates.
• Relevant events and educational information.

Commercial electronic messages are sent in accordance with applicable Australian laws, including the Spam Act 2003 (Cth).

Where required, we obtain consent before sending marketing communications and provide recipients with an appropriate unsubscribe mechanism.

Clients may unsubscribe from promotional communications at any time using the instructions provided or by contacting the clinic.

Unsubscribing from marketing communications does not necessarily prevent essential appointment reminders, payment notifications or other non-promotional service communications.

11. Skincare Product Enquiries, Orders and Deliveries

Our Shopify-powered website allows clients to submit enquiries about skincare products.

Clients may complete an online enquiry form identifying the products they are interested in purchasing.

These enquiries are received through our clinic email.

Our team may then contact the client to discuss product suitability, confirm selections, arrange payment and organise delivery.

Payments are processed through Phorest Pay, powered by Stripe.

We may collect names, contact details, delivery addresses, product selections and transaction information to fulfil orders.

Relevant delivery information may be provided to postal, courier or delivery providers where reasonably necessary.

Our website does not currently provide direct online checkout for skincare products.

12. Recruitment and Employment Applications

Australian Beauty Clinic collects personal information from individuals applying for employment through our website or other recruitment channels.

Our website uses Hulk Form Builder, a third-party application integrated with Shopify, to collect employment applications.

Information collected may include:

• Full name and date of birth.
• Telephone number and email address.
• Qualifications, training and education.
• Employment history and professional experience.
• Employment preferences and availability.
• Resumes and cover letters.
• Photographs requested or provided as part of the application process.
• Other information voluntarily submitted by applicants.

How Recruitment Information Is Used

We collect and use recruitment information to:

• Assess an applicant's suitability for employment.
• Review qualifications and relevant experience.
• Contact applicants regarding recruitment.
• Arrange interviews and other recruitment activities.
• Maintain relevant recruitment records.
• Meet applicable legal and regulatory requirements.

Storage of Recruitment Information

Employment applications submitted through our website are processed through Hulk Form Builder.

Applications may be retained within Hulk Form Builder and are also delivered to our clinic email system.

Access to recruitment information is intended to be limited to authorised personnel involved in recruitment and relevant business administration.

Retention of Recruitment Information

Recruitment information is retained for as long as reasonably necessary for recruitment, legitimate business purposes and applicable legal obligations.

Where information is no longer required for a lawful purpose, we take reasonable steps to securely delete or de-identify it, unless retention is required or authorised by law.

Applicants may contact Australian Beauty Clinic regarding access, correction or deletion of their personal information, subject to applicable legal requirements.

Employment application information is not used for unrelated marketing purposes without appropriate consent.

13. Third-Party Service Providers

Australian Beauty Clinic uses external service providers to support its operations.

These may include:

Phorest

Appointment bookings, client management, consultation forms, treatment records, communications and payment-related services.

Stripe

Payment processing services provided through Phorest Pay.

Shopify

Website hosting, website functionality, visitor information processing and related digital services.

Hulk Form Builder

Collection, processing and management of employment applications submitted through our website.

Google

Website analytics, advertising measurement and related services.

Meta

Advertising measurement, website activity tracking and related advertising services.

Email and SMS Providers

Delivery of client communications, appointment information and marketing messages.

Delivery Providers

Fulfilment of skincare product orders.

Kitomba

Historical practice management services and potentially retained historical client information.

We may disclose personal information to these and other service providers where reasonably necessary for them to perform services on our behalf, subject to applicable privacy obligations.

We take reasonable steps to protect personal information disclosed to service providers.

We do not sell client health records to third parties.

14. Shopify Network Intelligence and Enhanced Services

Our website is hosted by Shopify.

Where Shopify Network Intelligence is enabled, Shopify may process customer and website activity information together with information from interactions with Shopify and other merchants.

This information may be used to support Shopify services, including enhanced website functionality, analytics, advertising, personalisation and other services.

Information about customer interactions with our website may be shared with Shopify and relevant third-party service providers, including providers located outside Australia.

Shopify's handling of personal information is also governed by its own privacy practices.

Visitors can learn more about how Shopify processes personal information by reviewing Shopify's Consumer Privacy Policy.

Depending on their location, visitors may also be able to manage certain privacy rights and preferences through Shopify's Privacy Portal at privacy.shopify.com.

Australian Beauty Clinic will review its Shopify settings and associated privacy practices periodically.

15. Cookies, Website Analytics and Advertising Technologies

Our website uses cookies and similar technologies to support website functionality, understand visitor activity and measure advertising performance.

These technologies may include Shopify cookies, Google Analytics and Meta Pixel.

Depending on the technology used, information collected may include:

• IP address and approximate location.
• Device and browser information.
• Website pages visited.
• Website interactions and referral sources.
• Advertising interactions.
• Session and website usage information.

We may use this information to understand website performance, improve visitor experiences, measure advertising effectiveness and support relevant advertising activities.

Cookie Preferences

Our website provides a cookie consent banner in selected regions, including Australia.

Visitors can accept, decline or manage optional cookies through the available consent controls.

These preferences may include personalisation, marketing and analytics cookies.

Visitors may also manage certain cookies through their browser settings.

Some website functionality may be affected if particular cookies are disabled.

Google, Meta and Shopify may process information in accordance with their respective privacy policies and applicable settings.

16. Privacy Choices and Advertising Data Sharing

Visitors may have additional privacy rights depending on their location and applicable laws.

Australian Beauty Clinic provides privacy preference controls through its Shopify-powered website.

These may include cookie preferences and data-sharing opt-out mechanisms for certain jurisdictions.

Depending on applicable laws, individuals may be able to request that certain personal information not be used or shared for targeted advertising.

Visitors may also contact Australian Beauty Clinic regarding privacy enquiries or requests relating to their personal information.

17. Overseas Storage and Disclosure

Some technology providers used by Australian Beauty Clinic operate internationally.

Personal information may be stored, processed or accessed outside Australia through providers including Phorest, Stripe, Shopify, Hulk Form Builder, Google, Meta and associated services.

Where applicable, we take reasonable steps to ensure overseas disclosures comply with Australian privacy obligations.

The overseas locations involved may vary depending on the provider and service arrangements.

Individuals may contact us for further information about relevant overseas data-handling arrangements.

18. Storage and Security of Personal Information

Australian Beauty Clinic takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Personal information may be stored through:

• Phorest practice management software.
• Shopify and associated website services.
• Hulk Form Builder.
• Authorised clinic devices.
• Clinic email and communication systems.
• Historical Kitomba backups.
• Other authorised business service providers.

We take account of the sensitivity of the information when determining appropriate security measures.

Access to personal information is restricted to personnel who require it for legitimate treatment-related or business purposes.

We aim to maintain appropriate access controls, account security, device protection and information-handling procedures.

While reasonable safeguards are implemented, no electronic storage or transmission system can be guaranteed to be completely secure.

19. Historical Client Records

Australian Beauty Clinic previously used Kitomba practice management software.

Historical client records may continue to be held in archived backups retained by Australian Beauty Clinic.

These records may include appointment histories, treatment records, consultation information, payment records and other information previously provided by clients.

Kitomba may also retain certain historical information in accordance with its contractual arrangements, data retention practices and legal obligations.

Historical client information is retained for legitimate clinical, business and legal purposes and handled in accordance with applicable privacy requirements.

We take reasonable steps to protect archived information against unauthorised access, misuse and disclosure.

20. Accessing and Correcting Personal Information

Individuals may request access to personal information Australian Beauty Clinic holds about them.

Individuals may also request correction of information that is inaccurate, incomplete, out of date, irrelevant or misleading.

Requests can be made by contacting our clinic.

We may require reasonable identity verification before providing access to sensitive or confidential information.

Requests will be handled within a reasonable period and in accordance with applicable Australian privacy laws.

In limited circumstances, access or correction may be refused where permitted or required by law.

Where applicable, we will explain the reasons for refusal and available complaint options.

We do not charge individuals for making correction requests.

21. Retention and Deletion of Personal Information

Australian Beauty Clinic retains personal information for as long as reasonably necessary for the purposes for which it was collected and for applicable legal, clinical and business recordkeeping requirements.

Different categories of information may be subject to different retention periods.

These include:

• Client treatment and consultation records.
• Clinical photographs.
• Consent forms.
• Appointment and payment records.
• Marketing information.
• Recruitment applications.
• Historical records and archived backups.

Where personal information is no longer required for a lawful purpose, we take reasonable steps to securely destroy or de-identify it, unless retention is required or authorised by law.

Requests for deletion will be assessed in accordance with applicable obligations.

22. Data Breaches and Security Incidents

Australian Beauty Clinic takes privacy and information security incidents seriously.

Where an actual or suspected data breach occurs, we will assess the circumstances and take appropriate steps to investigate, contain and manage the incident.

Where required under the Notifiable Data Breaches scheme, we will notify affected individuals and the Office of the Australian Information Commissioner.

We may work with relevant technology providers and professional advisers to investigate and respond to incidents.

23. Automated Decision-Making

Australian Beauty Clinic uses digital systems to assist with appointment management, payments, communications and business administration.

Where applicable Australian privacy law requires disclosure about computer programs used to make or substantially inform decisions that significantly affect individuals' rights or interests, we will provide the required information about those practices.

Individuals may contact Australian Beauty Clinic with questions about how their personal information is used in automated processes.

24. Children and Young Persons

Where Australian Beauty Clinic provides services to children or young persons, we take account of their age, capacity, treatment requirements and applicable legal obligations.

We may collect relevant personal information from parents, guardians or authorised representatives where appropriate.

We seek appropriate consent for the collection of sensitive information and the provision of treatments.

Personal information relating to children and young persons is handled with particular care.

25. Privacy Enquiries and Complaints

Individuals may contact Australian Beauty Clinic regarding questions, concerns or complaints about the collection, use, storage or disclosure of their personal information.

Privacy complaints will be assessed and investigated as appropriate.

We aim to acknowledge and respond to complaints within a reasonable timeframe.

If an individual is dissatisfied with our response, they may be entitled to lodge a complaint with the Office of the Australian Information Commissioner.

Office of the Australian Information Commissioner

Website: www.oaic.gov.au
Telephone: 1300 363 992

26. Changes to This Privacy Policy

Australian Beauty Clinic may update this Privacy Policy to reflect changes in legislation, technology, service providers or business practices.

The current version will be made available on our website.

Where required or appropriate, we will provide additional notice of significant changes to how personal information is handled.

27. Contact Australian Beauty Clinic

Australian Beauty Clinic Pty Ltd
Trading as Australian Beauty Clinic

Suite 105, 2–8 Brookhollow Avenue
Norwest NSW 2153
Australia

Telephone: (02) 9639 1555

Email: bookings@australianbeautyclinic.com.au

Website: www.australianbeautyclinic.com.au

We are committed to handling personal information responsibly and responding to privacy enquiries respectfully and professionally.