East Coast Podiatry Clinic
Tim Foran trading as East Coast Podiatry Clinic · ABN 45 190 341 538
Shop 2/1 Glebe Street, Kahibah NSW 2290
Last updated: 27 September 2026
East Coast Podiatry Clinic (“we”, “us”, “our”) is a podiatry practice. Because we provide health services, we are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and in NSW by the Health Records and Information Privacy Act 2002 (NSW) and its Health Privacy Principles. This policy explains what personal and health information we collect, why we collect it, how we look after it, and how you can access or correct it.
What information we collect
We only collect information that is reasonably necessary to provide podiatry care and run the practice. This may include:
- Personal and contact details — your name, date of birth, gender, address, phone number, email address and emergency contact.
- Health information — your medical history, medications, allergies, symptoms, examination and assessment findings, gait and biomechanical assessments, 3D foot scans, photographs of your feet, test results, treatment notes and correspondence with other health practitioners.
- Funding details — Medicare number, private health fund details, DVA card details, NDIS plan and plan-manager details, and referrals from your GP or other practitioners.
- Payment information — processed through our payment terminal; we do not store full card numbers.
- Website and enquiry information — anything you send us through our website forms, email, our website chat assistant or social media, plus technical information about how you use our website (see “Our website” below).
How we collect it
Wherever practical we collect information directly from you — when you book online, call us, complete forms, attend an appointment, use our website contact forms or chat assistant, or email us. We may also collect information from other people with your consent or where the law allows, such as your GP or specialist (for example in a referral), a parent or guardian, a carer or person responsible for you, your health fund, Medicare, DVA or NDIS plan manager.
You can make general enquiries without identifying yourself, or by using a pseudonym. However, we need to know who you are to provide treatment, keep accurate clinical records and process rebates.
Why we collect it and how we use it
- To assess, diagnose and treat you, and to design and manufacture custom orthotics.
- To keep accurate clinical records, as required of registered health practitioners.
- To communicate with you about appointments, reminders, results and follow-up care.
- To process payments and claims with Medicare, private health funds (via HICAPS), DVA and NDIS.
- To communicate with your GP, specialists and other practitioners involved in your care.
- To respond to enquiries made through our website, phone, email or chat assistant.
- For practice management, quality improvement, professional indemnity insurance, and meeting our legal obligations.
Who we share it with
We do not sell your information. We only disclose your personal or health information for the purpose it was collected, for a directly related purpose you would reasonably expect, with your consent, or where required or permitted by law. This may include:
- your GP, referring doctor, specialists and other health practitioners involved in your care — for example, sending a treatment summary to your referring GP;
- Medicare, DVA, the NDIS or your plan manager, and your private health fund, to process claims;
- service providers who help us run the practice, such as our practice management and online booking software, payment and claiming providers, IT, email, website and communication services — who are required to keep your information confidential;
- our insurers, lawyers or professional advisers where necessary; and
- government agencies or others where required by law, such as under a court order or to lessen a serious threat to someone’s life, health or safety.
Storage and overseas disclosure
Your clinical records are stored electronically in our practice management system and on secure cloud services. Some of the service providers we use (for example for email, website hosting, analytics, the website chat assistant and cloud software) may store or process data outside Australia, including in the United States. Where this happens we take reasonable steps to ensure those providers handle your information consistently with the APPs.
Keeping your information secure
We take reasonable steps to protect your information from misuse, interference, loss and unauthorised access, modification or disclosure. This includes password-protected systems, restricted access, secure software providers and confidentiality obligations on everyone who works with us. If a data breach occurs that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.
How long we keep it
As required by NSW law, we keep health records for at least 7 years from your last appointment, or for patients who were under 18 at the time, until they turn 25. After that, records are securely destroyed or de-identified. Website enquiries that do not lead to an appointment are deleted when no longer needed.
Accessing and correcting your information
You can ask to see or get a copy of the information we hold about you, and ask us to correct anything that is inaccurate, out of date or incomplete. Please contact us using the details below. We will respond within 30 days. We may ask you to verify your identity, and may charge a reasonable fee for copying (never for making the request). In limited circumstances permitted by law we may decline access, and if so we will explain why in writing.
Our website
Contact forms. Information you submit through our website forms (name, phone, email, reason for visit and any message) is emailed to us and stored in our website system so we can respond. Please don’t include detailed health information in a website form — we’ll discuss that with you in person.
Online bookings. Appointments booked online are made through our practice management provider’s booking system, and the information you enter goes directly into our practice records.
Chat assistant. Our website has an AI-powered chat assistant, provided by a third-party service, that answers general questions about the clinic. Conversations are processed and stored by that provider. The assistant cannot give medical advice or diagnose conditions. Please don’t share detailed health information in the chat. For clinical questions, call us or book an appointment.
Cookies, analytics and advertising. Our website uses cookies and similar technologies, including Google Tag Manager, Google Analytics and Google Ads, to understand how visitors use the site and measure the effectiveness of our advertising. We also use a traffic-validation service to detect fraudulent ad clicks, and display Google reviews through a third-party review widget. These services collect information such as your IP address, device and browser type, pages visited and how you arrived at our site. They do not collect your health information. You can block or delete cookies through your browser settings, and opt out of personalised Google ads at adssettings.google.com.
Links. Our website links to other sites, such as Google Maps and our booking provider. We are not responsible for their privacy practices.
Marketing
We will only send you appointment reminders and care-related messages. We will not use your health information for marketing, and we will not send you promotional messages without your consent. You can opt out of any non-essential communication at any time.
Questions and complaints
If you have a question about this policy or a concern about how we have handled your information, please contact our Privacy Officer, Tim Foran:
Phone: (02) 4942 2550
Email: info@myfeet.net.au
Post: Shop 2/1 Glebe Street, Kahibah NSW 2290
We will acknowledge your complaint promptly and aim to resolve it within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (oaic.gov.au, 1300 363 992), the NSW Information and Privacy Commission (ipc.nsw.gov.au, 1800 472 679) or the NSW Health Care Complaints Commission (hccc.nsw.gov.au, 1800 043 159).
Changes to this policy
We may update this policy from time to time. The current version is always available on our website, and a printed copy is available at reception on request.