Privacy Policy
This website, www.embotany.com.au, is owned and operated by Melissa Vo trading as Embotany, ABN 11 210 841 643
If you have any questions or need further information, please email Melissa: hello@embotany.com.au
This document sets out our Privacy Policy. It describes how we collect and manage your personal information when you interact with this site.
We take this responsibility very seriously. If you have any questions or concerns about how your personal information is being handled,
please do not hesitate to contact us.
We comply with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth) (Privacy Act)
PERSONAL INFORMATION
If you engage with us via this website, or choose to become our client we may ask to collect the following kinds of personal information from you, including:
your name, email address
phone number and address
your opinion about future topics, products or services that may interest you
information that allows us to tailor our content to your needs when you sign up for one of our webinars or promotional events
COLLECTION AND USE
We may collect your personal information by various means including:
an opt-in form for our mailing list
when you email us or book a consultation with us
automatically, through the use of cookies
We use this information to:
respond to your enquiries
provide you with relevant news and updates about our services
improve this website and the services we provide
We will only collect your personal information:
with your full awareness and consent, such as when you email us, tick a checkbox, or fill in a form to provide us with information
if we need it to provide you with information or services that you request
if we are legally required to collect it
for necessary administrative processes if you become our client
if we believe that we can demonstrate a legitimate interest in using your data for marketing purposes, although we will always give you a choice to opt out
SENSITIVE INFORMATION
We understand that some personal information is particularly sensitive, and that you are trusting us to keep this information confidential.
We will only collect sensitive information by methods that are reasonably secure, such as:
through our intake form in Simple Clinic when you book an appointment
in an online consultation or face to face
when you send us information in an email
The reason why we collect this information is:
so that we can provide you with the services you have contracted for
to ensure that we are providing you with the most appropriate services
The sensitive information we ask you to provide for this purpose may include:
birth date
your GP details and medical history
family history
information about your lifestyle, including dietary habits, relationships, occupation, and marital status
any children or pregnancies, and whether you are intending to become pregnant
your thoughts about the use of alcoholic herbal formulas
Sensitive information may be collected from children under the age of 18 under the following circumstances:
in the presence of their parents
with their parent or guardian’s full consent
All information collected from minors is securely stored in accordance with this privacy policy.
Sensitive information is stored in a locked filing cabinet and on a password protected computer.
Some sensitive information may be stored securely online, or in the cloud through Simple Clinic. You can find out more about their security provisions here: https://docs.simpleclinic.net/patient-privacy-policy/.
Only the therapist responsible for your treatment or authorised team members may access sensitive material.
We committed to securely storing and handling all of your sensitive information. All archived sensitive information is securely destroyed after 7 years.
You may choose not to provide us with your sensitive information. However,
if you choose not to be completely honest with us, we may not be able to provide you with the services that you request
as Naturopaths we are legally required to identify our clients by collecting their name and address, and failure to provide this information means we cannot offer our services to you
DISCLOSURE OF INFORMATION
Reasons why we may disclose your information include:
to provide you with the services you have requested
to send you products that you have purchased
In order to do this, we may share some relevant information - on a strictly need to know basis - with:
our virtual assistant (VA)
other practitioners involved in your treatment – but only with your consent
Australia Post or courier companies
Prescription and Supplement suppliers
Laboratories
We will also disclose your information if required by law to do so or in circumstances permitted by the Privacy Act – for example, where we have reasonable grounds to suspect that unlawful activity, or misconduct of a serious nature, that relates to our functions or activities has been, is being or may be engaged in, and in response to a subpoena, discovery request or a court order.
If you have any concerns regarding the disclosure of your information in this context, please do not hesitate to get in touch with us to discuss this personally.
We will use all reasonable means to protect the confidentiality of your information while in our possession or control. We will not knowingly share any of your information with any third party other than the service providers who assist us in providing the information and services we are providing to you. To the extent that we do share your information with a service provider, we would only do so if that party has agreed to comply with our privacy standards or we are satisfied that the service provider has a suitably protective policy of their own. Some of our service providers may be overseas and may not be subject to Australian Privacy Laws or compliant with GDPR. Please contact us if you have any concerns about the potential disclosure of your information. Please also see the section on Security below.
SECURITY
We take reasonable physical, technical, and administrative safeguards to protect your information from misuse, interference, loss, and unauthorised access, modification, and disclosure.
We manage risks to your information by:
storing files securely
ensuring that only key personnel have access to sensitive information
releasing information to service providers on a strictly need-to-know basis
conducting regular audits of our security systems
As mentioned above, your information may also be stored with a third-party provider, where it will be managed under their security policy:
Simple Clinic - https://docs.simpleclinic.net/patient-privacy-policy/
Dropbox - https://www.dropbox.com/security
Facebook ads - https://www.facebook.com/business/m/privacy-and-data
GSuite - https://workspace.google.com.au/intl/en_au/security/
Mailerlite - https://www.mailerlite.com/legal/security-statement
Squarespace - https://www.squarespace.com/privacy
Google Meeting - https://policies.google.com/privacy?hl=en
From time to time, we may combine information provided by you with information gathered from:
Facebook
Instagram
LinkedIn
your Website
personal contact
If you do not wish this to occur, please contact us.
COOKIES AND GOOGLE ANALYTICS
Cookies are small text files that are commonly used by websites to improve a user’s experience, collect statistics or marketing information, and provide access to secure areas.
You can choose to configure your browser settings not to accept cookies, but this may interfere with the functioning of this website.
Our website uses the following cookies:
We use Google Analytics to collect information about your use of our website so that we can get strategic information about how our website is being used and improve its functionality. You can find out more about the information Google collects and how it is used here: https://support.google.com/analytics/answer/6004245.
Google also provides an add-on for your browser that you can use to opt-out and prevent your data being used by Google Analytics. You can access that add-on here: https://tools.google.com/dlpage/gaoptout
ACCESS TO INFORMATION
You can contact us to access, correct or update your personal information at any time. We will endeavour to make your information available to you within 30 days, unless we are subject to a confidentiality obligation or some other restriction on giving access to the information which permits us to refuse you access under the Privacy Act, and we believe there is a valid reason for doing so.
COMPLAINTS
If a breach of this Privacy Policy occurs, or if you wish to a request a change to your personal information, you may contact us by sending an email outlining your concerns to us at hello@embotany.com.au
If you are not satisfied with our response to your complaint you may seek a review by contacting:
the Office of the Australian Information Commissioner using the information available at http://www.oaic.gov.au/privacy/privacy-complaints.
the health ombudsman in your state or territory.
NOTIFICATION OF CHANGE
If we decide to change our Privacy Policy, we will post a copy of the revised policy on our website.
NOTIFICATION OF BREACH
If we have reason to suspect that a serious data breach has occurred and that this may result in harm or loss to you, we will immediately assess the situation and take appropriate remedial action. If we still believe that you are at risk, we will notify the Office of the Information Commissioner and either notify you directly, or if that is not possible, publicise a notification of the breach on this website.
CODE OF CONDUCT