Privacy & Practice Policy
Contents
Clinical Expectations & Treatment
At Kai Chiropractic, we are committed to delivering thorough, evidence-informed care. To ensure the most appropriate and safe treatment for each patient, we follow a structured clinical process.
Your initial consultation is a comprehensive assessment appointment. Treatment is not guaranteed to be administered at your first visit. Following your initial assessment, your chiropractor will review your results and present a personalised care plan at a follow-up results appointment, at which point treatment may commence.
This approach allows us to fully understand your health history, perform relevant examinations (which may include postural analysis, orthopaedic testing, or referral for imaging), and determine the most appropriate and safe course of care for your individual needs.
Cancellation & Rescheduling Policy
We understand that circumstances can change, and we appreciate as much notice as possible when you are unable to attend your scheduled appointment. The following policy applies to all appointments at Kai Chiropractic:
Cancellations made on the day of your appointment will incur the full appointment fee. This applies regardless of the reason for cancellation.
Requests to reschedule made on the day of your appointment will also incur the full appointment fee, as your allocated time cannot be filled at short notice.
If you need to reschedule on the day of your appointment and we are able to accommodate you at another available time on the same day, no cancellation fee will be charged. This is subject to availability and is not guaranteed.
To reschedule or cancel your appointment, please contact us as early as possible by phone or via your confirmation email. Appointments booked through Cliniko (our online booking system) can also be managed directly through your booking confirmation link, subject to the terms above.
Treatment of Minors (Under 18)
Kai Chiropractic does treat patients under the age of 18. The health and safety of young patients is of the highest importance, and all care is adapted to be age-appropriate and clinically suitable.
A parent or legal guardian must provide written consent before any assessment or treatment can be administered to a patient under 18 years of age. A parent or guardian must also be present in the clinic during the appointment.
Health records for patients who were minors at the time of treatment are retained until the patient reaches the age of 25, or for a minimum of 7 years from the date of the last entry — whichever is the longer period — in accordance with Australian health records legislation.
All personal and health information relating to minor patients is held with the same strict confidentiality as adult records, and will not be shared without the explicit written consent of the parent or legal guardian, except where required by law.
Health Fund & Private Insurance
Kai Chiropractic supports patients who hold private health insurance with chiropractic extras cover. However, please be aware of the following:
Not all health funds can be claimed on-the-spot at our clinic via HICAPS or direct billing. If your fund is not supported at the time of your visit, full payment will be required at the time of service.
In these cases, we will issue you a detailed tax invoice — either at the time of your appointment or via email — which you can submit directly to your health fund to claim your rebate. Processing times for manual claims vary by insurer; please contact your health fund for further guidance.
We recommend contacting your health fund prior to your appointment to confirm your level of cover, any applicable waiting periods, and your preferred claiming method.
Privacy & Your Personal Information
Kai Chiropractic is committed to protecting the privacy and confidentiality of your personal and health information. We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and applicable state-based health records legislation.
What information we collect
- Full name, date of birth, and contact details
- Health history, symptoms, and clinical assessment findings
- Medicare and/or private health fund details (where applicable)
- Information submitted via online forms, Meta lead ads, or our website
- Appointment and billing records
How we use your information
- To deliver safe and appropriate chiropractic care
- To communicate appointment reminders and clinical updates
- To process payments and issue invoices
- To comply with our legal and professional obligations as a registered health practice
Third-party booking system — Cliniko
We use Cliniko as our practice management and online booking platform. When you book an appointment online or have records managed through our system, your information is processed by Cliniko on our behalf. Cliniko is a HIPAA and Australian Privacy Act compliant platform. You can view Cliniko’s privacy policy at cliniko.com/policies/privacy.
Referrals to other health practitioners
Your personal and health information will only be shared with external health practitioners (such as GPs, specialists, or imaging providers) with your explicit consent. We will never make a referral disclosure without your knowledge and agreement.
Data retention & security
Your personal and health information remains strictly within Kai Chiropractic. We do not sell, rent, or trade your information to third parties. Information will only be disclosed to external parties where required by law, or with your explicit written consent.
All health records are securely stored and retained for the minimum periods required under Australian law: generally a minimum of 7 years for adult records, and until the age of 25 for records relating to patients who were minors at the time of treatment.
Digital Advertising, Cookies & Email Communications
Meta advertising & the Meta Pixel
Kai Chiropractic uses Meta platforms (Facebook and Instagram) to advertise our services. Our website uses the Meta Pixel, a tracking technology that helps us measure the effectiveness of our advertising campaigns and understand how visitors interact with our website.
The Meta Pixel may collect information such as pages visited, actions taken on our site (e.g. clicking a booking link), and device or browser information. This data is processed by Meta in accordance with Meta’s Data Policy. It is used solely for marketing attribution purposes and is not linked to your clinical health records.
If you engage with our advertisements or submit a lead form through Meta, the information you provide is collected and handled in accordance with this policy.
You may opt out of personalised advertising at any time through your browser settings or via your Meta ad preferences.
Cookies
Our website may use cookies to improve your browsing experience and support our advertising efforts. You can manage or disable cookies through your browser settings at any time, though this may affect certain website functionality.
Email marketing
Kai Chiropractic may in the future send promotional or informational emails to patients who have opted in to receive communications from us. All marketing emails will comply with the Spam Act 2003 (Cth) and will include a clear and easy option to unsubscribe at any time. We will never send unsolicited commercial emails.
Your Rights
Under the Australian Privacy Act and Australian Privacy Principles, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate, outdated, or incomplete information
- Withdraw consent for non-essential communications at any time
- Request that we explain how your data is being used
- Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au if you believe your privacy rights have been breached
To exercise any of the above rights, please contact us using the details below. We will acknowledge and respond to all requests within a reasonable timeframe, and no later than 30 days from receipt.
Contact & Privacy Enquiries
If you have any questions about this policy, wish to access your records, or have a privacy concern, please contact us:
- Clinic: Kai Chiropractic
- Address: Level 2, 225 Macquarie Street, Sydney NSW 2000
- Email: [info@kaichiropractic.com.au]
- Phone: [0494192475]
This policy may be updated from time to time to reflect changes in our practice or applicable law. The current version will always be available on our website. We encourage you to review this policy periodically. Continued use of our services following any changes constitutes your acceptance of the updated policy.