Clinics By Design – Privacy Policy 

Clinics By Design is committed to protecting the privacy of all clients, partners, suppliers, and website visitors. This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). 

1. Personal Information We Collect

We may collect and hold a wide range of personal information where it is reasonably necessary for the operation of our business. This may include: 

 

1.1 Client and Business Information 

• Full name 

• Business or practice name 

• Professional role or title 

• Contact details (email address, phone number, postal address) 

• ABN or business registration details 

 

1.2 Project and Engagement Information 

• Project scope, plans, drawings, and specifications 

• Site addresses and access details 

• Consultation notes and meeting records 

• Compliance, certification, and permit-related information 

 

1.3 Financial Information 

• Invoicing and billing details 

• Payment information 

• Transaction history 

 

1.4 Communications 

• Emails, phone calls, messages, and written correspondence 

• Feedback, testimonials, and survey responses 

 

1.5 Website and Technical Information 

• IP address 

• Browser type and operating system 

• Date and time of website visits 

• Pages viewed and interaction data 

We do not knowingly collect sensitive information unless required by law or with your explicit consent. 

 

2. How We Collect Personal Information

Personal information may be collected in several ways, including: 

• When you contact us directly via phone, email, or website enquiry forms 

• During consultations, meetings, or site visits 

• When entering into contracts or service agreements 

• Through our website, online portals, or social media platforms 

• From third parties such as consultants, contractors, certifiers, or professional advisers where authorised or permitted by law 

Where possible, personal information is collected directly from you. If information is collected from a third party, we will take reasonable steps to ensure you are aware of this. 

 

3. Purpose of Collection and Use of Information

We collect, hold, and use personal information for purposes including: 

• Providing design, construction, and fit-out services 

• Preparing proposals, quotations, contracts, and documentation 

• Managing and delivering projects efficiently and safely 

• Communicating with clients, consultants, and stakeholders 

• Coordinating suppliers, trades, and regulatory bodies 

• Meeting legal, regulatory, insurance, and compliance obligations 

• Managing accounts, invoicing, and payments 

• Improving our services, systems, and customer experience 

• Marketing our services (where permitted by law) 

Personal information will not be used for purposes unrelated to our business activities without your consent, unless required or authorised by law. 

 

4. Disclosure of Personal Information

We may disclose personal information to third parties where necessary to operate our business or deliver services, including: 

• Employees, directors, and internal staff 

• Contractors, consultants, and subcontractors engaged on a project 

• Engineers, designers, surveyors, certifiers, and inspectors 

• Suppliers and service providers 

• Professional advisers such as accountants, insurers, and legal advisers 

• Government authorities, councils, or regulatory bodies as required by law 

We take reasonable steps to ensure that all third parties handle personal information in a manner consistent with this Privacy Policy. 

5. Direct Marketing

We may use personal information to provide information about our services, updates, or industry insights that may be of interest to you. You may opt out of receiving marketing communications at any time by contacting us or using the unsubscribe option provided in communications. 

 

6. Data Storage, Security, and Retention

Clinics By Design takes reasonable and appropriate steps to protect personal information from: 

• Misuse 

• Interference 

• Loss 

• Unauthorised access, modification, or disclosure 

Security measures include: 

• Secure digital systems and cloud storage 

• Access controls and password protection 

• Secure handling of physical documents 

Personal information is retained only for as long as necessary to fulfil its purpose or to comply with legal, contractual, or regulatory requirements. When no longer required, information is securely destroyed or de-identified.

 

7. Access, Correction, and Data Rights

You have the right to: 

• Request access to personal information we hold about you 

• Request correction of inaccurate, incomplete, or outdated information 

Requests can be made using the contact details below. We may require verification of identity before granting access. Requests will be handled within a reasonable timeframe in accordance with applicable laws. 

 

8. Cookies, Analytics, and Website Use

Our website may use cookies, tracking technologies, and analytics tools to: 

• Improve website functionality 

• Analyse usage patterns 

• Enhance user experience 

You may disable cookies via your browser settings; however, doing so may affect website functionality. 

 

9. Overseas Disclosure

We do not generally disclose personal information outside Australia. If overseas disclosure becomes necessary, we will take reasonable steps to ensure that overseas recipients comply with privacy obligations equivalent to Australian privacy laws. 

 

10. Complaints and Dispute Resolution

If you believe we have breached this Privacy Policy or the Australian Privacy Principles, you may lodge a complaint by contacting us. We will: 

• Acknowledge receipt of the complaint 

• Investigate the matter promptly 

• Respond in writing within a reasonable timeframe 

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

 

11. Changes to This Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in legal requirements or business practices. The latest version will always be available on our website or upon request. 

 

12. Contact Information

For all privacy-related enquiries, requests, or complaints, please contact: 

Clinics By Design 
Email: info@clinicsbydesign.com.au 
Phone: 03 9532 0350 

We are committed to handling personal information responsibly and transparently.