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Functional Mind EP - Privacy Policy 

Effective Date: 11 May 2026

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At Functional Mind EP (“we”, “our”, or “us”), we are committed to protecting your privacy and handling your personal information in accordance with the Australian Privacy Principles contained within the Privacy Act 1988 (Cth). This Privacy Policy explains how we collect, use, disclose, and store your personal information when you engage with our exercise physiology services, including in-person consultations, telehealth services, referral submissions, and communications.

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Information We Collect

We may collect personal and health information including:

  • Full name, date of birth, address, phone number, and email address

  • Emergency contact details

  • Medical history and health information relevant to your care

  • Referral information from healthcare providers, insurers, NDIS coordinators, TAC, WorkCover, Medicare, or other third parties

  • Assessment findings, treatment notes, exercise programs, and progress reports

  • Payment and billing information

  • Information collected through emails, phone calls, online forms, or telehealth consultations

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How We Collect Information

We collect information directly from you through:

  • Referral submissions

  • Intake forms and consent forms

  • Clinical assessments and consultations

  • Email, phone, or online communication

  • Telehealth appointments

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We may also receive information from:

  • General practitioners

  • Allied health professionals

  • Specialists

  • Insurance providers

  • NDIS support coordinators

  • Family members or carers where consent has been provided

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Why We Collect Your Information

We collect and use your information to:

  • Provide exercise physiology and health services

  • Develop and manage exercise and rehabilitation programs

  • Communicate with you regarding appointments and treatment

  • Process Medicare, TAC, WorkCover, NDIS, or private health claims

  • Prepare reports for referring practitioners or funding bodies

  • Maintain accurate clinical records

  • Meet legal and professional obligations

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Disclosure of Information

Your information may be disclosed to relevant third parties where necessary for your care or where required by law, including:

  • Referring medical practitioners

  • Specialists and allied health providers

  • Medicare, TAC, WorkCover, NDIS, or private insurers

  • Legal representatives where authorised

  • Emergency services if required for safety reasons

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We will not sell or share your personal information for marketing purposes.

 

Storage and Security

We take reasonable steps to protect your personal and health information from misuse, loss, unauthorised access, modification, or disclosure.

Information may be stored securely in:

  • Password-protected electronic systems

  • Secure cloud-based practice management software

  • Locked physical filing systems where applicable

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Only authorised personnel have access to your information.

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Telehealth Services

Where telehealth services are provided, we take reasonable steps to use secure communication platforms. While every effort is made to protect your privacy, electronic communication may carry some inherent security risks.

By participating in telehealth services, you acknowledge and accept these risks.

 

Access and Correction

You may request access to your personal information or request corrections if you believe information held is inaccurate or incomplete.

Requests can be made in writing via email.

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Retention of Records

We retain clinical records in accordance with legal and professional requirements under Australian healthcare legislation.

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Website and Email Communication

If you contact us via email or online forms, your information may be stored to allow us to respond to your enquiry and manage services appropriately.

Please note that email communication may not always be completely secure.

 

Contact Information

Functional Mind Exercise Physiology 
POBOX 2266, Taylors Lakes VIC 3038
Email: afunctionalmind@gmail.com

Phone: 0481773180

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Changes to This Policy

Functional Mind EP may update this Privacy Policy from time to time. Updated versions will be made available upon request or through our official communication channels.

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