Introduction                                     

This is the Privacy Policy of JL Natural Therapies Pty Ltd (ACN 681229934) ATF The Trustee for Team Langlands Trust (ABN: 58 231 361 389). If you have any questions or need further information, please reach out to Jasmine Langlands in one of the following ways:

Office: co-located with Forest Lakes Chiropractic at 3/8 Alexandria Blvd, Canning Vale WA 6155

Email: admin[at]jasminenaturaltherapist[dot]com

Phone: (08) 9456 3848

We are committed to protecting your privacy, whether you are a contact, customer, supplier, contractor or employee.

This document describes how we collect and manage your personal and sensitive information when you interact with our business. We take this responsibility very seriously. If you have any questions or concerns about how your personal or sensitive 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).

 

We understand that visitors from the EU may access this site, so we also aim to comply with the General Data Protection Regulations (GDPR).

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:

  • Contact details your name, email address and phone number, the country you live in

  • Preferences: 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

  • Internet: your IP address, and information about your browsing history to help us improve the usability and appeal of our website (more information about this is found in the section on Cookies below)

  • Team Members: if you are team member, or propose to work with us in that capacity, information about your qualifications, skills and work experience

  • Suppliers: if you are a supplier or prospective supplier, information about your business skills, services, products and prices

Ethical Collection & Use of Personal Information

Where practicable we will only collect personal information about you directly from you or sources managed by you. However, in some circumstances we may obtain personal information from a third party. If this information is obtained contrary to this Privacy Policy and the Privacy Act, we will destroy or de-identify such information within a reasonable period.

We may collect your personal information by various means including when:

  • you contact us with a question, comment or inquiry

  • you subscribe to our newsletter

  • you attend a webinar, seminar or event we host or present

  • you correspond with us on a social media platform such as Facebook, Instagram or similar sites

  • you opt in to receive a free resource from us or sign up for our newsletter

  • you book a consultation or purchase a product or service from us

  • you share general information relating to your business or personal life

  • we visit your website or social media profiles in preparation for working with you

  • our website automatically collects information about you and your activities on our site (including analytics and cookies – more information on this is set out below)

  • a third-party supplies information to us such as when you have been referred to our services by a friend or family member.

 

We may collect and use your personal information to:

  • respond to your enquiries

  • provide you with our products or services at your request

  • monitor or improve the use of and satisfaction with our website, products or services

  • share the latest news and developments relevant to our work

  • let you know about our expertise, and products or services that may be of interest to you

 

We may, from time to time, send you newsletters, invitations and updates about our services. We will only do so if you have requested to receive such communications through a double opt-in process. You can opt out of receiving any further such communications by replying to the message you received, or by clicking the “unsubscribe” option at the bottom of any marketing e-mail received from us.

 

We will only collect your 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

  • if collecting the information is necessary to preserve life or keep someone safe from harm

  • 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, always with the option to unsubscribe

If you do not provide us with information when requested to do so, we may not be able to provide you with products or services you have requested. 

Sensitive Information

We understand that some information is particularly sensitive, and that you are trusting us to keep this information confidential.

The sensitive information we collect from you may include:

  • Personal details: birth date, address, occupation, relationship status, names of children, concession status,

  • Medical history (e.g. illnesses, surgeries, procedures)

  • Health history and status (e.g. information about your diet, lifestyle and goals; information about bowel motions, menstrual cycles, stress levels, sleep quality)

  • History and current use of prescription medcations, herbal medicines and nutritional supplements

We will only collect sensitive information by methods that are reasonably secure, such as:

  • MyAppointments via the intake form when you book your first appointment

  • MyAppointments via the secure portal if/when you upload documents (e.g. blood test results, imaging reports)

  • when you send us information by email. Please note that email may not be sufficiently secure – if the information is extremely sensitive, PLEASE use the secure portal with MyAppointments or bring a hard copy to your face-to-face appointment

  • If you decide to contact us via social media (e.g. Messenger or Instagram chats); information from that/those chats may be copied across to your electronic file in MyAppointments

The reason why we collect your sensitive information is:

  • to provide you with services you have requested from us

  • to ensure that we are providing you with the most appropriate services

  • to minimise any potential contraindications or interactions with manual therapies (i.e. Bowen, Acupuncture) or ingestive therapies (e.g. herbal medicines interactions with prescription medications, pregnancy and/or breast-feeding)

  • to minimise any potential risk to the therapist (e.g. exposure to blood-borne illness)

Secure Storage of Sensitive Information

We are committed to securely storing and handling your sensitive information.

  • Sensitive information is stored in a locked filing cabinet, on password protected computers, password protected devices – all with a high level of cybersecurity.

  • Multi-factor authentication has been enabled on all relevant online platforms

  • Cyber hygiene protocols are carried out weekly, monthly and reviewed annually.

  • Only the therapist responsible for your treatment and authorised team members have access to your sensitive information, strictly on a need-to-know basis.

  • Reception staff will have access to information pertaining to billing (i.e. invoice history, appointment history, concession card status, phone number, address, email and birthdate).

  • Some sensitive information may be stored securely online, or in the cloud through MyAppointments. You can find out more about their security provisions in the section on Security below.

 

Collection of Information from Minors

All information collected from children under the age of 18 is classified as sensitive information.

We do not knowingly collect personal data from individuals under the age of 18. If we become aware that such data has been collected without verifiable parental consent, we will take immediate steps to delete it.

 

This information is collected for the sole purpose of providing products and services and is handled with heightened security. Parents/guardians can request access to, or provide updates to their child’s data at any time.

Destruction of Sensitive Information

We retain personal information only for as long as necessary to fulfill our obligations to you, or as required by law. Personal information is archived for 7 years and then securely deleted or de-identified.

Archived data is reviewed annually, and any information no longer required is securely destroyed. Physical records are shredded, and digital records are permanently deleted from our systems, including backups.

Disclosure of Information

 We may disclose your information if required under the following circumstances:

  • to provide you with the services you have requested

  • to send you products that you have purchased

  • where we use support services to assist us in our business

  • to engage in professional supervision, although any information we share under these circumstances is de-identified to preserve client confidentiality

  • to refer you to other service providers at your request

Who disclosures are made to

You consent to us sharing relevant information on a strictly need-to-know basis with:

  • people you authorise us to correspond with, as reasonably required to carry out your instructions

  • our team members

  • Third party providers who assist with

  • accounting

  • administration

  • archiving

  • auditing

  • business consulting

  • email marketing

  • legal or financial advice

  • professional supervision

  • website maintenance

  • technological services 

 

We will also disclose your information if required by law in response to a subpoena, discovery request or a court order, in compliance with mandatory reporting obligations, or in circumstances permitted by the Privacy Act – for example, where we have reasonable grounds to suspect that someone is engaging in unlawful activity, or misconduct of a serious nature, that relates to our work with you. We may also make a disclosure to an appropriate authority if we have serious concerns about you or a related individual’s health, safety or well-being.

 

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 with necessary business activities or the services we are providing to you. To the extent that we do share your information with third-party service providers, we only do so if we are satisfied that the service provider has a suitably protective privacy policy of their own, or they have signed a confidentiality agreement with us. Some of our service providers may be overseas and may not be subject to Australian Privacy Laws. You can find further information under the Security section below.

If you have any concerns regarding the disclosure of your information, please do not hesitate to get in touch with us.

Security

We take reasonable physical, technical and administrative safeguards to protect your personal and sensitive 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

  • 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. The following security policies may apply during our work together:

 

Our hosting provider, VentraIP Australia, manages the secure environment for our website, including encryption and HTTPS protection.

 

Waiver: If you communicate with us via electronic means such as email, website contact form, Instagram or Facebook, I may not have full control over the transmission or storage of any personal information disclosed (although I try to employ best practice cybersecurity standards at all times). You agree that by participating in such forms of communication you understand and accept that there is an inherent risk of disclosure or loss of your personal information for which I cannot be held responsible. If you are concerned about transferring particularly sensitive information, PLEASE use the secure portal with MyAppointments or bring a hard copy to your face-to-face appointment

 

Very occasionally we may combine information provided by you with information gathered from:

  • your website

  • Facebook

  • Instagram

 

Artificial Intelligence

As a rule we do not use AI-powered tools in sessions or for note-taking. The AI Claude may at times be used outside of face-to-face sessions to help with content drafting and improving communications.

We are committed to ensuring that all AI-related data processing aligns with the Australian Privacy Principles and that your information is handled securely and transparently. We limit AI processing to non-sensitive information.

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. Our website uses cookies to enhance visitor browsing security. 

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 cookies:

  • to enhance visitor browsing security

Automated Decision Making

Our business does not use automated decision-making processes. All key decisions are made with human oversight.

Access to Information

You can contact us to access, correct or update your personal information at any time. Please email admin[at]jasminenaturaltherapist[dot]com and expect a reply within 3 working 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, we will endeavour to provide the requested information to you within 14 days.

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 admin[at]jasminenaturaltherapist[dot]com

If you are not satisfied with our response to your complaint you may seek a review by contacting:

Notification of Change

When we update our Privacy Policy, we will post a copy of the revised policy on our website. It is your responsibility to check whether any changes have been made since your last visit.

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.

 

This Privacy Policy was created with the support of Carefree Counsel. Copying it without permission is an infringement of copyright. Look after your business and your clients by creating your own Privacy Policy with a Contracts that Care DIY Pack!