PRIVACY POLICY

Last updated: 13 September 2026

This Privacy Policy explains how The Impearl Dietitian (ABN: [ 22 168 085 173]) collects, uses, stores and protects your personal and health information.

The Impearl Dietitian provides nutrition and dietetic services exclusively via telehealth using Zoom. Our website is created and hosted through Squarespace, while Zanda and Stripe are used to support bookings, appointments, payments and invoicing.

As a health service provider, we handle personal and sensitive information in accordance with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth) and other applicable privacy laws.

You may choose to remain anonymous or use a pseudonym when contacting us where it is lawful and practical to do so. However, we generally need accurate personal and health information to provide safe and appropriate dietetic care. If you choose not to provide the information we reasonably require, we may be unable to provide some or all of our services to you.

In this policy, “we”, “us” and “our” refer to:

The Impearl Dietitian
Operated by: Dur-E-Shehwar Mehar
ABN: 22 168 085 173
Website: theimpearldietitian.com.au
Email: admin@theimpearldietitian.com.au

1. Information we collect

We may collect personal and sensitive information that is reasonably necessary to provide dietetic and nutrition services, including:

  • your name, date of birth and contact details;

  • emergency contact and next-of-kin information;

  • demographic information;

  • medical history, diagnoses, symptoms and medications;

  • dietary intake, eating patterns, allergies and intolerances;

  • pathology results, referrals and other relevant clinical documents;

  • physical, mental and reproductive health information;

  • lifestyle, cultural and social information relevant to your care;

  • Medicare, private health insurance or funding information;

  • appointment, payment, invoice and transaction details;

  • communications between you and our practice;

  • feedback, enquiries and complaint information; and

  • technical website information, such as your IP address, browser, device, pages visited and cookie data.

You are not required to provide all requested information. However, if relevant information is not provided, we may be unable to deliver safe, appropriate or personalised care.

2. How we collect information

We generally collect information directly from you when you:

  • book or attend an appointment;

  • complete an intake, consent or assessment form;

  • communicate with us by email, telephone or through our website;

  • use our online booking or client portal;

  • make a payment;

  • participate in a telehealth consultation; or

  • subscribe to communications or provide feedback.

With your consent, or where otherwise permitted by law, we may also collect information from your GP, specialist, allied health professional, carer, guardian, representative, funding body or another person involved in your care.

Please avoid including detailed or sensitive health information in the website’s general contact form. Where appropriate, we will invite you to provide this information securely through Zanda.

3. Why we collect and use information

We may collect, hold and use your information to:

  • assess your nutrition and health needs;

  • provide personalised dietetic care and recommendations;

  • develop, review and update your Nutrition Care Plan;

  • manage appointments, reminders and follow-up communication;

  • maintain accurate clinical and administrative records;

  • process payments, issue invoices and manage accounts;

  • assist with Medicare, private health insurance or other funding arrangements;

  • communicate with your referring practitioner or healthcare team, where you have consented or where permitted by law;

  • respond to enquiries, feedback or complaints;

  • meet our professional, insurance, taxation and legal obligations;

  • maintain the security and operation of our website and systems; and

  • improve our services and client experience.

We will only use your information for the purpose for which it was collected, a related purpose you would reasonably expect, with your consent, or where required or authorised by law.

4. Zanda

We use Zanda, a cloud-based practice management platform, to support functions such as:

  • online bookings;

  • appointment scheduling and reminders;

  • client forms and information;

  • clinical and administrative records;

  • telehealth, if used;

  • payments and invoicing; and

  • practice communications.

Zanda processes client information on our behalf in accordance with its privacy and security arrangements. Payment information may also be processed by Zanda’s payment providers. We generally do not receive or retain your complete payment-card details.

You can read Zanda’s Privacy Policy at:
https://zandahealth.com/privacy-policy/

5. Stripe and payment information

We use Stripe to securely process credit and debit card payments. When you make a payment, Stripe may collect information such as:

  • your name and contact details;

  • your card or payment method details;

  • the payment amount and transaction information;

  • your billing address; and

  • technical information used to prevent fraud and keep payments secure.

Your complete card details are submitted directly to Stripe and are not ordinarily visible to or stored by The Impearl Dietitian. We may retain limited transaction information, such as the payment amount, date, payment status and receipt details, for billing, accounting and record-keeping purposes.

Stripe may process or store information in Australia and overseas, including in the United States and other countries in which Stripe or its service providers operate.

You can learn more about how Stripe handles personal information by reading the Stripe Privacy Policy at:
https://stripe.com/au/privacy

6. Squarespace and website information

Our website is created and hosted using Squarespace. Squarespace may automatically process technical information about website visitors, including IP addresses, browser and device details, pages visited and interaction data.

Our website may use essential, functional and analytical cookies to operate correctly, understand website use and improve the visitor experience. You can manage cookies through your browser settings and, where available, our website’s cookie preferences.

Information submitted through a Squarespace website form may be processed by Squarespace and connected service providers before it reaches us.

You can read Squarespace’s Privacy Policy at:
https://www.squarespace.com/privacy

7. Disclosure of information

We do not sell or rent your personal or health information. We do not intentionally disclose information to overseas recipients.

We may disclose information, where reasonably necessary, to:

  • Zanda, Squarespace and other technology providers supporting our practice;

  • payment processors, accounting providers and professional advisers;

  • your GP, specialist or other healthcare professional, with your consent or where otherwise permitted by law;

  • Medicare, private health insurers or funding bodies where needed to process an authorised claim;

  • contractors who assist us with secure administration or information technology;

  • regulatory, law-enforcement or government bodies where required or authorised by law; or

  • appropriate persons where disclosure is reasonably necessary to prevent or lessen a serious threat to someone’s life, health or safety.

Where possible, we will obtain your consent before sharing your health information with another healthcare professional.

8. Storage and security

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

These measures may include:

  • secure practice-management software;

  • password protection and multi-factor authentication where available;

  • restricted access to client information;

  • secure devices and communication systems;

  • staff confidentiality requirements; and

  • appropriate record-management and data-breach procedures.

No internet transmission or electronic storage method is completely secure. If an eligible data breach occurs, we will comply with our obligations under the Notifiable Data Breaches scheme, including notifying affected individuals and the Office of the Australian Information Commissioner where required.

9. Retention of records

We retain personal and clinical information for as long as reasonably necessary to provide services and meet our legal, professional, insurance and record-keeping obligations.

When information is no longer required, we will take reasonable steps to securely destroy or de-identify it, unless we are legally required to retain it.

10. Accessing or correcting your information

You may request access to the personal information we hold about you or ask us to correct information that is inaccurate, incomplete or out of date.

Please contact us using the details below. We may need to verify your identity before responding. In some circumstances, access may be refused or limited where permitted by law. If this occurs, we will explain the reason where legally permitted.

We will respond to requests within a reasonable timeframe. A reasonable administrative fee may apply where permitted, but we will not charge you simply for making a request.

11. Marketing communications

We will only send marketing or promotional communications where you have consented or where otherwise permitted by law.

You may unsubscribe at any time using the unsubscribe link in an email or by contacting us. You may still receive essential appointment, billing, clinical or administrative communications.

12. Automated decision-making and artificial intelligence

We do not currently use automated systems or artificial intelligence to make decisions that significantly affect your access to care or your rights or interests.

If this changes, we will update this Privacy Policy and provide information about the types of personal information used and the decisions involved, as required by law.

13. Privacy enquiries and complaints

If you have a question or concern about how we handle your information, or believe your privacy has been breached, please contact:

Privacy Contact
The Impearl Dietitian
Email: admin@theimpearldietitian.com.au

Please provide enough information for us to understand and investigate your concern. We will acknowledge your complaint and aim to provide a response within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner:

Website: www.oaic.gov.au
Telephone: 1300 363 992

14. External links

Our website may contain links to external websites. We are not responsible for the content, security or privacy practices of external websites, and we encourage you to review their privacy policies.

15. Changes to this policy

We may update this Privacy Policy when our services, systems or legal obligations change. The latest version will be published on our website with its updated review date.

16. Contact us

For questions, access or correction requests, or privacy complaints, please contact us at:

admin@theimpearldietitian.com.au