Privacy Policy
Draft - not yet reviewed
Draft v2, 1 Nov 2026. This is a draft awaiting professional review. It is not legal advice and should not go live until a health-privacy lawyer has checked it. Items marked [CONFIRM] are facts still to be confirmed. Remove this notice only once that review is done.
Who this policy covers
Karma Nutrition (Shilpi Arora, Accredited Practising Dietitian) collects, holds, uses and discloses personal and health information in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). Health information is "sensitive information" and is handled with a higher standard of care.
Karma Nutrition sees clients at partner clinics on the Gold Coast and by video or phone. Where you are seen at a clinic, that clinic holds your clinical record in its own software, and its privacy policy applies to that record. If you are seen by video or phone directly with Karma Nutrition, your consultation notes are held in Karma Nutrition's own secure cloud storage, which only Shilpi Arora and authorised staff can access.[CONFIRM: location of that cloud storage.]This policy covers the information Karma Nutrition collects, including through this website.
What we collect
- Contact details: name, phone, email.
- Information you give us before an appointment, including our pre-consultation form: date of birth, who is completing the form, referring doctor, height and weight, medical history, medications, allergies, eating habits and a typical day's food, screening questions about weight loss and eating disorders, goals and bowel habits.
- Enquiries you send us by phone, text or email.
- Website usage information collected automatically (see "Website analytics").
Why we collect it and how we use it
To prepare for and provide your dietetic care, to contact you about your appointment, and to coordinate with the clinic where you are seen. We do not use your information for direct marketing without your separate consent, and we do not sell it.
Who we share it with
- The clinic where you are seen, so that your information can be saved in your clinical record.
- Your treating healthcare professionals (for example your GP), only if you tick the consent box on the form or otherwise agree.
- Service providers that help us run our website and email (hosting, email delivery, analytics), who may handle your information for that purpose only.
- Anyone else only where the law requires or permits it.
Overseas disclosure
Our website and the information stored through it are hosted on servers in Australia. Our notification emails (which contain your name, phone, email and a reference number, not your health answers) are delivered through Google's email service, which may store data outside Australia. Website analytics are provided by Google (Google Analytics) and Ahrefs. We take reasonable steps to make sure these providers handle information appropriately.
Storage and security
Pre-consultation forms are encrypted on the server and can only be opened by Shilpi Arora and authorised staff using a password-protected page. The form page and this policy page do not run analytics. We keep contact details separate from health answers. No system is perfectly secure; if a data breach occurs that is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as the law requires.
How long we keep it
We delete your pre-consultation form from our website server 30 days after you submit it. If your appointment is later than that, we may keep it a little longer and delete it once your information has been saved to your record. Consultation notes for clients seen directly by Karma Nutrition are kept for the period required by law and professional standards, then securely destroyed. We keep other personal information only as long as we need it for the purposes above or as the law requires, then securely delete or de-identify it. Clinical records held by a clinic are kept under that clinic's policy and the law.
Access and correction
You can ask to see or correct the personal information we hold (APPs 12 and 13) by contacting us atinfo@karmanutrition.com.au. For your clinical record at a clinic, contact the clinic.
Website analytics
Most pages of this website use Google Analytics and Ahrefs Analytics to understand how the site is used (pages visited, device type, approximate location). They do not collect your health information. They do not run on the pre-consultation form page or on this policy page.
Complaints
Contact us first atinfo@karmanutrition.com.au. If you are not satisfied with our response, you can complain to the OAIC atoaic.gov.au.
Updates to this policy
[CONFIRM: last reviewed date, once the lawyer has reviewed it.]