The Wholebeing Co
Last updated: 15 October 2026
1. Our commitment to your privacy
We value your privacy very highly. Please read this Privacy Policy carefully before using the www.thewholebeingco.com website (the “Website”) operated by THE WHOLE BEING CO PTY LTD, a(n) Company formed in Australia, with an Australian Business Number of 98 667 314 230 (“us, we, our, The Wholebeing Co”) as this Privacy Policy contains important information regarding your privacy and how we may use the information we collect about you.
Your access to or use of the Website is conditional upon your acceptance of and compliance with this Privacy Policy. This Privacy Policy applies to everyone, including but not limited to visitors, users and others, who wish to access or use the Website.
By accessing or using the Website, you agree to be bound by this Privacy Policy. If you disagree with any part of this Privacy Policy, you do not have our permission to access or use the Website.
Our practice uses Cliniko Practice Management Software and all telehealth are integrated using the Cliniko platform. Please refer to Cliniko privacy policies for information on security, confidentiality and data use and storage.
We take the protection of your personal information seriously. Personal information includes any information or opinion, whether true or not, about a person who is identified or whose identity can reasonably be established.
This privacy policy is to provide information to you, our client, on how your personal information (which includes your health information) is collected and used within our practice, and the circumstances in which we may share it with third parties. It also explains your rights to access or correct your information and how to raise a privacy concern.
2. About The Wholebeing Co
The Wholebeing Co is a Melbourne-based dietetic practice providing nutrition care to adults, adolescents and children.
We offer appointments in person in Collingwood, Melbourne, and via telehealth Australia-wide.
Business details
Trading name: The Wholebeing Co
Legal entity: THE WHOLE BEING CO PTY LTD
ABN: 98 667 314 230
Contact details
The Wholebeing Co
6/51 Langridge Street
Collingwood VIC 3066
Email: [email protected]
Phone: 03 9087 3553
3. What information we collect
We collect personal and health information that is reasonably necessary to provide our services, manage appointments and operate our practice.
This may include:
Personal and contact information
Name, date of birth and contact details
Address and emergency contact information
Pronouns and communication preferences, where provided
Parent, guardian or carer information where relevant
Medicare and private health insurance details
Billing and payment information
Health information
Medical history, diagnoses and relevant health conditions
Eating patterns, nutrition history and relationship with food
Relevant mental health information
Medications, allergies, pathology results and other clinical information
Information about disability, neurodivergence, accessibility or support needs where relevant to your care
Referrals, treatment plans and correspondence from other health professionals
Consultation notes, assessments and treatment recommendations
Relevant family, social and lifestyle information
Website and communication information
Information submitted through our website forms
Emails, SMS messages and other communications with our practice
Appointment enquiries and booking information
Technical information about website use, such as browser information, IP addresses and cookies, where collected
We recognise that some of this information is sensitive. We collect and handle sensitive information only where reasonably necessary for our services and where consent or another lawful basis applies.
4. How we collect your information
We may collect information:
Directly from you when you make an enquiry, complete a form, book an appointment or attend a consultation
From a parent, guardian or authorised support person, where appropriate
From your GP, psychologist, psychiatrist, specialist or another health professional involved in your care
From Medicare, private health insurers or other relevant organisations where authorised and necessary
Through our practice management and appointment booking systems
Through our website, email, SMS, telephone or other communication channels
Where reasonable and practicable, we collect information directly from you.
If we receive information from another person or service, we handle it in accordance with applicable privacy and confidentiality obligations.
5. Anonymity and pseudonymity
Where practical, you may contact The Wholebeing Co anonymously or use a pseudonym when making general enquiries.
However, when providing clinical dietetic care, we generally need accurate identifying and health information to maintain appropriate clinical records, provide safe care and meet legal and professional obligations.
If you choose not to provide information reasonably necessary for your care, this may affect our ability to provide certain services, coordinate care with other health professionals or process Medicare and private health insurance claims.
We will explain any relevant limitations wherever possible.
6. Why we collect and use your information
We collect and use your information to:
Provide safe, appropriate and individualised dietetic care
Assess your nutrition needs and develop treatment recommendations
Arrange, confirm and manage appointments
Maintain accurate clinical records
Communicate with you about your care
Coordinate care with other health professionals, where appropriate
Process payments, invoices and eligible Medicare or private health insurance claims
Respond to enquiries, feedback and complaints
Support practice administration, quality improvement, audits and professional accreditation
Meet professional, legal and regulatory obligations
Maintain and improve our practice operations
We will not use your health information for unrelated marketing purposes without your consent or another lawful basis.
Any research or secondary use of identifiable health information will be undertaken only where permitted by applicable law.
7. Consent and authorisation
We seek consent for the collection, use and disclosure of personal and sensitive health information where required by law.
Consent may be obtained verbally, in writing or electronically, depending on the circumstances and applicable requirements.
We aim to ensure that you understand why information is being collected, how it will be used and when it may be shared.
You may withdraw consent where applicable by contacting our practice. Withdrawal of consent will not affect information handling that has already lawfully occurred or information we are legally required to retain or disclose.
In some circumstances, information may be collected, used or disclosed without consent where authorised or required by law.
8. Sharing your information with other health professionals
Collaborative care is an important part of our approach.
Where appropriate, we may communicate with your GP, psychologist, psychiatrist, specialist or other members of your treating team to support safe and coordinated care.
This may include sharing relevant assessment findings, treatment recommendations, progress updates or clinical concerns.
We aim to involve you in decisions about information sharing and obtain your consent where required.
In some circumstances, information may be shared without consent where permitted or required by law, including to address serious threats to health or safety.
We do not routinely share your entire clinical record with other practitioners.
9. Disclosure to third parties
We may share relevant information with trusted third parties where necessary to provide our services or operate the practice.
These may include:
Practice management, booking and telehealth providers
Secure technology and data storage providers
SMS and electronic communication providers
Payment processing services
Medicare and private health insurers for eligible claims
Professional advisers, auditors or accreditation bodies where appropriate
Regulatory authorities or other organisations where legally required
We may also disclose information where required or authorised by law, including in response to a valid court order or subpoena, mandatory reporting obligation or circumstances involving a serious threat to health or safety.
We take reasonable steps to ensure third-party service providers handle information appropriately and securely.
We do not sell your personal or health information.
10. Appointment booking and telehealth
The Wholebeing Co uses Cliniko to support appointment bookings, clinical records, practice administration and telehealth consultations.
Information entered into Cliniko may include personal details, appointment information, health records and relevant clinical documentation.
Telehealth appointments allow you to access dietetic care remotely. We encourage you to join from a private location where you feel comfortable discussing your health information.
We take reasonable steps to maintain privacy during telehealth appointments. However, internet-based communications carry some inherent security risks.
Appointments are not routinely recorded. Any proposed recording would be discussed with you beforehand and require an appropriate lawful basis, including consent where required.
For more information about Cliniko's privacy practices, visit https://www.cliniko.com/policies/privacy/
11. SMS reminders, email and electronic communication
The Wholebeing Co uses electronic communication to support appointment bookings, reminders, practice administration and communication with clients.
This may include:
Appointment confirmation emails
SMS appointment reminders
Appointment changes and cancellation notifications
Telehealth appointment links
Administrative communication relating to your care
Clinical correspondence where appropriate
We use Cliniko and relevant communication service providers to facilitate some of these communications.
SMS reminders are generally sent to the mobile phone number you provide when booking an appointment. These messages may include your appointment date, time, clinician or other relevant booking information.
We aim to limit the amount of sensitive health information included in routine SMS and email communications.
While we take reasonable steps to protect your privacy, standard SMS and email communications may not be completely secure. Messages may also be visible to anyone with access to your phone, email account or notifications.
If you would prefer not to receive SMS reminders, or have specific communication or privacy preferences, please contact our team so we can discuss available options.
We do not use your clinical health records for unrelated direct marketing without an appropriate lawful basis, including consent where required.
12. Website privacy, cookies and analytics
When you visit The Wholebeing Co website, certain information may be collected automatically, including your IP address, browser type, device information, pages visited, interactions with our website and how you arrived at our website.
We use cookies, pixels and similar tracking technologies to understand how visitors use our website, improve its functionality and measure the effectiveness of our advertising and marketing activities.
These technologies may include:
Google Analytics: To understand website traffic, visitor behaviour and how people interact with our website.
Google Ads: To measure advertising performance, understand how visitors find our services and, where enabled, support advertising campaigns.
Meta Pixel: To understand the effectiveness of advertising on platforms such as Facebook and Instagram and, where enabled, support advertising activities.
Other website and marketing technologies: Where used to support website functionality, analytics or advertising performance.
These services may collect or receive information about your interactions with our website and associate it with information held by their respective platforms, depending on your privacy settings and the technologies in use.
We do not intentionally provide clinical consultation notes, medical records or other information from your dietetic appointments to advertising platforms.
Because information about visits to health-related pages may be sensitive, we take care to consider privacy when configuring website tracking technologies.
Where required, we seek consent before activating non-essential cookies and tracking technologies. You can also manage cookies through your browser settings and any cookie preference controls available on our website.
Further information about how Google and Meta handle information is available through their respective privacy policies:
Google: https://policies.google.com/privacy
Meta: https://www.facebook.com/privacy/policy/
13. Third-party websites
Our website may contain links to websites operated by third parties, including external health information resources, professional organisations and other service providers.
These websites operate independently of The Wholebeing Co and may have their own privacy policies and information handling practices.
We are not responsible for the content, security or privacy practices of external websites.
We encourage you to review the privacy policies of any third-party websites you visit.
Including a link to an external website does not necessarily indicate our endorsement of its content or services.
14. How we store and protect your information
We take reasonable steps to protect personal and health information from misuse, interference, loss, unauthorised access, modification and disclosure.
These measures may include:
Secure electronic practice management systems
Password protection and access controls
Limiting access to authorised team members
Confidentiality obligations for staff and clinicians
Appropriate data security and practice procedures
Secure storage and disposal practices
Access to clinical information is limited according to professional responsibilities and operational requirements.
Although we take reasonable precautions, no electronic storage or communication system can be guaranteed to be completely secure.
15. Keeping your information accurate
We take reasonable steps to ensure the personal and health information we collect, use and disclose is accurate, complete, up to date and relevant to its intended purpose.
We encourage you to let us know if your contact details, medical information, treating team or other relevant circumstances change.
You can request updates or corrections by contacting [email protected].
16. Information retention
As a healthcare practice, The Wholebeing Co retains health records for the minimum periods required under applicable Australian laws and professional obligations.
For Victorian health service providers, health records are generally required to be retained for at least:
Seven years after the last health service provided to an adult.
Until the patient turns 25, where the patient was under 18 when the health service was provided.
Longer retention periods may apply in some circumstances, including where required by other applicable state or territory laws, legal proceedings or professional obligations.
Other personal information, including general website enquiries and administrative records, is retained only for as long as reasonably necessary for the purposes for which it was collected, or as otherwise required by law.
When information is no longer required and there is no legal obligation to retain it, we take reasonable steps to securely destroy or de-identify it.
17. Children, adolescents and families
The Wholebeing Co provides dietetic services to children and adolescents.
We recognise that young people have privacy rights and that their ability to make decisions about their health information depends on their individual circumstances and capacity.
Where appropriate, we involve parents, guardians or carers in care while respecting the young person's confidentiality, autonomy and legal rights.
Information may be shared with parents or guardians where consent is provided or where otherwise permitted or required by law.
18. Your privacy rights
Under applicable Australian privacy and health records legislation, you have rights relating to how your personal information is collected, used, stored and disclosed.
These include:
The right to access your information: You may request access to personal and health information we hold about you, subject to applicable legal exceptions.
The right to request corrections: You may ask us to correct information that is inaccurate, incomplete, out of date or misleading.
The right to raise a privacy concern: You may make a complaint about how we collect, use, store or disclose your information.
The right to opt out of direct marketing: You may request that we stop using your personal information for direct marketing purposes.
The right to anonymity or pseudonymity: Where practical and legally permitted, you may interact with us anonymously or using a pseudonym.
Some rights may be subject to exceptions or limitations under applicable legislation.
19. Exercising your privacy rights
You may exercise your privacy rights by contacting The Wholebeing Co.
Email: [email protected]
Phone: 03 9087 3553
Postal address:
The Wholebeing Co
6/51 Langridge Street
Collingwood VIC 3066
We may need to verify your identity before providing access to records, correcting information or processing certain requests.
We aim to respond to most requests within 30 days of receipt, subject to any shorter or otherwise applicable legal timeframe.
Some requests may require additional time due to their complexity or the nature of the information involved. Where this occurs, we will communicate with you and explain the expected timeframe.
We may refuse a request where permitted or required by law. If we cannot fulfil your request, we will explain the reason and any available options for review or complaint.
Where permitted by law, reasonable fees may apply to providing access to records. Any applicable fees will be explained before proceeding.
20. Overseas storage and disclosure
Some technology providers used by The Wholebeing Co may store or process information outside Australia.
Where this occurs, we take reasonable steps to understand relevant privacy and security arrangements and comply with applicable requirements concerning overseas disclosure of personal information.
21. Changes to practice ownership
If The Wholebeing Co undergoes a change of ownership, merger, restructuring or transfer of business operations, personal and health information may need to be transferred as part of maintaining continuity of care and practice operations.
Any transfer of information will be managed in accordance with applicable privacy and health records legislation, including requirements relating to notification, consent and confidentiality where applicable.
22. Privacy concerns and complaints
If you have a concern or complaint about how The Wholebeing Co has collected, used, stored or disclosed your personal or health information, please contact us in writing.
Email: [email protected]
Postal address:
The Wholebeing Co
6/51 Langridge Street
Collingwood VIC 3066
We take privacy concerns seriously and will review complaints fairly and respectfully.
We aim to respond to complaints within 30 days, although some matters may require additional time to investigate. If additional time is needed, we will keep you informed.
If you are not satisfied with our response, or if we have not responded within a reasonable period, you may be able to lodge a complaint with an external privacy or health complaints authority.
Office of the Australian Information Commissioner (OAIC)
https://www.oaic.gov.au/privacy/privacy-complaints
Health Complaints Commissioner Victoria
https://hcc.vic.gov.au
23. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations or privacy practices.
The most current version will be available on our website, with the date of the latest update displayed at the top.
Where changes are significant, we may also notify clients through appropriate communication channels, such as email or a notice on our website.
Contact us
For any questions about this Privacy Policy or the handling of your personal information, please contact:
The Wholebeing Co
6/51 Langridge Street
Collingwood VIC 3066
Email: [email protected]
Phone: 03 9087 3553