How we handle your information.

01Who we are

Hair Doctors Australia Pty Ltd, trading as Hair Doctors, runs the Hair Doctors clinic at Level 4, 25 Claremont Street, South Yarra, Victoria, and this website. In this policy "we", "us" and "our" mean Hair Doctors.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Because our clinic is in Victoria, health information we hold is also handled under the Health Records Act 2001 (Vic).

02What we collect

Contact details you give us: your name, email address and mobile number, and your date of birth when you book a consult.

Health information you choose to share: photos of your scalp and hair, notes about your hair loss, medical history and medications, and anything you tell our doctors and nurses. Health information is sensitive information, and we only collect it with your consent.

Clinical records: if you attend a consult or have a procedure, your treating practitioner makes and keeps your medical record, including photographs taken at the clinic. Those records are kept in line with health records law.

Technical information when you use this page: your device and browser type, IP address, the pages you view, and how you arrived here, for example from a Google or Meta advertisement.

03How we collect it on this page

Booking a free consult: the booking form is run by our practice software and the details go straight into your patient file.

Asking for a quote, the free guide, or other forms: these are sent through a form delivery service to our clinic inbox, and a copy of the guide is emailed to you from our clinic email address.

Calling, emailing or messaging us on WhatsApp: we keep the details needed to reply and to record the enquiry.

Photos: when you upload photos for a quote, they are treated as health information and are seen only by our clinical team.

04Why we use it

To answer your enquiry, book and confirm your consult, send appointment reminders by email and text, and provide a quote and any treatment you decide to have.

To keep your medical record accurate and to follow up your care, including reviews after a procedure.

To run and improve this website and our advertising, including measuring which advertisements lead to consults. We do not use your health information for advertising.

To meet our legal and professional obligations, including record keeping required of medical practices.

If you do not want to give us particular information, that is fine, but we may not be able to book a consult or give you a quote without it.

05Who we share it with

Your treating doctors and nurses at Hair Doctors.

Service providers that help us run the clinic and this website: practice management and booking software, our form delivery and email providers, website hosting, and payment providers. They may only use your information to provide their service to us.

Advertising and analytics platforms such as Google, Meta and TikTok receive technical information through cookies and similar tools, as described below. They do not receive your health information from us.

Anyone else only when you ask us to, when the law requires it, or when it is needed to protect someone's health or safety.

Some of these providers store information outside Australia, including in the United States. By giving us your information you agree to it being stored with those providers. We choose providers that keep information secure.

06Cookies, advertising and video

This page uses cookies and similar technologies to understand how it is used and to measure and improve our advertising. Advertising partners may use this to show you our advertisements on other sites based on your visit here.

When you first visit, a short notice lets you accept or manage measurement and advertising cookies. You can change your choice at any time from the Cookie settings link in the footer, or block cookies in your browser. Neither will stop the page or the booking working.

The clinic video is played through Vimeo, which loads only when you press play and is subject to Vimeo's own privacy policy.

07Keeping it secure

We hold information electronically in our practice software and secure cloud services, with access limited to the people who need it to do their job.

We keep clinical records for as long as health records law requires, and we delete or de-identify other personal information when it is no longer needed.

08Your rights

You can ask to see the personal information we hold about you, and ask us to correct it. We may need to confirm your identity first. In rare cases we may not be able to give you everything, and we will tell you why in writing.

You can ask us to stop sending marketing messages at any time, by replying to a message or contacting us below.

09Complaints

If you think we have mishandled your information, contact us using the details below with your name, contact details and what happened. We take every complaint seriously and will reply within a reasonable time.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or, for health information, the Health Complaints Commissioner in Victoria.

10Changes

We may update this policy from time to time. The date at the top shows the latest version, and material changes will be noted here.

11Contact us

For anything about your information, email info@hairdoctors.com.au, call (03) 9088 0287, or write to Hair Doctors, Level 4, 25 Claremont Street, South Yarra VIC 3141.