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Privacy Policy

Effective Date: 16/04/2025

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At Soma, we are committed to protecting your privacy and complying with the Privacy Act 2020 and the Health Information Privacy Code. This policy outlines how we collect, use, store, and protect your personal and health information.

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1. What Information We Collect

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We may collect the following information about you:

  • Full name, date of birth, address, phone number, and email
     

  • Medical history and health information relevant to your care
     

  • Information from other health professionals with your consent
     

  • Payment and billing information
     

 

2. How We Collect Your Information

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We collect your information when:

  • You complete a new patient form or provide it verbally
     

  • You receive treatment from us
     

  • You are referred to us by another healthcare provider
     

  • You communicate with us via email, phone, or our website
     

 

3. Why We Collect Your Information

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We collect your information to:

  • Provide physiotherapy treatment and manage your healthcare
     

  • Communicate with you regarding appointments and care
     

  • Liaise with other healthcare providers (e.g., GPs, specialists)
     

  • Comply with legal, clinical, and insurance requirements
     

  • Improve our services and manage our practice
     

 

4. How We Use and Share Your Information

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Your information may be shared:

  • With other health professionals involved in your care, with your consent
     

  • With your insurer, ACC, or other agencies for billing or treatment-related purposes
     

  • When legally required (e.g., under a court order or public health law)
     

We will never sell your personal information to third parties.

 

5. How We Store and Protect Your Information

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Your information is securely stored in our electronic practice management system. We take reasonable steps to protect it from loss, unauthorised access, or misuse, including:

  • Password-protected systems with two-factor authentication (2FA) where available

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  • Secure premises and locked storage
     

  • Staff training in privacy practices

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6. Use of AI for Clinical Note-Taking
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Soma may use AI-powered voice-to-text technology within its clinical software (Splose) to assist with documenting your treatment. This involves secure, real-time transcription of information discussed during or after your consultation.

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This functionality is provided within our clinical software using trusted technology providers. As a result, your information may be processed and stored on secure servers located in Australia, and in some cases overseas. 

 

These providers do not retain or use your personal information to train AI models.

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We take reasonable steps to ensure your health information is protected in accordance with applicable privacy laws.

 

7. Your Rights

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You have the right to:

  • Access your personal and health information
     

  • Request corrections to your records
     

  • Withdraw consent for certain uses of your information
     

To make a request, please contact us using the details below.

 

8. Contact Us

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If you have any questions, concerns, or wish to make a privacy request, please contact us via the Contact form on our website.

 

9. Changes to This Policy

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We may update this policy from time to time. The latest version will be available on our website.

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