1. Introduction
Hipaimotion ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website hipaimotion.world and use our educational consultation services.
We are an organisation operating in Australia and handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where applicable, we also comply with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act.
If you access our website from outside Australia, additional laws may apply. A summary for visitors from the European Economic Area is provided in Section 16.
2. Who We Are (APP 1 — Open and Transparent Management)
The organisation responsible for your personal information is:
- Company Name: Hipaimotion
- Address: 1300 Yass River Rd, Yass River NSW 2582, Australia
- Phone: +61 2 5141 3111
- Email: serviceteam@hipaimotion.world
3. Collection Notice (APP 5)
When you interact with us, we generally collect the personal information described in this policy for the purposes listed in Section 5. We collect information directly from you unless it is unreasonable or impracticable to do so. If you do not provide information we reasonably require, we may be unable to respond to your enquiry or provide requested services.
4. Information We Collect
4.1 Information You Provide
We collect information you voluntarily provide when you:
- Fill out our contact form (name, email address, message content)
- Request a consultation or educational guidance
- Communicate with us via email or phone
- Manage cookie preferences through our website (category choices and timestamp stored locally)
4.2 Automatically Collected Information
When you visit our website, we may automatically collect:
- IP address and approximate location
- Browser type and version
- Operating system
- Pages visited and time spent on pages
- Referring website addresses
- Device information
5. How We Use Personal Information (APP 6)
We use your personal information only for purposes that are reasonably necessary for our functions and activities, including:
- Responding to enquiries and providing non-clinical educational consultation services about food variety
- Administering bookings, follow-ups, and service-related communications you request
- Improving our website, content, and customer experience
- Understanding website usage where you have consented to non-essential cookies
- Complying with legal and regulatory obligations
- Protecting our rights, users, and systems against misuse or fraud
We will not use your personal information for a secondary purpose unrelated to the original collection unless you consent or an exception under the Privacy Act applies.
6. Disclosure of Personal Information (APP 6 and APP 8)
We do not sell your personal information. We may disclose personal information to:
- Service providers who assist with website hosting, email, or IT support (under confidentiality obligations)
- Professional advisers (such as lawyers or accountants) when reasonably required
- Regulators, courts, or law enforcement where required or authorised by law
- Overseas recipients only where permitted under APP 8 and appropriate safeguards are in place (see Section 8)
7. Data Retention (APP 11)
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specifically:
- Contact form submissions: 3 years from last contact
- Consultation records: 7 years for legal compliance
- Analytics data: 26 months
- Cookie consent records: 1 year
8. Overseas Disclosure
Some technology providers we use (for example, content delivery networks or font services) may process limited technical data in countries outside Australia, including the United States. Before disclosing personal information overseas, we take reasonable steps to ensure recipients comply with APP 8, which may include contractual protections and assessing whether comparable privacy standards apply.
9. Your Rights Under Australian Law (APP 12 and APP 13)
You may request access to the personal information we hold about you and request correction if it is inaccurate, out of date, incomplete, irrelevant, or misleading. We will respond within a reasonable period, and generally within 30 days.
There is no fee to make a request; however, we may charge a reasonable administrative cost for providing access where permitted by law. If we refuse access or correction, we will provide written reasons and information about complaint options.
To make a request, contact us using the details in Section 18. We may need to verify your identity before releasing information.
10. Direct Marketing and the Spam Act 2003 (Cth)
We will only send marketing communications where permitted by law. If we send commercial electronic messages to you, they will include a functional unsubscribe facility and identify us as the sender. You may opt out at any time by following unsubscribe instructions or contacting us directly. We do not use address-harvesting software.
11. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- SSL/TLS encryption for data transmission
- Secure server infrastructure
- Access controls and authentication
- Regular security assessments
- Staff training on data protection
12. Notifiable Data Breaches
If we experience a data breach that is likely to result in serious harm to individuals, we will assess the incident under the NDB scheme and, where required, notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as soon as practicable.
13. Children's Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete it.
14. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.
15. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated revision date. Where appropriate, we will take additional steps to notify you of significant changes.
16. European Economic Area Visitors (GDPR)
If you are in the EEA, you may have additional rights including access, rectification, erasure, restriction, portability, and objection. Our lawful bases include consent (contact form, cookies), legitimate interests (service improvement), legal obligation, and performance of a contract. You may lodge a complaint with your local supervisory authority. International transfers may rely on Standard Contractual Clauses or adequacy decisions where applicable.
17. Complaints
If you have concerns about how we handle your personal information, please contact us first so we can try to resolve the issue. If you are not satisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
- Website: www.oaic.gov.au
- Phone: 1300 363 992 (within Australia)
EEA residents may also contact their local data protection authority.
18. Contact Us
For questions about this Privacy Policy or our data practices, contact us at:
- Email: serviceteam@hipaimotion.world
- Phone: +61 2 5141 3111
- Address: 1300 Yass River Rd, Yass River NSW 2582, Australia