How Filophys handles your information.

What information is collected

To provide safe and effective physiotherapy, Emil collects information that's necessary for clinical care and business operations, including:

• Personal details — name, date of birth, contact details, address, emergency contact
• Health information — medical history, current symptoms, medications, prior treatments, imaging or specialist reports you provide
• Clinical records — assessment findings, treatment notes, exercise prescriptions, outcome measures
• Billing details — private health fund membership, Medicare details (where relevant), payment information processed by secure third-party providers
• Communications — emails, phone messages, and form submissions

How information is used

Your information is used solely for purposes related to providing physiotherapy services, including: clinical assessment and treatment, ongoing care planning, communication with you, billing and processing of health-fund claims, and meeting legal and regulatory obligations as an AHPRA-registered practitioner.

Your health information is never sold, rented, or used for marketing purposes. Aggregated, de-identified outcome data may occasionally be used for clinical reflection or quality improvement.

When information is shared

Your information will only be shared with third parties in the following situations:

• With your consent — for example, communicating with your GP, specialist, or other treating practitioners to coordinate care
• For billing purposes — submitting claims to your private health fund, Medicare, NDIS, DVA, or workers compensation insurer where applicable
• Where legally required — including subpoenas, court orders, mandatory reporting obligations, or AHPRA notification requirements
• In emergencies — if disclosure is necessary to prevent serious harm to you or others

How information is stored & secured

Clinical records are stored in secure, password-protected practice management software hosted in Australia. Physical documents (where created) are stored securely. Access is limited to Emil. Records are retained for the period required by law — typically at least 7 years from the date of last service, or as otherwise required for minors or specific case types.

Reasonable steps are taken to protect your information from misuse, unauthorised access, modification, or disclosure. However, no system is entirely immune to risk — you accept this in providing your information.

Your rights to access & correct

You have the right to:

• Access the personal and health information held about you
• Request corrections if you believe information is inaccurate, out of date, incomplete, or misleading
• Request a copy of your records — fees may apply to cover reasonable retrieval costs
• Withdraw consent for specific uses (such as communication with other practitioners) at any time
• Make a complaint if you believe your privacy has been mishandled (see Section 04 for contact details)

Requests are typically responded to within 30 days. In rare cases, access may be limited where it would seriously threaten your or another person's wellbeing — these limits are set out in the Privacy Act and AHPRA guidelines.

Anonymity & pseudonyms

Where practical, you may interact with Filophys anonymously or under a pseudonym — for example, when making a general enquiry about services. However, providing physiotherapy treatment requires your accurate identifying and health information, both for clinical safety and for legal/regulatory record-keeping requirements.