Privacy Policy

​1. Introduction

Clearleaf Consulting Pty Ltd (ABN: 11 651 622 972) trading as Cannalink Clinic (“Cannalink”, “we”, “us”, “our”) is committed to protecting the privacy of anyone who interacts with us online or through our digital platforms.

 

We manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, store, share and protect your personal information when you:

• visit or browse our website

• submit information through online forms, or

• communicate with us using the contact details shown on our website

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By using our website or providing information to us, you agree to the handling of your personal information in line with this Policy and Australian privacy law.

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2. When this Policy applies

This Policy applies to anyone who uses our website or interacts with us digitally, including:

• people making general enquiries

• prospective or current patients using online forms

• healthcare professionals or pharmacies contacting us about services

• anyone who receives marketing or informational material from us.

If you receive clinical services from a prescriber, additional obligations apply to your clinical record under health record laws and professional standards. Those sit alongside this Policy.

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3. Key terms

For this Policy:

• Personal Information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, as defined in the Privacy Act.

• Health Information is a type of Personal Information about a person’s health, health services provided, or information collected in providing those services.

• Services means the administrative, telehealth support and related services we provide, as described on our Platforms and in our terms of service.

• Website means any website, online form, portal, or digital service operated or controlled by us.

• Staff means our employees and contractors who help deliver our Services.

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4. Information we collect

We only collect Personal Information that we reasonably need to provide and manage our Services and Platforms.

 

4.1 Information you provide directly

We may collect information you give us when you:

• complete an online form (e.g. contact form, intake form, feedback form)

• make an enquiry about our Services

• communicate with us by email, SMS, phone or through our Platforms

• subscribe to updates 

• provide information as a healthcare professional or pharmacy (e.g. name, role, AHPRA number, business details).

Depending on the context, this may include:

• name, contact details and basic demographic details

• information about your health or medications that you choose to share in a form or message

• information about your role, place of work and professional registration (for healthcare professionals).

We generally ask that sensitive clinical details are only provided via secure, purpose-built forms rather than general contact channels.

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4.2 Information from third parties

Where permitted by law, or with your consent, we may receive Personal Information from third parties where it is relevant to our Services. For example:

• information from prescribers, pharmacies or other health providers involved in your care

• confirmation of professional registration for healthcare providers (e.g. AHPRA public register)

• information from payment or booking platforms used to support our Services.

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4.3 Information collected automatically

When you use our website, we and our service providers may automatically collect certain technical information, such as:

• IP address and approximate location

• browser type and operating system

• pages viewed, time on page and click-throughs

• referring URL and search terms

• device identifiers and cookie data.

This is typically used in aggregated form to monitor site performance and improve user experience.

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5. How we use your information

 

5.1 To provide and manage our Services

Including to:

• respond to enquiries and provide information you request

• assess and manage intake forms and bookings

• communicate with you about appointments, reminders or administrative matters

• support prescribers and pharmacies in delivering care, where relevant

• maintain internal records and administration.

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5.2 To verify eligibility or identity

In some cases we may need to confirm that:

• you are who you say you are (for safety, fraud prevention or regulatory reasons)

• you are eligible to access certain information or Services (for example, materials intended only for healthcare professionals).

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5.4 Marketing and communications

We may use your contact details to send you information about updates, services or resources that may be relevant to you, where this is permitted by law and in line with your preferences. You can opt out of non-essential marketing communications at any time by following the unsubscribe instructions or contacting us.

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6. How we disclose your information

We may share Personal Information with third parties where reasonably necessary to provide our Services, conduct essential business operations, or comply with the law. This may include disclosure:

 

6.1 Within our organisation

To Staff who need access to perform their role (e.g. admin, clinic management).

 

6.2 Service providers

We use trusted third-party providers to help us operate our website and Services. These may include:

• website and hosting providers

• secure form and data collection services 

• practice and record systems

• secure document storage

• communication tools 

• IT, security and analytics services

• payment processors

We require these providers to handle Personal Information in line with required privacy and security standards.

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6.3 Healthcare providers and pharmacies

Where relevant and lawful, we may share information with:

• prescribers involved in your care

• pharmacies dispensing prescriptions or providing medicine-related services.

This usually occurs with your knowledge as part of using our Services.

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6.4 Legal, regulatory and safety reasons

We may disclose Personal Information where:

• required or authorised by law (e.g. a court order, subpoena or regulatory notice)

• necessary to respond to complaints, disputes or regulatory enquiries

• we reasonably believe it is necessary to prevent or lessen a serious threat to life, health or safety.

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6.5 Overseas disclosures

Some of our technology providers may store or process data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure those providers protect your information in a way that is consistent with Australian privacy law.

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7. Cookies and tracking technologies

Our Platforms may use cookies and similar technologies to:

• enable core site functionality

• remember preferences

• collect analytics to understand how the site is used

• improve performance and user experience.

You can adjust your browser settings to block or delete cookies, but some features of the site may not function properly if you do so.

We may also use third-party analytics tools which set their own cookies and are subject to their own privacy policies.

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8. How we store and protect your information

We take reasonable steps to protect Personal Information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures include:

• secure systems and password protection

• multi-factor authentication on key systems

• encrypted connections (HTTPS) for our website

• role-based access controls so Staff only see what they need

• secure, approved software for document storage and communications

• regular review of our information-handling practices.

When Personal Information is no longer needed for the purposes for which it was collected and we are not required by law to keep it, we will take reasonable steps to destroy or de-identify it.

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9. Your rights – access, correction and consent

 

9.1 Access and correction

You may request access to Personal Information we hold about you, or ask us to correct it if you believe it is inaccurate, incomplete or out of date. To do this, please contact us using the details in section 11. We may need to verify your identity before providing access or making changes. In some cases, we may lawfully refuse access (for example, if disclosure would impact the privacy of others). If this happens, we will explain why.

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9.2 Withdrawing consent

Where we rely on your consent (for example, to send certain communications), you may withdraw that consent at any time by contacting us or using the unsubscribe options provided. Withdrawal of consent may limit our ability to provide some Services.

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10. Complaints

If you have concerns about how we have handled your Personal Information, you can contact us using the details below.

We will:

1. Acknowledge your complaint

2. Investigate the issues raised

3. Respond to you within a reasonable timeframe with our findings and any actions we will take.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au

• Phone: 1300 363 992

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11. Contact details

For questions about this Policy, or to request access, correction or to make a privacy complaint, please contact:

Privacy Officer, Cannalink Clinic
Suite 32, 135 Cardigan St, Carlton VIC 3053

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12. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology or our operations. Updates take effect when published on the Site.Your continued use of the Site indicates acceptance of any revised Terms.