Pearl Nutrition Privacy Policy

Last updated: June 2026

Pearl Nutrition respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how Pearl Nutrition collects, holds, uses and discloses personal information, including health information, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This Privacy Policy applies to clients, prospective clients, website visitors, referrers, parents, guardians, carers and other people who interact with Pearl Nutrition.

1. Who we are and how to contact us

Pearl Nutrition provides dietetic and nutrition services, including women’s health, fertility, pregnancy, postnatal, paediatric, family nutrition and related dietetic care. For privacy enquiries, requests to access or correct your personal information, or privacy complaints, please contact:

Pearl Nutrition
Email: paige@pearlnutrition.com.au
Website: www.pearlnutrition.com.au
Address: 22-24 Unley Road, Unley SA 5061

2. What personal information we collect

The personal information we collect depends on your relationship with Pearl Nutrition and the services you receive. This may include:

  • your name, date of birth, contact details and emergency contact details

  • Medicare, private health insurance, NDIS or funding information, where relevant

  • referral information from your GP, specialist, allied health professional, support coordinator or other referrer

  • health and medical history

  • medications, supplements, allergies and relevant pathology results

  • nutrition, dietary, lifestyle and physical activity information

  • fertility, IVF, pregnancy, postnatal, menstrual, hormonal or menopause-related information, where relevant

  • paediatric health, feeding, growth, developmental and family information, where relevant

  • disability-related information, support needs, care team details and NDIS-related information, where relevant

  • appointment history, clinical notes, treatment plans, letters, reports and correspondence

  • billing, invoicing and payment information

  • information you provide through forms, emails, phone calls, SMS, telehealth, online bookings, website enquiries or consultations.

Health information is sensitive information and is handled with additional care.

3. How we collect personal information

Pearl Nutrition may collect personal information directly from you when you:

  • make an enquiry or booking

  • complete an intake, consent, health history or review form

  • attend an appointment in person or by telehealth

  • communicate with us by phone, email, SMS, online form, website enquiry or other method

  • provide information for billing, rebates, NDIS funding or health insurance purposes.

We may also collect personal information from third parties where it is relevant to your care and where you have consented, where it is reasonably expected, or where otherwise permitted by law. This may include information from:

  • GPs, specialists, obstetricians, fertility specialists or other medical practitioners

  • allied health professionals

  • hospitals, clinics or pathology providers

  • parents, guardians, carers or support people

  • NDIS plan managers, support coordinators or other authorised representatives

  • referral letters, care plans, medical summaries or other correspondence sent to our pearlnutrition.com.au email domain.

4. Why we collect personal information

We collect personal information so that we can provide safe, appropriate and personalised dietetic care. This includes:

  • assessing your health, nutrition and dietary needs

  • providing dietetic advice, treatment plans and ongoing care

  • communicating with you about appointments, services and clinical matters

  • liaising with other health professionals or support people involved in your care, where appropriate

  • preparing letters, reports, care plans and progress updates

  • managing referrals, bookings, billing, payments, rebates and administrative tasks

  • meeting our legal, professional, insurance and record-keeping obligations

  • improving the quality and safety of our services.

If you do not provide certain information, Pearl Nutrition may not be able to provide services to you, or the services we provide may be limited.

5. How we use and disclose personal information

Pearl Nutrition will use and disclose personal information for the primary purpose for which it was collected, which is usually to provide dietetic and nutrition services.

We may use or disclose your personal information to:

  • provide clinical care and nutrition services

  • communicate with you and manage appointments

  • send appointment reminders, forms, invoices, receipts and administrative updates

  • communicate with your referring practitioner or other health professionals involved in your care

  • prepare clinical letters, reports, treatment plans or progress updates

  • process payments, rebates, NDIS claims or invoices

  • comply with legal, regulatory, professional, insurance or audit requirements

  • respond to serious risks to health or safety, where required or permitted by law

  • manage complaints, disputes or quality improvement processes.

We may send you service-related communications, such as appointment reminders, forms, invoices and information relevant to your care. We may also send occasional updates about Pearl Nutrition services or resources. You may opt out of non-essential marketing communications at any time.

6. Sharing information with other health professionals and support people

With your consent, or where otherwise permitted by law, Pearl Nutrition may share relevant information with other people involved in your care. This may include your GP, specialist, psychologist, physiotherapist, midwife, obstetrician, fertility specialist, paediatrician, allied health provider, parent, guardian, carer, support coordinator or plan manager. We only share information that is reasonably necessary for the purpose of providing coordinated care, managing funding or meeting professional and legal obligations. For children and young people, information may be collected from and shared with a parent, guardian or authorised representative where appropriate and lawful.

7. Practice management software, email and AI-assisted documentation

Pearl Nutrition uses secure practice management and administrative systems to manage client records, appointments, correspondence, forms, billing and clinical documentation. This includes the use of Splose practice management software, which may be used for:

  • client records and clinical notes

  • appointment bookings and reminders

  • intake and consent forms

  • correspondence, letters and reports

  • invoices, payments and funding administration

  • secure storage of relevant documents

  • AI-assisted administrative and documentation features, where enabled.

Pearl Nutrition may use Splose AI or similar AI-assisted tools to support administrative and clinical documentation tasks, such as summarising information, drafting correspondence or assisting with report preparation. These tools are used to support clinician efficiency and documentation quality.

AI-assisted outputs are reviewed by a Pearl Nutrition clinician before being relied upon or sent. AI-assisted tools are not used as a replacement for professional clinical judgement, diagnosis or individualised dietetic care.

Referrals and clinical correspondence may also be received and stored through Pearl Nutrition’s business email domain, including email addresses ending in @pearlnutrition.com.au. Where referrals are received by email, they may be saved into your client record.

8. Storage and security of personal information

Pearl Nutrition may hold personal information in electronic records, practice management software, secure business email, cloud-based systems, payment systems and, where required, limited paper records. We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps may include:

  • password-protected systems

  • access controls for staff and clinicians

  • secure practice management software

  • secure business email systems

  • staff and contractor confidentiality obligations

  • secure handling of clinical records and documents

  • limiting access to personal information to those who need it for their role.

While Pearl Nutrition takes reasonable steps to protect personal information, no method of electronic transmission or storage is completely secure. If you send information to us by email or SMS, you acknowledge that these communication methods may carry some risk.

9. Overseas disclosure

Pearl Nutrition primarily provides services in Australia and aims to use systems and service providers that maintain appropriate privacy and security safeguards. Some third-party software, cloud, email, payment, website, analytics or practice management providers may store, process or access information using infrastructure or support services located outside Australia. Where this occurs, Pearl Nutrition will take reasonable steps to ensure that personal information is handled in accordance with Australian privacy requirements. Where practical, Pearl Nutrition will review the privacy and security practices of service providers that handle personal or health information. The countries involved may vary depending on the provider and their infrastructure, support and subcontractor arrangements.

10. Website, cookies and analytics

When you visit the Pearl Nutrition website, certain information may be collected automatically, such as browser type, device information, pages visited, referring website and general website usage data. This information is generally used to understand website performance and improve the user experience.

Pearl Nutrition may use cookies and similar technologies on its website. Cookies are small files that help websites function, remember preferences, analyse website traffic and, where relevant, support advertising or remarketing activities. You can adjust your browser settings to refuse cookies, although this may affect website functionality.

The Pearl Nutrition website may contain links to third-party websites. Pearl Nutrition is not responsible for the privacy practices, security or content of third-party websites.

11. Accessing and correcting your personal information

You may request access to the personal information Pearl Nutrition holds about you. You may also ask us to correct information if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading.

Requests can be made by contacting: paige@pearlnutrition.com.au

We may need to verify your identity before providing access or making corrections. We will respond to requests within a reasonable timeframe.

There is no fee to request access or correction. In some circumstances, a reasonable administrative fee may apply for providing copies of records, where permitted by law. Pearl Nutrition may refuse access in certain circumstances allowed under the Privacy Act, such as where providing access would unreasonably impact another person’s privacy or where access would be unlawful. If access is refused, we will explain the reason where appropriate.

12. Retention of personal information

Pearl Nutrition retains personal information for as long as required for clinical, legal, insurance, professional and administrative purposes. When personal information is no longer required, and where we are legally permitted to do so, we will take reasonable steps to securely destroy or de-identify it.

13. Privacy complaints

If you have concerns about how Pearl Nutrition has handled your personal information, please contact us first so we can try to resolve the matter. Privacy complaints can be sent to: paige@pearlnutrition.com.au

Please include your name, contact details and a brief description of your concern. Pearl Nutrition will take privacy complaints seriously and will aim to respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

14. Data breaches

If Pearl Nutrition becomes aware of a suspected or actual data breach involving personal information, we will take steps to assess and contain the breach. Where required by law, we will notify affected individuals and the Office of the Australian Information Commissioner.

15. Changes to this Privacy Policy

Pearl Nutrition may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or information handling practices.

The most recent version will be available on our website or on request.

Last updated: June 2026