Veritas Executive Health

Privacy Policy

Veritas Executive Health is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

1. INTRODUCTION

This document sets out the privacy policy of Mathen Medical Pty Ltd ABN 45 114 460 678 t/as Veritas Executive Health (referred to in this privacy policy as ‘we’, ‘us’, or ‘our’).

The Privacy Act 1988 (Cth) (Privacy Act) requires entities bound by the Australian Privacy Principles to have a privacy policy. We take our privacy obligations seriously and we’ve created this privacy policy to explain how we store, maintain, use and disclose personal information.

By providing personal information (including sensitive information) to us, you consent to our storage, maintenance, use and disclosing of personal information in accordance with this privacy policy.

We may change this privacy policy from time to time by posting an updated copy on our website and we encourage you to check our website regularly to ensure that you are aware of our most current privacy policy.

2. TYPES OF PERSONAL INFORMATION WE COLLECT

The personal information we collect may include the following:

(a) name, contact details and other identifying information, including your email address, telephone number, residential address, date of birth and age;

(b) information relating to your health and wellbeing, including health history, medical conditions, injuries, physical limitations, exercise history, fitness goals and other health information relevant to providing our services;

(c) information relating to your participation in our programs and services, including exercise assessments, exercise programs, progress updates, appointment information, communications with our practitioners and information recorded through platforms we use to deliver our services (such as the Everfit platform);

(d) payment information, including billing details and payment method information required to process fees for our services;

(e) information provided by you through forms, questionnaires, surveys, feedback or other communications with us;

(f) information relating to your interactions with our website and online platforms, including device information, IP address, browser information and website usage data; and

(g) any other information you provide to us, or that is reasonably necessary for us to provide our services and manage our relationship with you.

3. HOW PERSONAL INFORMATION IS COLLECTED

We will collect your personal information in a lawful and fair way. We will only collect your personal information where you have consented to it, or otherwise in accordance with the law.

How we collect information from you

We may collect personal information where you:

(a) enquire about or engage our services;

(b) complete registration forms, health questionnaires, consent forms or other documentation;

(d) communicate with us by email, telephone, SMS, online platforms or other methods of communication; or

(e) use or interact with platforms we use to provide our services, including the Everfit platform.

How we collect information from third parties

Where possible, we collect your personal information directly from you. However, there may be occasions when we collect personal information (including sensitive information) about you from someone else, including:

(a) your treating medical practitioners or other healthcare providers, where you have authorised the disclosure or where otherwise permitted by law;

(b) individuals authorised to act on your behalf; or

How you provide information for someone else

If you are providing personal and/or sensitive information on behalf of someone else, you must have the consent of that person to provide their personal and/or sensitive information to us to be collected, used, and disclosed in accordance with this privacy policy

How we collect information from cookies

We may also collect personal information from you when you use or access our website or our social media pages. This may be done through use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your website usage. Cookies are small files that store information on your computer, mobile phone or other device and enable and allow the creator of the cookie to identify when you visit different websites. If you do not wish information to be stored as a cookie, you can disable cookies in your web browser.

We may use Google Analytics to collect and process data, including when you use third party websites or apps. To find out more see How Google uses data when you use our partners’ sites or apps.

4. USE OF YOUR PERSONAL INFORMATION

We may collect, hold, use and process your personal information for the following primary purposes:

(a) to provide services or information to you;

(b) for record keeping and administrative purposes including managing appointments and communicating with you about our services;

(c) to provide information about you to our contractors, employees, consultants, agents or other third parties for the purpose of providing services to you;

(d) administering payments, accounts and other business operations necessary to provide our services;

(e) communicating with you about changes to our services, appointments, updates, educational materials or other information relevant to your relationship with us;

(f) improving and evaluating our services, systems and client experience;

(g) managing risks, responding to concerns or incidents and ensuring the safety of our clients and practitioners;

(h) complying with our legal obligations, responding to lawful requests and enforcing our rights or agreements; and

(i) any other purpose for which you provide consent or which is otherwise permitted or required by applicable privacy laws.

We may also use your personal information for:

(j) secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use;

(k) such purposes where we reasonably believe that use of your personal information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;

(l) any other purpose for which we receive consent from you; or

(m) any other purpose which is permitted or required under applicable privacy laws.

5. HOW WE DISCLOSE YOUR PERSONAL INFORMATION

We respect your privacy, and we will take reasonable steps to keep your personal information confidential and protected. We may disclose your personal information to:

(a) our employees, contractors, exercise physiologists, health practitioners and service providers involved in providing our services to you;

(b) your treating medical practitioners or other healthcare providers where you have provided consent or where disclosure is otherwise permitted by law;

(c) technology and service providers that assist us in operating our business and delivering our services, including practice management systems, exercise platforms, payment providers, cloud storage providers and IT service providers;

(d) our professional advisers, including legal, accounting and compliance advisers; and

(e) any other person or entity where you have provided consent or where disclosure is otherwise authorised or required by law.

We may engage third party service providers to assist us in providing our services and managing your personal information. These providers may have access to your personal information to the extent reasonably necessary to perform services on our behalf. We expect our service providers to maintain appropriate safeguards for the protection of personal information and to use personal information only for the purposes for which they have been engaged.

We will not otherwise disclose your personal information unless:

(f) you have consented to us disclosing your personal information for particular circumstances;

(g) as needed in an emergency or in investigation suspected criminal activity;

(h) we are required to disclose under a subpoena, court order or other mandatory reporting requirements;

(i) we reasonably believe that disclosure of your information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;

(j) it is reasonably necessary for the establishment, exercise or defence of a legal claim; or

(k) it is otherwise authorised or required by law.

6. STORAGE OF YOUR PERSONAL INFORMATION

We take reasonable steps to protect the personal information we hold from misuse, interference, loss and unauthorised access, modification or disclosure.

We may store personal information electronically using cloud-based systems and service providers. Some of these providers may store information, or provide support services involving access to information, outside Australia. This may include providers we use to operate our website, manage client information, deliver our services, process payments and provide online platforms such as Everfit.

We also may use Google Analytics to track web traffic information which is operated by Google which stores information across multiple countries.

When you communicate with us through a social media service such as Facebook or LinkedIn, the social media provider and its partners may collect and hold your personal information overseas.

7. SENSITIVE INFORMATION

Collection of sensitive information

As part of providing our services, we may need to collect sensitive information about you, including health information. We will only collect sensitive information where permitted by applicable privacy laws and, where required, with your consent.

We may collect sensitive information directly from you or, where authorised or permitted by law, from your treating medical practitioner, other healthcare provider or another person acting on your behalf.

Types of sensitive information we collect

The sensitive information we collect may include the following:

(a) information about your health, medical history, medical conditions, injuries, physical limitations, exercise history, treatment and health goals;

(b) information provided by your treating medical practitioner or other healthcare provider, including referrals and relevant health reports;

(d) information relating to your participation in our exercise physiology and preventative health services, including assessments, exercise programs, progress and responses to exercise; and

(e) any other sensitive information provided by you or a third party to us via our website or platforms, or otherwise provided by you or a third party to us.

How we use your sensitive information

We may collect, hold, use and disclose your sensitive information for purposes reasonably necessary to:

(a) provide and manage our services;

(b) assess your health and exercise requirements and develop and monitor your exercise program;

(d) manage your client records, appointments and related administration;

(e) complying with our legal obligations, resolving disputes or enforcing our agreements with you; or

(f) any other purpose which is permitted or required under applicable privacy laws.

How we disclose your sensitive information

We may disclose your sensitive information where reasonably necessary for the purposes described in this Privacy Policy, including to:

(a) our exercise physiologists, health practitioners, employees and contractors involved in providing services to you;

(b) your treating medical practitioner or other healthcare provider, where you have consented to the disclosure or disclosure is otherwise permitted by law;

(c) service providers who assist us in providing our services, including technology, cloud storage, practice management and exercise platform providers; or

(d) any other purpose which is permitted or required under applicable privacy laws.

How you can withdraw consent

If you wish to withdraw your consent to our collection, use or disclosure of your sensitive information, please contact us using the contact details set out below. We will deal with all such requests within a reasonable timeframe.

Please note that withdrawing consent may affect our ability to provide certain services to you where the collection, use or disclosure of the relevant information is necessary for us to provide those services or comply with our legal obligations. We will explain any relevant consequences to you where appropriate.

8. MARKETING

We may at times send you marketing communications which will be done in accordance with the Spam Act 2003 (Cth) (Spam Act).

If we do, we may use email, SMS, social media, phone or mail to send you direct marketing communications.

Where consent is needed, we will ask you for your consent before sending you marketing communications, except where you:

(a) have explicitly opted-in to receiving email marketing from us in the past; or

(b) were given the option to opt-out of email marketing when you initially signed up for one of our platforms and you did not do so.

You can, at any time, opt out of receiving marketing materials from us by using the opt-out facility provided (e.g., an unsubscribe link on emails we send you) or by contacting us via the details provided at the end of this privacy policy. We will implement such a request as soon as possible, however, cannot guarantee that such a response will be immediate.

9. DE-IDENTIFIED INFORMATION

The information we collect may have analytical, educational, or commercial value to us. Where we have de-identified the information we have collected, we reserve the right to process and distribute such information.

10. SECURITY

We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. Our information technology systems are password protected, and we use a range of administrative and technical measures to protect these systems. However, we cannot guarantee the security of your personal information.

11. LINKS

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.

12. REQUESTING ACCESS OR CORRECTING YOUR PERSONAL INFORMATION

If you wish to request access to the personal information we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.

If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

13. COMPLAINTS

If you wish to complain about how we handle your personal information held by us, please contact us using the details set out below including your name and contact details. We will investigate your complaint promptly and respond to you within a reasonable timeframe.

14. CONTACT US

For further information about our privacy policy or practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

Email: office@veritasexecutivehealth.com.au

Our privacy policy was last updated on 10 August 2026.