Privacy policy

Who is responsible for enquiry information?

This policy describes the current enquiry pathway in an Australian Privacy Principles-style format. It is not a statement that every legal or operational detail has been verified. Legal identification, overseas arrangements, retention and a site contact channel have not been confirmed. Read those gaps alongside the collection notice before deciding whether to provide your details.

Hair Doctor Match is an independent information and enquiry site, not a clinic. The clinic is responsible for explaining how it handles clinical information collected in its own system. Our policy covers the contact enquiry submitted here and its consent and routing record, not the medical record of a later appointment.

this site

No legal business identifier is stated on this site.

What information do we collect?

The form collects first name, Australian mobile number, email, state and postcode, confirmation that you are 18 or older, a general topic and preferred contact time. It also records whether you consent to sharing. Topic choices are broad contact categories, not a request for a clinical history. There is no symptom text box or photo upload.

The enquiry record includes consent version share-v1 and a consent timestamp, together with the site identifier, hair enquiry category, destination routing tag and landing page path. These values document the sharing context. The display-only suitability checklist is not submitted or stored. We do not request health history, test results or Medicare identifiers through this form.

Why is the information collected?

Contact details are collected so the partner clinic can contact you about an assessment enquiry. Your state and postcode help describe the contact context; they do not confirm service coverage. Preferred contact time is a preference rather than a booking. Adult confirmation and the sharing record document the conditions under which the form accepts an enquiry.

The record can also be used to administer the enquiry and respond to a request about the information we hold. Providing contact details is your choice. The sharing checkbox starts unticked and is required before submission, as is adult confirmation. Without those confirmations, the form will not accept the enquiry. There is no marketing consent checkbox.

Who may receive my enquiry?

With your consent, the enquiry is saved for the enquiry team and passed to the single partner clinic so its team can contact you. The team can explain consult arrangements; this is not a clinical assessment by the website. Related services connected to the clinic may receive details only if you later choose to use them. Ask the clinic to explain that separate sharing before deciding.

Interim routing is to a referral partner whose identity and arrangements still need to be confirmed. This is not a separate comparison or matching service with a confirmed panel of providers. Enquiry notifications may be sent to the enquiry team when email sending is configured; email setup is currently deferred. A notification failure does not remove an enquiry that has already been saved.

our referral partner clinic

Enquiries are handled by the referral partner team; ask the team to identify the receiving clinic before booking.

This site passes enquiries to one referral partner clinic, not a panel of providers. The commercial arrangements with the referral partner have not been confirmed. Ask the team to explain any relationship before deciding to book.

Do you sell my information or use advertising trackers?

No, we do not sell your information. Sharing with the referral partner is for responding to your enquiry and requires the consent described above. Commercial arrangements have not been confirmed. Ask the referral team to explain any relationship before deciding to book.

No analytics or advertising trackers are currently used on this site. We do not use the enquiry form to collect marketing preferences or clinical history. The site and hosting services still need to process requests to serve pages and handle submissions; this policy does not suggest that operating a website involves no technical processing.

Where is information stored or processed?

Enquiries are saved in private storage with no public access to enquiry records or direct visitor insertion. Access for handling submissions is controlled on the server. These safeguards describe the implemented enquiry pathway, not a claim that all risks are removed. Service providers may process information to operate storage, hosting or enquiry notifications.

The locations of relevant providers and any overseas processing have not yet been confirmed. The actual provider arrangements and any countries involved need to be clarified. We cannot state that all processing occurs in Australia. Ask for clarification through the contact channel once it is confirmed if location matters to your decision.

Provider locations and any overseas processing countries have not been confirmed. We cannot state that all processing occurs in Australia.

How long are enquiries kept?

A retention period has not yet been confirmed. The entity needs to specify how long enquiry details, consent records and any notification copies are kept, why they are retained and how disposal is managed. This page does not promise deletion after an invented number of days. A later clinic record is managed under the clinic’s own policy.

You can request information about retention or ask about deletion once the contact channel is confirmed. Any response should explain applicable record-keeping obligations and the arrangements for copies held by service providers or the referral partner. Changing your contact preference is not the same as confirming that every copy has been deleted.

A retention period for enquiries, consent records and notification copies has not been confirmed.

How can I access or correct my details?

You can ask the responsible entity for access to the enquiry information it holds and request correction of inaccurate details. There is not yet a confirmed site email channel for that request. Ask the referral team for the responsible organisation’s contact details; this site cannot state a working address. Do not send clinical history to the contact enquiry form as an access request.

The entity may need enough information to verify a request and locate the relevant record without collecting unnecessary extra details. If access or a correction cannot be provided, the response should explain the reason and available next steps. Requests about information in the clinic’s own system should also be directed to that clinic.

A site contact address has not been confirmed. For care enquiries, ask the clinic team for its contact details and complaints process.

How can I raise a privacy complaint or change sharing consent?

Raise a concern about this site’s handling of enquiry details with the responsible entity once the contact channel is confirmed. Explain the issue and the response you are seeking, without sending unnecessary health information. Ask the partner clinic separately about any information it holds and its own complaints process. The Office of the Australian Information Commissioner provides guidance about privacy complaints at oaic.gov.au.

You can ask to stop further contact or raise a question about sharing consent. A request cannot undo information already shared, and the entity should explain what can be changed and any applicable retention obligations. Consent version share-v1 and its timestamp are retained with the enquiry to record the submission context. This policy will need updating when provisional identity and processing details are confirmed.