Privacy

Privacy Policy

Last updated: August 2026

Cadence Cosmetics ("we", "us", "our") respects your privacy and is committed to protecting your personal and health information. This policy explains what we collect, why, how we handle it, and the rights you have in respect of it. We handle information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including the additional obligations that apply to health information.

About us

Cadence Cosmetics is a boutique medical aesthetics clinic operating at 186 Glenferrie Road, Malvern VIC 3144. The clinic is operated by Cadence Cosmetics Pty Ltd (ABN 32 667 372 723).

Information we collect

We collect personal information that is reasonably necessary to provide you with our services. This includes:

Identity and contact information — name, email address, phone number, postal address.
Booking information — appointment times, service preferences, communication history, held within our booking system (Timely) and clinic records.
Health information — medical history, current medications, allergies, previous cosmetic treatments, skin conditions, pregnancy or breastfeeding status, and any other information you share with us that is relevant to assessing whether a treatment is suitable for you. Health information is given additional protection under the Privacy Act.
Clinical records — consultation notes, treatment plans, consent forms, photographs taken where clinically useful, and follow-up records.
Payment information — payments are processed by our banking and booking providers (Commonwealth Bank merchant facilities and Timely Pay). We do not store full card details on our systems.
Website usage information — IP address, device and browser type, pages visited, referrer, and similar technical information collected via cookies and analytics tools (see Cookies & analytics).

How we collect it

We collect most information directly from you:

when you submit an enquiry or booking via our website;
when you call, email or attend our clinic;
at your consultation and during subsequent appointments;
through forms you complete (medical history, consent, aftercare).

We also collect limited technical information automatically when you use our website (see cookies below).

Why we collect it & how we use it

We use your information to:

assess whether a treatment is clinically suitable for you;
provide treatment safely and to professional standards;
manage bookings, reminders, follow-ups and aftercare;
respond to enquiries;
keep records as required by law and professional registration;
process payments;
improve our services and website;
where you have consented, send you periodic updates. You can unsubscribe at any time.

We do not use your information for direct marketing purposes unrelated to the services you have engaged us for, and we do not sell your information.

We share your information only as reasonably necessary. This may include:

Service providers — our booking system (Timely), website form backend, email and calendar providers, payment processor, and similar operational systems. These providers are bound to handle your information in accordance with their own privacy obligations.
Other health practitioners — only with your consent, for example if a referral or coordinated care is clinically appropriate.
Where required by law — for example, in response to a subpoena, court order, mandatory reporting obligation, or a regulator request.
To our insurers and legal advisors — where reasonably necessary for the management of a complaint, claim or dispute.

Photographs and before/after imagery

We may take photographs during your consultation or treatment where clinically useful. These images form part of your clinical record. Photographs are not used publicly (for example on our website or social media) without your separate, specific, written consent, which you can withdraw at any time.

Cookies & analytics

Our website uses a small number of cookies and third-party tools for functional and analytical purposes. These may include:

Functional — to remember preferences such as whether a welcome popup has been dismissed.
Analytics — Google Analytics and Vercel Analytics, used to understand how visitors use the site so we can improve it. Analytics data is generally aggregated.
Embedded content — our booking page loads the Timely booking widget, which may set its own cookies subject to Timely's privacy policy.

You can generally control or disable cookies through your browser settings. Doing so may affect the functionality of some parts of the site.

Storage and security

We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification or disclosure. This includes physical security at the clinic, access controls on our digital systems, use of reputable service providers, and staff awareness of privacy obligations. No system is perfectly secure — if we become aware of an eligible data breach, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

Overseas disclosure

Some of our service providers (for example, cloud-based software) may store or process information on servers located outside Australia — primarily the United States (website hosting, enquiry forms and analytics) and New Zealand (our booking system, Timely). We take reasonable steps to ensure that any overseas recipient handles your information consistently with the APPs.

How long we keep it

We keep health information for the periods required by law and our professional obligations. In Victoria, health records must generally be kept for at least 7 years from the last contact (or, for a minor, until the person turns 25 — whichever is later). Other information is kept only as long as reasonably necessary and is then securely destroyed or de-identified.

Accessing and correcting your information

You have the right to request access to the personal information we hold about you, and to ask us to correct it if it is inaccurate, out of date or incomplete. To make a request, please contact us using the details below. In some limited cases we may need to decline a request — if so, we will explain why in writing.

Complaints

If you are concerned about how we have handled your personal information, please contact us first using the details below so we can try to resolve it. If you are not satisfied with our response, you can make a complaint to the Office of the Australian Information Commissioner at www.oaic.gov.au.

Updates to this policy

We may update this policy from time to time. The "last updated" date at the top of this page indicates when it was last revised. Material changes will be reflected on this page.

Contact us

Cadence Cosmetics
186 Glenferrie Road, Malvern VIC 3144
0432 682 978
Kristin@cadencecosmetics.com.au