Privacy Policy
Version: 2
Last updated: August 2026
About this policy
Melanie Lansdown Nutrition (ABN 14 113 359 959) respects your privacy and is committed to protecting your personal information, particularly your health information.
We are a nutrition practice. Because we are a health service provider, we are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles regardless of our size. The small business exemption in that Act does not apply to us.
Health records we hold in the Australian Capital Territory are also subject to the Health Records (Privacy and Access) Act 1997 (ACT), which sets its own privacy principles, access rights and retention requirements.
This policy explains what information we collect, why we collect it, who we share it with, where it is stored, how long we keep it, and how you can access or correct it.
It applies to our website at melanielansdown.com.au, our member portal at members.melanielansdown.com.au, our consultations and programs, and any other way you deal with us.
The information we collect
Personal information
your name, date of birth and gender;
your contact details, including email address, phone number and postal address;
your emergency contact, where you provide one;
your GP or other treating practitioners, where you tell us who they are.
Health information
Health information is sensitive information under the Privacy Act and attracts stronger protections. We collect it because we cannot practise safely without it. This may include:
your current and past medical history, diagnoses and symptoms;
medications, supplements, allergies and intolerances;
family and social history;
dietary intake, lifestyle, sleep, stress and exercise information;
menstrual and reproductive history, including perimenopausal and menopausal symptoms;
measurements you provide or that we take;
pathology and functional test results;
clinical notes, correspondence and reports arising from your care;
a transcription of your consultation and the clinical note generated from it, where you have consented to the use of our AI documentation tool — see 'Artificial intelligence' below.
Transaction information
what you have purchased, when, and the amount paid;
payment status and refunds. We do not collect or store your full card details — see 'Payments' below.
Program and website information
your enrolment, start date, and progress through program content;
questions you submit to group sessions, and your contributions to the member community;
responses to surveys and feedback forms;
your marketing preferences and whether you have subscribed or unsubscribed;
technical information when you visit our website, including browser type, device, pages viewed, time of access and referring site.
How we collect it
Wherever possible we collect information directly from you — through our intake and health questionnaire forms, during consultations, by email, and when you enrol or make a purchase.
Sometimes we collect information about you from others, and only where it is reasonable and practicable to do so:
from pathology and testing laboratories, where you have consented to testing;
from your GP or other treating practitioners, where you have consented to us contacting them;
from our booking, payment and course platforms, which pass us information about your bookings and purchases.
You can deal with us anonymously or under a pseudonym for general enquiries. You cannot do so for consultations or program participation, because we cannot provide those services safely without knowing who you are.
Why we collect, hold, use and disclose it
We use your information for the purpose you gave it to us, which is to provide nutrition services to you. Specifically:
to assess whether our services are appropriate and safe for you;
to provide consultations, programs and testing;
to keep accurate clinical records, as we are professionally required to do;
to communicate with you about your care, your bookings and your program;
to process payments and issue invoices;
to refer you to another practitioner, with your consent;
to respond to your questions, feedback or complaints;
to improve our services;
to meet our legal, professional and insurance obligations.
We will not use your information for a materially different purpose without telling you and, where the law requires it, obtaining your consent first.
Sensitive information
We collect health information only with your consent, or where the law requires or authorises it. We use it only for the purpose you provided it, for a directly related purpose you would reasonably expect, with your consent, or where required by law.
We do not use your health information for marketing, and we do not use your results, progress or feedback in our advertising.
Artificial intelligence
We use two tools that involve artificial intelligence. Both are described below. You can decline either, and declining will not affect your care.
Clinical notes — Halaxy AI Scribe
This tool helps produce clinical notes from consultations.
audio of your consultation is streamed live to produce a transcription and a draft clinical note;
the audio is not saved. Halaxy does not store recordings — only the transcription and the note are kept in your record;
this all happens inside Halaxy's Australian environment. Your information is not sent to any third party, and is not used to train the AI;
we review, correct and approve every note. The tool drafts; the clinical record remains ours;
we ask for your consent before using it, and record your answer;
you can decline, and you can change your mind at any time. We will simply write the note ourselves.
Pathology analysis — Lab Lens
Where you have had pathology testing, we may use Lab Lens to help interpret your results. Lab Lens Pty Ltd is an Australian company providing AI-assisted pathology analysis for nutrition and health practitioners.
Our practice utilises LabLens software as part of our services to assist with the interpretation and presentation of pathology information. Please note that LabLens is not used as a medical diagnostic tool and is not used as a substitute for professional clinical judgement. LabLens processes personal and sensitive health-related information in accordance with their Privacy Policy, available at lablens.com.au.
How we protect your privacy when we use it
we remove your name and full date of birth from your pathology report before it is uploaded, and replace them with an internal reference number. Only the month and year of birth and your sex remain, because reference ranges depend on them;
Lab Lens therefore does not receive your name and cannot identify you. Only we hold the reference number that links the report back to you;
Lab Lens has confirmed that the data extraction step runs on AI infrastructure hosted in Australia;
your information is not used to train any AI model;
the analysis is a starting point only. Every result is reviewed and interpreted by your practitioner, within the scope of nutrition practice, and is not a diagnosis;
we ask for your consent before using Lab Lens, and you can decline. Declining will not affect your care — your results will simply be interpreted without it.
Lab Lens handles information under its own privacy policy, available at lablens.com.au.
Who we share it with
We do not sell your information, and we do not share it for anyone else's marketing.
We disclose your information only:
to the service providers listed below, so they can help us run the practice;
to another practitioner, laboratory or health service, where you have consented;
to our professional association, insurer or lawyers, where necessary to respond to a complaint or claim;
where required or authorised by law;
where there is a serious and imminent threat to your life, health or safety, or to public health or safety.
Our service providers
| Provider | What it is used for | Where information is held |
|---|---|---|
| Halaxy | Clinical records, clinical notes, AI documentation tool | Australia |
| Ivorey | Contact details, bookings, course delivery, member community, email marketing. Built on GoHighLevel infrastructure. | Overseas, including the United States |
| Zoom | Video consultations. Not used for recording. | Overseas, including the United States |
| Square | Payment processing | Overseas, including the United States |
| Google Workspace | Email and document storage | Overseas, including the United States |
| Apple | Device and local file storage | Australia and overseas |
| Lab Lens | AI-assisted analysis of pathology results. Reports are de-identified before upload. | Australia |
| Vital.ly | Practitioner supplement dispensary. Account creation and orders. | Australia |
| Ariya | Supplement supply. Account creation and orders. | Australia |
| Interclinical Laboratories | Hair tissue mineral analysis (HTMA) | Australia |
| Microba | Gut microbiome testing. Samples processed in Queensland. | Australia |
| i-Screen | Pathology test ordering and results. Laboratories used vary by state. | Australia |
Supplement and testing suppliers
Where you have agreed to supplements or testing, we provide the supplier with the information they need to set up your account and fulfil your order. This is usually your name, date of birth, age and address.
We ask for your agreement before doing this, every time. You can decline, and you can purchase supplements elsewhere or through a retail outlet instead. Declining will not affect your care.
Suppliers handle your information under their own privacy policies, and we encourage you to read them.
Testing laboratories also receive your sample and the clinical information needed to process and report on it.
Information sent overseas
Some of our service providers store or process information outside Australia, including in the United States, as set out in the table above.
Before disclosing your information to an overseas recipient we take reasonable steps to ensure they handle it consistently with the Australian Privacy Principles. However, overseas providers are subject to the laws of the countries in which they operate, and those laws may differ from Australian privacy law.
Your clinical records are held in Australia.
Payments
Payments are processed by Square. We do not collect, see or store your full card number, expiry date or security code. Square handles that information under its own privacy policy and payment security standards.
We keep a record of what you purchased, when, and the amount, because we are required to for tax and accounting purposes.
Marketing
If you have consented, we may send you emails about our services, programs, articles and offers.
Your consent to marketing is separate from your agreement to our terms and from your care. You can decline marketing and still be a client, and you can unsubscribe at any time using the link in every email or by emailing us.
Emails about your bookings, your program access and your care are not marketing, and you will continue to receive those while you are a client.
We never use your health information to target marketing to you.
How we store and protect your information
We take reasonable steps to protect your information from misuse, interference, loss and unauthorised access, modification or disclosure. These include:
holding clinical records in dedicated practice management software rather than general-purpose tools;
password protection and multi-factor authentication on our accounts;
access limited to those who need it — currently the practitioner only;
device passwords, encryption and up-to-date security software;
choosing providers who maintain recognised security standards;
conducting consultations in a private setting where they cannot be overheard.
No system is completely secure. Email and the internet carry inherent risks, and while we take care, we cannot guarantee the security of information sent to us by those means. Please avoid sending detailed health information by email where a form or your portal is available.
How long we keep it
We keep your health records for at least
[7] years from your last appointment or contact with us, or until you turn 25 if you were under 18 when we last provided a service, whichever is later. This reflects our obligations under the Health Records (Privacy and Access) Act 1997 (ACT) and our professional record-keeping requirements.
Other information is kept only for as long as we need it for the purpose we collected it, or for as long as the law requires. Financial records are kept for at least five years for tax purposes.
When we no longer need information and are not required to keep it, we destroy it or de-identify it securely.
Accessing and correcting your information
You have the right to ask for a copy of the information we hold about you, and to ask us to correct anything that is inaccurate, out of date, incomplete or misleading.
To make a request, email us at [email protected]. We may ask you to put your request in writing and to confirm your identity before we release anything.
We will respond within 30 days.
There is no charge for making a request. We may charge a reasonable amount for the cost of providing a copy — for example, printing or postage for a large file — and we will tell you what it will be before we do the work.
In limited circumstances the law allows us to refuse access or correction. If that happens we will tell you why in writing, and how to complain about the decision.
Data breaches
If we become aware of a data breach involving your information, we will assess it promptly. Where the breach is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.
We maintain a written response plan setting out how we assess, contain, notify and review any breach.
Cookies and website analytics
Our website uses cookies — small files stored on your device — to make the site work, remember your preferences, and understand how the site is being used.
You can set your browser to refuse cookies or alert you when they are used. Some parts of the site may not work properly if you do.
Links to other websites
Our website and program materials sometimes link to other websites. We do not control those sites and are not responsible for how they handle your information. We encourage you to read their privacy policies before providing information to them.
Complaints
If you are concerned about how we have handled your information, please tell us. Email [email protected] with the details. We will acknowledge your complaint within 3 business days and aim to resolve it within 30 days.
If you are not satisfied with our response, you can contact:
the Office of the Australian Information Commissioner — oaic.gov.au or 1300 363 992;
the ACT Human Rights Commission, which handles health records complaints in the ACT — hrc.act.gov.au;
our professional association, the Australasian Association and Register of Practicing Nutritionists (AARPN).
Changes to this policy
We may update this policy from time to time. The current version is always published at melanielansdown.com.au/privacy-policy, with its version number and date at the top.
If we make a change that materially affects how we handle your information, we will tell you directly rather than relying on you noticing the update.
Contact us
Melanie Lansdown Nutrition
ABN 14 113 359 959
Email: [email protected]
Phone: 0435 270 735
Canberra, Australian Capital Territory
Holistic Nutrition for Women’s Health
Helping women reclaim their energy, balance their hormones, and take control of their health with a realistic, evidence-based approach to nutrition and well-being. No extreme diets. No quick fixes. Just sustainable, personalised solutions that fit your life.
Medical disclaimer
The information found on melanielansdown.com.au or any of its media platforms is intended for informational and educational purposes only. Any statements made on these platforms are not intended to diagnose, cure, treat or prevent any disease or illness. Please consult with your medical practitioner before making any changes to your current diet and lifestyle. Full Terms Here
Acknowledgement of country
I acknowledge the First Traditional Owners of Country throughout Australia and the Ngunnawal people, the First Peoples of Canberra where I live and work and recognise the continuing connection to lands, waters and communities. I pay my respect to Aboriginal & Torres Strait Islander cultures: and to Elders past and present.