⸻ LEGAL

Collection Notice

Last updated: February 2026

1.     EMPOVA COLLECTION NOTICE (Visual Ascent Pty Ltd)

This Collection Notice sets out how and why Empova (a trading name of Visual Ascent Pty Ltd ACN 664 350 707) (referred to in this Collection Notice as ‘Empova’, ‘we’, ‘us’ or ‘our’) collects, holds, uses and discloses personal information in Australia.

This Collection Notice applies when you contact us, use our website, book an appointment, complete intake forms, attend a consultation (in person or via telehealth), participate in strength/physical activity support, or otherwise interact with Empova.

In this Collection Notice, ‘you’ refers to any individual about whom we collect personal information in Australia.

This Collection Notice should be read together with our Empova Privacy Policy, which contains more detail about how we manage personal information (including health information), overseas disclosures, and how you can access or correct your information or make a complaint.

2.     What is personal information?

In Australia, ‘personal information’ is any information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Some personal information is ‘sensitive information’ under the Privacy Act 1988 (Cth), including health information. Because Empova provides allied health services, we may collect health information where necessary to provide safe, appropriate, and tailored care.

3.     How and why we collect personal information

Empova collects personal information to provide allied health services (including dietetic services and behaviour change support delivered within dietetic scope), manage appointments and client administration, communicate with you, and meet our professional and legal obligations.

We also provide strength and physical activity support delivered by qualified personal trainers, and may coordinate with Accredited Exercise Physiologists (AEPs) or other providers where appropriate.

3.1.   What we typically collect

Depending on how you interact with us, we may collect:

• Identity and contact details: name, date of birth, preferred name, email address, phone number, address, emergency contact details.

• Booking and service administration details: appointment details, attendance history, communications with us (including emails/SMS), and preferences relevant to service delivery.

• Health information (where relevant): information you provide in intake forms or consultations such as health history, symptoms relevant to nutrition and physical activity, allergies/intolerances, dietary patterns, relevant measurements (e.g., weight/height where provided), medications and supplements as disclosed by you (recorded for context and safety), and goals relating to nutrition, activity, and health.

• Safety screening information: information relevant to determining whether allied health care and/or physical activity support is safe and appropriate (e.g., injury status, red flag symptoms, eating disorder history where disclosed).

• Care team information (optional): details of your GP and other treating providers, referral details, and correspondence we send to or receive from your nominated healthcare providers where you have consented or where permitted by law.

• Strength and physical activity support information (where relevant): general exercise/training background, physical limitations, and program-related notes needed to deliver safe, general strength and physical activity support (not rehabilitation or injury diagnosis).

• Payments and transaction records: invoices, receipts, and payment status. We do not typically store full credit card details; payments are processed via third-party payment providers.

• Website and technical data: IP address, device/browser information, cookies and analytics data, pages visited, and interactions with our website.

• Marketing preferences: whether you have opted in/out of marketing and your communication preferences.

• Voluntary third-party app/device information (optional): information you choose to share from third-party apps or devices (e.g., nutrition/activity trackers or wearables). Empova does not require, manage, or continuously monitor external tracking platforms. If you choose to share screenshots/exports, they may be added to your clinical record.

3.2.   How we collect personal information

We collect personal information when you use our services or interact with us, either electronically (e.g., via websites (including cookies), apps, social media, chats, telephone, emails and/or SMS) or by phone or in person. We may also collect personal information from third parties where you have provided consent or where permitted by law.

We may collect personal information:

• directly from you (e.g., enquiries, bookings, in writing, intake forms, consultations, emails/SMS, phone calls);

• through our practice management and clinical record systems (e.g., Cliniko) used for bookings, communications, clinical notes, and practice administration;

• from third parties where you have provided consent or where permitted by law (e.g., your GP or another provider who refers you or provides relevant correspondence); and

• through our website and related technologies (e.g., cookies and analytics tools).

3.3.   How we use personal information

Clinical and service delivery

  • to provide allied health services, including dietetic care and behaviour change support delivered within dietetic scope;

  • to assess whether services are suitable for you and to support safe, appropriate care (including safety screening and escalation where needed);

  • to deliver strength and physical activity support (general in nature) by qualified personal trainers, and to refer or recommend referral to a GP, AEP or other provider where appropriate for clinical complexity or safety;

  • to create and maintain clinical and practice records (including consultation notes and care plans);

  • to coordinate care with your nominated healthcare providers (e.g., your GP or specialist) where you have provided consent or where permitted by law;

  • to contact you about appointments, changes, service messages, and reminders (including via email/SMS);

  • to process payments, issue invoices/receipts, and administer accounts;

  • to respond to enquiries, feedback, or complaints and manage our relationship with you.

Operations, governance, and legal compliance

  • to operate and improve our clinic, including quality assurance, incident management, training/supervision, and service development;

  • to maintain security, prevent fraud, and protect our systems and users;

  • to comply with legal, regulatory, professional, and insurance obligations.

Marketing and communications

  • to send marketing communications and educational content where permitted by law (including the Spam Act 2003 (Cth)) and subject to your right to opt out at any time;

  • to measure and improve the effectiveness of our marketing and communications (including via website analytics, cookies, and advertising/retargeting tools where used), and to provide information about our services that may be relevant to you.

Empova does not advertise or promote prescription-only medicines to the public. Any health information we provide online is general in nature and is not a substitute for medical advice.

Future retail products (if applicable)

If we offer retail products in future (e.g., merchandise or supplements), we may collect additional purchase and delivery information for that transaction.

If that occurs, additional terms (including Customer Terms & Conditions) may apply to those transactions.

4.     Are we required by law to collect your personal information?

We are not generally required by law to collect your personal information. However, in an allied health context, we may need certain information to provide services safely and appropriately, maintain adequate records, process payments, and meet professional, legal, and insurance obligations.

5.     Consequences if personal information is not collected

If you choose not to provide requested personal information (including relevant health information), we may not be able to:

• assess whether our services are suitable for you;

• provide care safely or effectively;

• maintain appropriate clinical records;

• communicate with you about appointments; or

• coordinate with your nominated healthcare providers where requested/consented.

6.     Sharing personal information

We may disclose personal information to third parties where necessary to operate our clinic and provide services, such as:

• practice management, booking, and clinical record systems (e.g., Cliniko);

• IT, cloud hosting, and cybersecurity providers;

• payment processors and accounting/invoicing providers;

• email/SMS communication providers used for appointment and service communications;

• professional advisers (lawyers, accountants, auditors) and insurers;

• your nominated healthcare providers (e.g., your GP, specialist, or allied health providers) where you have provided consent or where permitted by law; and

• government agencies, regulators, courts, or law enforcement where required or authorised by law.

We do not sell your personal information.

Some of our service providers may store or process information overseas (for example, cloud software providers). Where we disclose personal information overseas, we take reasonable steps, where required, to ensure it is handled in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles.

7.     Our Privacy Policy

More detail about how Empova manages personal information (including health information), overseas disclosures, access/correction requests, and complaints is set out in the Empova Privacy Policy.

8.     Contacting Us

You can contact the Privacy Officer by email at:

Privacy Officer - Empova (Visual Ascent Pty Ltd)

privacy@empova.com.au