Utopia Women's Somatic Massage and Wellness ("we", "us", "our") is committed to protecting your privacy and handling your personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Health Records Act 2001 (Vic). This policy explains how we collect, use, store, disclose and protect your information.

1. Information we collect

We collect personal and health information that is necessary to provide you with safe and appropriate somatic massage, float therapy and wellness services, including:

Identifying information: name, date of birth, address, phone and email.
Emergency contact details.
Health information: medical history, current conditions, medications, injuries, pregnancy status, allergies, mental health, and any information you disclose on our intake and consent forms.
Session notes and treatment records kept by your practitioner.
Appointment history, payment and transaction records (processed via Stripe).
Consent forms (massage and float tank) including your digital signature.
Communications you send us (email, WhatsApp, SMS, contact form).
Website usage data (pages visited, device/browser information) via standard analytics.

2. How we collect it

We collect information directly from you when you:

Book an appointment online, by phone, email or in person.
Complete a consent or intake form.
Purchase a gift card, package or membership.
Subscribe to our newsletter or contact us.
Visit our studio or our website.

3. Why we collect it

We use your information to:

Assess your suitability for treatment and provide safe, appropriate care.
Schedule, confirm, remind and manage your appointments.
Process payments and issue receipts.
Maintain accurate clinical records as required by law and professional standards.
Communicate with you about your bookings and, with your consent, send marketing emails.
Comply with our legal, insurance and regulatory obligations.
Improve our services and website.

4. Disclosure of your information

We do not sell your personal or health information. We may disclose your information to:

Our practitioners and authorised staff who need the information to provide your care.
Service providers who help us operate our business, including our booking platform (Base44), email provider (Resend), marketing platform (MailerLite), payment processor (Stripe), and accounting providers. These providers are bound by their own privacy obligations.
Your healthcare providers or emergency services where there is a serious threat to your life, health or safety, or the safety of another person.
Law enforcement, courts or regulators where required or authorised by law.
Our insurers and legal advisers where reasonably necessary.

Some of our service providers may store data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure your information is handled in a manner consistent with Australian privacy law.

5. Storage and security

Your information is stored in secure electronic systems protected by encryption, access controls and authentication. Physical consent forms, if any, are stored in locked premises. We retain health records for a minimum of seven (7) years from your last visit (or, if you were under 18 at the time of treatment, until you reach the age of 25), as required by Victorian health records legislation. After this period, records are securely destroyed or de-identified.

6. Accessing and correcting your information

You have the right to request access to the personal and health information we hold about you and to request corrections. To make a request, please email us at utopiawomenssomaticwellness@gmail.com. We will respond within a reasonable time and may charge a reasonable fee for providing access (for example, for the cost of producing copies). In limited circumstances we may refuse access as permitted by law — if so, we will explain why in writing.

7. Marketing communications

With your consent, we may send you information about our services, offers and events. You can unsubscribe at any time by clicking the "unsubscribe" link in any marketing email or by contacting us directly. Transactional communications (such as booking confirmations and reminders) will continue while you have active bookings with us.

8. Cookies and website analytics

Our website uses cookies and similar technologies to remember your preferences and understand how visitors use the site. You can disable cookies through your browser settings, but some features of the site may not function correctly as a result.

9. Children

Our services are provided to women aged 18 years and over. We do not knowingly collect information from anyone under 18 without parental or guardian consent.

10. Complaints

If you believe we have breached your privacy, please contact us in writing at utopiawomenssomaticwellness@gmail.com. We will acknowledge your complaint within 7 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) at oaic.gov.au, or the Health Complaints Commissioner Victoria at hcc.vic.gov.au.

11. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the "last updated" date shown at the top.

12. Contact us

Utopia Women's Somatic Massage and Wellness
The Starbowl Arcade, Shop 7/112 Fryers St, Shepparton Victoria 3630
Email: utopiawomenssomaticwellness@gmail.com