This Privacy Policy sets out how AR Virtual Assistants ("we", "us", "our") manages and protects your personal information when you interact with our business and website, www.arvirtualassistants.com.

We are committed to providing quality services and safeguarding your privacy. This policy outlines our ongoing obligations to you in respect of how we collect, use, disclose, store, and protect your personal information.

Australian Privacy Principles

We comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure, and dispose of personal information.

A copy of the Australian Privacy Principles may be obtained from the Office of the Australian Information Commissioner at www.oaic.gov.au.

What is Personal Information and Why Do We Collect It?

Personal information is information or an opinion that identifies an individual.

Examples of personal information we may collect include:

• Names

• Addresses

• Email addresses

• Telephone numbers

This personal information is obtained in various ways, including:

• Client enquiries and onboarding

• Interviews and consultations

• Correspondence by telephone, email, or online forms

• Via our website www.arvirtualassistants.com

• From publicly available sources

• From cookies and analytics tools

• From third parties where authorised

We do not guarantee the privacy policies or practices of authorised third-party websites linked to our website.

We collect your personal information primarily to provide our services to you, communicate with clients, manage administrative and operational processes, and for marketing and business development purposes.

We may also use your personal information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from marketing communications at any time by contacting us in writing or using the unsubscribe option provided.

Where reasonable and practicable, we will explain why we are collecting your personal information and how we intend to use it at the time of collection.

Sensitive Information

Sensitive information is defined in the Privacy Act and includes information or opinions about an individual’s:

• Racial or ethnic origin

• Political opinions

• Religious or philosophical beliefs

• Membership of a professional or trade association

• Criminal record

• Health information

Sensitive information will only be used by us:

• For the primary purpose for which it was obtained

• For a secondary purpose directly related to the primary purpose

• With your consent, or

• Where required or authorised by law

Third Parties

Where reasonable and practicable, we will collect personal information directly from you. However, in some circumstances, we may receive information from third parties. In such cases, we will take reasonable steps to ensure you are aware of the information provided to us.

Disclosure of Personal Information

Your personal information may be disclosed in the following circumstances:

• To third parties where you consent to the use or disclosure

• Where required or authorised by law

• To service providers who assist us in operating our business (e.g. IT, accounting, secure cloud platforms, or administrative support), subject to strict confidentiality and data protection obligations

Where we support Allied Health professionals, we act as an administrative and operational service provider only and do not collect, use, or disclose personal information beyond the scope required to deliver agreed services.

Security of Personal Information

Your personal information is stored in a manner that reasonably protects it from misuse, loss, unauthorised access, modification, or disclosure. This includes the use of secure systems, password protection, limited access controls, and confidentiality agreements where applicable.

In the context of Allied Health services, we take additional care to ensure that:

• Client and patient information is accessed strictly on a need-to-know basis

• Information is handled only in accordance with instructions provided by the Allied Health practitioner or practice

• No clinical decisions are made by us, and no personal health information is used outside administrative or operational support

• Data is managed in line with the Privacy Act 1988 (Cth) and relevant health records legislation

When your personal information is no longer required for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify it. Some information may be retained in client files for a minimum period of 7 years, where required by law or for legitimate business purposes.

Access to Your Personal Information

You may request access to the personal information we hold about you and request corrections, subject to certain legal exceptions.

To request access, please contact us in writing. We will not charge a fee for making the request; however, an administrative fee may apply for providing copies of records.

For security purposes, we may require identification before releasing personal information.

Maintaining the Quality of Your Personal Information

We take reasonable steps to ensure that personal information we hold is accurate, complete, and up to date. If you believe that any information we hold about you is incorrect or outdated, please contact us so we can update our records.

Cookies and Website Analytics

Our website may use cookies and third-party analytics tools to improve user experience and analyse website traffic. You may choose to disable cookies through your browser settings, although this may affect website functionality.

Data Processing & Confidentiality Statement

This Data Processing and Confidentiality Statement applies where AR Virtual Assistants provides administrative, operational, or virtual assistant services to clients, including Allied Health professionals and practices.

Role and Scope

• AR Virtual Assistants acts as a data processor / service provider only and does not act as a data controller for client or patient information.

• We process personal and, where applicable, health information solely on the documented instructions of our clients and strictly for the purpose of delivering agreed services.

Confidentiality Obligations

• All information accessed or processed is treated as strictly confidential.

• We take reasonable steps to ensure that any subcontractors or team members engaged by us are bound by confidentiality and data protection obligations.

• Personal and health information is not disclosed to any third party unless authorised by the client or required by law.

Security Measures

• Reasonable technical and organisational safeguards are implemented to protect information from unauthorised access, misuse, loss, or disclosure.

• Access to information is limited to what is necessary to perform contracted services.

Health Information

• AR Virtual Assistants does not provide clinical services, make clinical decisions, or interpret health data.

• Any health or patient information accessed is used strictly for administrative and operational support purposes only.

Data Retention and Deletion

• Information is retained only for as long as necessary to fulfil contractual obligations or comply with legal requirements.

• Upon termination of services, data will be returned, securely deleted, or de-identified in accordance with client instructions and applicable laws.

Compliance

This statement is designed to align with the Privacy Act 1988 (Cth), Australian Privacy Principles, and relevant State and Territory health records legislation.

Policy Updates

This Privacy Policy may be updated from time to time. The latest version will always be available on our website.

Privacy Policy Complaints and Enquiries

If you have any questions, concerns, or complaints about this Privacy Policy or how your personal information is handled, please contact us:

AR Virtual Assistants
Via our website contact form or by email (details provided on our website).

We will respond to privacy enquiries and complaints within a reasonable timeframe.