MedixAds Privacy Policy

Last updated: September 2026

MedixAds respects your privacy and is committed to protecting the personal information you provide to us. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website or use our design and print services, in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988.

1. Who we are

MedixAds provides design and print services to medical and allied health businesses.

Our designated Privacy Officer is [insert name/title, e.g. Principal / Operations Manager].

For privacy enquiries, please contact us at:

Email: hello@medixads.com.au
Phone: 0499 023 798

2. Information we collect

We may collect personal and business information when you contact us, request a quote, submit a project enquiry, place an order or otherwise communicate with us.

This may include:

Name and job title
Practice or business name
Email address
Phone number
Business address
Billing and payment information
Information provided in project enquiries or forms
Branding, logos, photographs, text and other materials provided for design projects
Information you provide when communicating with us about a project

When you use our website, we may also collect information such as your IP address, browser type, device information and information about how you use the website.

We may also collect sensitive information (including health information) if it is inadvertently provided to us or where it is reasonably necessary to deliver our services and you consent to its collection. Sensitive information is collected only with consent or where permitted by law, and handled in accordance with additional protections under the APPs.

3. Information contained in project materials

Clients may provide MedixAds with information and materials required to complete a design or print project. This may include practice information, staff names and photographs, logos, images, marketing content and other business materials.

You are responsible for ensuring that you have the appropriate rights, permissions and consents to provide this material to MedixAds and to use it for the intended purpose, and for ensuring that any photographs or likenesses used have appropriate model releases.

Please do not provide patient names, medical records, health information, clinical photographs, referral content or other patient-identifying information through our website forms or project submissions unless this is specifically required, agreed in writing with MedixAds, and the patient has consented.

4. Handling sensitive health information if received

MedixAds does not generally require or seek patient-identifying information. If you inadvertently send such information to us, please notify us immediately.

Where sensitive health information or patient-identifying information is received without prior agreement:

MedixAds will not retain or use it for any purpose;
Where reasonably practicable, we will securely delete or de-identify the information, or return it to you; and
We will take reasonable steps to prevent further disclosure.

Where MedixAds has expressly agreed to receive and handle health information (for example, anonymised clinical imagery used in a project), we will handle that information in accordance with additional safeguards, including secure storage, restricted access and purpose limitation.

5. How we use your information

We may use personal information to:

Respond to enquiries and requests
Prepare quotes and proposals
Provide design and print services
Communicate with you about your project
Arrange printing and delivery
Process payments and issue invoices
Maintain business and accounting records
Improve our website, products and services
Send marketing communications where you have provided express or inferred consent in accordance with the Spam Act 2003
Meet our legal and regulatory obligations

We will only use personal information for purposes reasonably connected with our business activities or as otherwise permitted or required by law.

Sensitive information is used only for the purpose for which it was provided (or a directly related purpose), or where another exception under the APPs applies.

6. Sharing your information

We may share information with trusted third-party service providers where reasonably necessary to operate our business or provide our services.

These may include:

Website and hosting providers
Payment providers
Accounting and invoicing services
Email and communication platforms
Printing and production suppliers
Delivery and courier providers
Website analytics and advertising services

We only provide information that is reasonably necessary for the relevant service, and service providers are bound by confidentiality obligations appropriate to their role.

We do not sell your personal information.

7. Overseas service providers

Some third-party service providers we use may store or process information outside Australia, including in the United States and the European Union. These may include cloud hosting, email, analytics and marketing platforms.

Where overseas disclosure occurs, we take reasonable steps to ensure the overseas recipient handles the information in accordance with the APPs, including by:

Selecting reputable providers with appropriate privacy and security standards;
Considering contractual protections and international privacy frameworks (such as GDPR for EU-based providers); and
Assessing each overseas transfer on a risk-based basis.

Under APP 8, MedixAds remains accountable for ensuring overseas recipients do not breach the APPs.

8. Website cookies and analytics

Our website may use cookies and similar technologies to provide website functionality, understand how visitors use our website and improve our services.

We may use analytics or advertising services such as Google Analytics or Google Ads. These services may collect information about website visits and interactions in accordance with their own privacy policies.

You can adjust cookie settings through your browser. Disabling cookies may affect some website functionality.

9. How we protect your information

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure, in accordance with APP 11.

These steps include:

Encryption of data in transit and at rest where reasonably practicable
Access controls limiting information to personnel and service providers who reasonably need it for business or service purposes
Staff training on privacy and confidentiality
Regular review of our security practices and provider arrangements
Record-keeping and monitoring of access to project files
Physical and digital security safeguards appropriate to the sensitivity of the information

However, no method of storing or transmitting information online can be guaranteed to be completely secure.

10. Data breach response

If MedixAds becomes aware of a data breach involving personal information that is likely to result in serious harm, we will:

Take immediate steps to contain and assess the breach
Notify affected individuals and relevant authorities as required under the Notifiable Data Breaches (NDB) scheme administered by the Office of the Australian Information Commissioner (OAIC)
Review and improve our practices to prevent recurrence

Clients will be notified promptly where a breach reasonably affects information you have provided to us.

11. How long we keep information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide our services, maintain appropriate business records, or meet legal and accounting requirements.

Indicative retention periods include:

Financial and accounting records: 7 years (consistent with tax record-keeping requirements)
Project files and working materials: until the project is completed and the final deliverable delivered, unless otherwise agreed or required by law
Project materials provided by clients (photographs, logos, text): returned or securely deleted on completion of the project unless we have agreed to retain them
Email correspondence and enquiry records: as long as reasonably necessary for business continuity, then securely deleted
Website analytics and marketing: retained in accordance with the relevant platform's policies and applicable law

When information is no longer required, we take reasonable steps to securely delete or de-identify it where appropriate.

12. Accessing or correcting your information

You may contact us to request access to personal information we hold about you, or to ask us to correct information that is inaccurate, incomplete or out of date, in accordance with APPs 12 and 13.

We may need to verify your identity before providing access to or changing personal information. We may refuse access in limited circumstances permitted by law and will explain our reasons where we do so.

13. Marketing communications

We only send marketing communications where you have provided express consent, or where consent can reasonably be inferred from your conduct (for example, you are an existing client and the communication relates to a similar product or service).

We record how and when consent was obtained, and provide a clear and easy way to unsubscribe in every marketing communication.

You can unsubscribe at any time by using the unsubscribe option provided in the communication or by contacting us directly.

14. Cooperation with health professional regulatory obligations

We recognise that our clients are subject to professional, medico-legal and regulatory obligations, including state-based health records legislation and the Health Practitioner Regulation National Law. Where you are required to request destruction or return of information under such obligations, MedixAds will cooperate with reasonable requests promptly.

15. Privacy enquiries and complaints

If you have a question, concern or complaint about how we have handled your personal information, please contact our Privacy Officer:

Email: [insert email]
Phone: [insert phone]
Postal address: [insert physical address]

We will review and respond to your enquiry within a reasonable timeframe.

If you are not satisfied with our response, you may have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, services or applicable privacy requirements.

The current version will be published on our website with the date of the latest update.

17. Contact us

If you have any questions about this Privacy Policy or how MedixAds handles personal information, please contact:

MedixAds

Attn: Privacy Officer

Email: hello@medixads.com.au
Phone: 0499 023 798