Privacy Policy

Last updated: June 2026

About this policy

Rate My Clinic Pty Ltd trading as Rate My Clinic, ABN 45 667 476 904 (“Rate My Clinic”, “we”, “us” or “our”), respects your privacy and is committed to handling personal information responsibly and transparently.

This Privacy Policy explains how we collect, hold, use and disclose personal information when you:

visit or interact with our website;
complete an enquiry, assessment, survey, registration or application form;
participate in a consultation, coaching session, workshop or program;
engage us for clinic assessment, exit preparation, valuation guidance or sale support;
register as a buyer or express interest in a clinic acquisition opportunity; or
otherwise communicate or work with Rate My Clinic.

The personal information we collect

Depending on your relationship with us, we may collect:

your name, email address, telephone number and business contact details;
your job title, professional background and relationship to a clinic or organisation;
information about your clinic, including its location, disciplines, services, ownership, team structure and business operations;
financial and commercial information, including revenue, profitability, wages, pricing, valuation information, transaction preferences and acquisition criteria;
information included in assessments, application forms, buyer registrations, surveys and enquiries;
survey participant information, including client, patient, employee, partner and referrer names, contact details, ratings, written comments and feedback;
feedback provided by clinic owners, employees, clients, patients, business partners, referrers or other stakeholders;
records of meetings, consultations and communications, including notes, recordings or transcripts where applicable;
information about prospective business acquisitions or sales;
payment, invoicing and transaction information;
website usage, device, browser, IP address, cookie and analytics information; and
any other information you voluntarily provide to us.

As part of our clinic assessment services, we may collect identifiable information from clients, patients or other survey participants, such as names, email addresses, contact details, survey responses, ratings and feedback about their experience with a clinic.

We do not generally require clinical records, treatment notes, diagnoses, medical histories or detailed health information to provide our services. Clients should avoid providing clinical or medical information about patients unless it is genuinely necessary, lawful and expressly agreed with us.

Information obtained through employee, client, patient, partner or referrer surveys may include identifiable information and opinions about identifiable individuals, including clinic owners, employees, practitioners and the clinic itself. Clinic owners are responsible for ensuring they have an appropriate basis for providing participant details to us and for informing participants about the survey process.

To the extent survey responses or other information contain sensitive information, we handle that information in accordance with this Privacy Policy and applicable privacy laws.

How we collect personal information

We may collect personal information:

directly from you through forms, surveys, consultations, meetings, telephone calls and emails;
from your employees, clients, patients, partners, referrers, advisers or authorised representatives;
from publicly available sources, professional directories, websites and social media;
through referrals and introductions;
from prospective buyers, sellers and professional advisers involved in a proposed transaction;
through website analytics, cookies and similar technologies; and
from service providers that assist us to operate our business.

Where practicable, we collect personal information directly from the individual concerned.

Why we collect and use personal information

We may collect, hold, use and disclose personal information to:

respond to enquiries and communicate with you;
provide clinic assessments, coaching, exit-planning and advisory services;
analyse clinic performance, risks, value drivers and exit readiness;
collect and analyse stakeholder feedback;
prepare reports, presentations, valuations, recommendations and action plans;
conduct surveys and analyse client, patient, employee, partner and referrer feedback;
deliver Exit Mastery and other workshops, programs and resources;
prepare clinics for sale and provide the Seller’s Advocate service;
identify, qualify and communicate with potential buyers;
match registered buyers with potentially suitable acquisition opportunities;
manage confidentiality arrangements, buyer enquiries and sale processes;
administer contracts, payments, invoices and business records;
manage our client relationships and improve our services;
send relevant updates or marketing communications where permitted;
maintain, secure and improve our website and business systems;
comply with legal, regulatory, insurance and professional obligations; and
protect our rights and manage disputes, complaints or risks.

We aim to collect only information that is reasonably necessary for these purposes.

Use of artificial intelligence and digital tools

Rate My Clinic may use approved artificial intelligence and other digital tools to assist with the delivery and administration of our services.

These tools may be used to:

transcribe or summarise consultations and meetings;
organise meeting notes and identify agreed actions;
assist in analysing business, financial or survey information;
prepare initial drafts of reports, communications, plans and presentations;
support research, benchmarking and document review;
assist with administrative and workflow tasks; and
improve the consistency and efficiency of our services.

AI tools support our work but do not replace professional judgement. Material AI-generated outputs used in advice, reports or recommendations are reviewed by a person before being relied upon or provided to a client.

We do not use AI alone to make final decisions that significantly affect an individual, buyer, seller, employee, client, patient or clinic owner.

Where practicable, we minimise, remove or de-identify personal information before using AI-assisted tools. However, some identifiable information may be processed by approved AI-assisted or digital tools where this is reasonably necessary to deliver our services, such as meeting transcription, summarisation, survey analysis or report preparation.

Clients should not provide clinical records, treatment notes, diagnoses, medical histories or other detailed patient health information unless it is genuinely necessary, lawful and expressly agreed with us.

Where survey participant information is used with AI-assisted tools, we take reasonable steps to minimise, remove or de-identify personal information where practicable.

Some AI, transcription, videoconferencing and cloud-service providers may process information on infrastructure located outside Australia. Further information about overseas processing appears below.

Recording and transcription of consultations

We may use meeting platforms or AI-assisted tools to record, transcribe or summarise consultations, workshops and other meetings.

We will provide notice when a meeting is being recorded or transcribed. Where required or appropriate, we will seek consent before recording begins.

If you do not want a meeting recorded or transcribed, please tell us before or at the beginning of the meeting. Where reasonably practicable, we will use an alternative note-taking method.

Meeting recordings and transcripts may contain personal, commercial or confidential information. They are used for purposes such as preparing meeting notes, recording agreed actions, producing client deliverables, improving service continuity and maintaining appropriate business records.

Surveys and stakeholder feedback

Rate My Clinic may assist clinics to collect and analyse feedback from clients, patients, employees, partners, referrers and other stakeholders.

This feedback may be used to:

assess clinic performance;
understand client or patient experience;
identify business strengths, risks and improvement opportunities;
benchmark performance;
prepare reports and recommendations;
support clinic planning, leadership development and exit preparation; and
help clinic owners understand how their business is perceived by stakeholders.

Survey responses may contain identifiable comments about the clinic, clinic owners, employees, practitioners or other people. Survey participants should avoid including unnecessary personal, clinical or sensitive information in written comments.

Where survey feedback is provided to a clinic, we may present it in summarised, aggregated or selected-comment form. However, in some cases, written comments may contain information that could identify the respondent or another person.

Clinic owners are responsible for ensuring that survey participants are appropriately informed about the purpose of the survey and how the information may be used.

Disclosure of personal information

We may disclose personal information where reasonably necessary to:

our employees, contractors and authorised representatives;
technology, hosting, survey, transcription, videoconferencing, cloud-storage, CRM and AI-service providers;
accountants, lawyers, insurers, consultants and other professional advisers;
experts or presenters contributing to a program or engagement;
potential buyers, sellers or their advisers, where authorised and subject to appropriate confidentiality arrangements;
payment, accounting and administrative service providers;
government agencies, regulators, courts or law-enforcement bodies where required or authorised by law; and
another party where you have consented to the disclosure.

We do not sell personal information to third-party advertisers.

Information concerning a clinic sale or acquisition is shared progressively and only where we consider it appropriate having regard to the person’s role, level of interest, suitability and any applicable confidentiality arrangements.

Overseas processing and disclosure

Some of our technology and service providers may store or process information outside Australia, including in countries where their data centres, support teams or related companies are located.

These countries may include the United States, New Zealand, countries in the European Union, the United Kingdom and other jurisdictions used by our service providers.

Where reasonably practicable, we assess the privacy and security arrangements of providers and select appropriate business or enterprise settings. Overseas recipients may be subject to privacy laws that differ from Australian law.

Data security

We take reasonable administrative, technical and organisational steps to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure.

These measures may include:

access controls and authentication;
secure cloud and business systems;
password and account-management practices;
limiting access to people who require information for their work;
confidentiality obligations;
appropriate provider and software selection;
staff and contractor awareness; and
reviewing and deleting information that is no longer required.

No internet transmission, cloud platform or electronic storage system can be guaranteed to be completely secure.

Retention of information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to maintain appropriate business and transaction records, and to comply with legal, insurance, taxation and professional requirements.

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

Different retention periods may apply to client files, financial records, meeting recordings, transcripts, buyer registrations, survey data and transaction documents.

Access and correction

You may request access to personal information we hold about you or ask us to correct information that is inaccurate, incomplete, out of date or misleading.

Requests should be made using the contact details at the end of this policy.

We may need to verify your identity before responding. In some circumstances, access may be limited or refused where permitted by law. If this occurs, we will explain the reason where we are able to do so.

Direct marketing

We may send information about Rate My Clinic services, programs, resources, events or opportunities where you have consented or where otherwise permitted.

You may unsubscribe at any time by using the unsubscribe facility in the communication or contacting us.

Operational communications relating to an existing service, engagement, transaction or enquiry are not marketing communications.

Cookies and website analytics

Our website may use cookies, analytics and similar technologies to:

operate and secure the website;
understand how visitors use the website;
remember preferences;
measure website and campaign performance; and
improve website content and functionality.

You may be able to restrict cookies through your browser settings. Some website features may not operate properly if cookies are disabled.

Third-party website, analytics, social-media and embedded-content providers may collect information in accordance with their own privacy policies.

External links

Our website may contain links to external websites or services. Rate My Clinic is not responsible for the privacy practices, security or content of those external services.

Privacy concerns and complaints

If you have a question, concern or complaint about how we have handled your personal information, please contact us.

We will acknowledge and investigate privacy complaints within a reasonable period and aim to resolve them directly with you.

If you are not satisfied with our response and the Privacy Act applies, you may be entitled to contact the Office of the Australian Information Commissioner.

Changes to this policy

We may update this Privacy Policy when our services, technology, service providers or legal obligations change.

The current version will be published on our website and will show the date it was last updated.

Contact us

Privacy Officer
Rate My Clinic Pty Ltd trading as Rate My Clinic
ABN 45 667 476 904