Privacy Policy
Body Mind Heart Soul Integrative Healing ABN 30 475 160 745 | Sole practitioner: Olga Bokalova www.thebodymindheartsoul.com | hello@thebodymindheartsoul.com
Effective 1 November 2026 | Last updated November 2026
1. About This Policy
This Privacy Policy explains how Body Mind Heart Soul Integrative Healing collects, uses, stores, discloses and protects personal and health information. It applies to our website, bookings, consultations, workshops, speaking engagements, educational resources, and any other interaction you have with the business.
Body Mind Heart Soul Integrative Healing is operated by Olga Bokalova, a sole practitioner based in New South Wales, Australia.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and with the Health Records and Information Privacy Act 2002 (NSW) to the extent that it applies. Where other Australian laws impose additional obligations on health information, we comply with those as well.
We may update this policy from time to time. The current version, with its effective date, will always be published on the website. Material changes affecting information already held will be notified where required.
2. Information We Collect
Identity and contact information
Your name, date of birth, email address, telephone number, postal or residential address, and emergency contact details.
Health and sensitive information
Your health history, symptoms, diagnosed conditions, medication and supplements, allergies and adverse reactions, pathology and test results, lifestyle information, consultation notes, treatment plans, and other information relevant to the services you request.
Booking and payment information
Appointment details, invoicing and payment records, and payment-reference information. Where payment is made through a third-party provider, that provider handles your card details; we do not receive or store your complete card number.
Website and communications information
Information you submit through contact forms or emails, newsletter subscription details, and technical information such as your IP address, device and browser type, pages visited and approximate location.
We collect information about clients directly from you wherever practicable, including through Practice Better, intake and consent forms, consultations, email, or the website. With your written consent, we may also receive information from a GP, specialist, pathologist, laboratory or another practitioner involved in your care.
If you do not provide information we request, we may be unable to book your appointment, assess your circumstances, provide the service, or meet our legal and professional obligations.
3. Why We Collect and Use It
We collect and use your information to assess your circumstances and provide the services you have requested, prepare and communicate treatment plans, recommendations and resources, arrange pathology or functional testing, supplements and related orders where agreed, manage bookings, payments, invoicing and administrative records, respond to enquiries and communicate with you about your care, correspond with a GP or another practitioner where you have given written consent, comply with professional record-keeping, insurance, tax and legal obligations, send newsletters or updates you have subscribed to, and monitor and improve the website, services and client experience.
We do not use your health information for marketing, and we do not sell your information.
4. Health Information and Consent
The information you share in a consultation is sensitive and is treated as confidential. We rely on your informed consent to collect and use it for the purposes described above, and we will ask for your consent before corresponding with any other practitioner or ordering tests and products on your behalf.
You may withdraw consent at any time by contacting us, although withdrawal does not affect information already used or disclosed with your consent, or disclosures made where the law requires them. Withdrawal may also mean we can no longer provide some or all services safely.
5. Website, Cookies and Analytics
The website is hosted on Squarespace, and newsletter subscriptions are managed through Squarespace. The website uses cookies and similar technologies to operate the site, remember preferences, and understand how visitors use it. Some cookies are necessary for the site to function; others support statistics and performance measurement.
Analytics: we intend to use Google Analytics to understand website traffic and improve the site. Once active, it will collect information such as pages visited, time on site, approximate location and device type. This information is used in aggregate and is not used to identify you personally.
You can block or delete cookies through your browser settings and can use Google's available opt-out tools. Blocking cookies may affect how parts of the website work. Third-party providers such as Squarespace and Google may process information on servers located outside Australia, as described in sections 8 and 9 below.
6. Email and Marketing
If you subscribe to the newsletter, we will send you updates, resources and information about the business using the details you provide. Subscription requires you to confirm your email address.
Every marketing email includes an unsubscribe link, and you can also ask us to remove you by emailing hello@thebodymindheartsoul.com. Unsubscribing from marketing does not affect emails necessary for your care, bookings, invoices or records.
Please email us rather than sending sensitive information through social media. Social media platforms are not secure channels for health information, and we cannot control how they store or use your data.
7. Consultation Platforms and Records
Appointments are conducted online through Practice Better, which we also use for booking, intake and consent forms, video consultations, consultation notes, pathology records, treatment plans and payment processing. Practice Better and its payment infrastructure process and store information on their own systems and under their own security and privacy arrangements.
Records are retained on these systems and on password-protected devices, with access limited to the practitioner. Any paper records are stored securely.
8. Disclosure to Third Parties
We will not sell, rent or trade your information. We may disclose your information, on a need-to-know basis, to:
Practitioners involved in your care — your GP, specialist or another health practitioner, only with your written consent, unless disclosure is required or authorised by law;
Pathology and testing providers — such as i-screen and comparable Australian laboratories, where you consent to testing being arranged;
Supplement suppliers and dispensaries — such as vital.ly, practitioner-only clinical brands and comparable Australian providers, where you consent to an order or prescription being prepared;
Service providers that operate the business — including Squarespace (website and newsletter), Practice Better (practice management, bookings, payments and consultations), and our email provider. These providers access information only as needed to perform their function and are expected to protect it under their own terms and privacy policies;
Professional advisers — accountants, insurers or lawyers, where reasonably required; and
Authorities and others — where required or authorised by law, including in response to a lawful court order or subpoena, to comply with mandatory reporting obligations, to investigate unlawful activity or serious misconduct, or where we reasonably believe disclosure is necessary to prevent or lessen a serious threat to someone's life, health or safety.
We do not currently engage contractors, assistants or bookkeepers who have access to client information. If that changes, this policy will be updated, and any person with access will be bound by confidentiality and privacy obligations.
9. Overseas Storage and Processing
Some service providers used to operate this business, including Squarespace, Practice Better, Google Analytics (once active) and our email provider, may store or process information on servers located outside Australia. Those providers may not be subject to Australian privacy law.
Before engaging a provider that handles personal or health information, we take reasonable steps to satisfy ourselves that it maintains appropriate privacy and security practices, and we limit the information shared to what the service requires.
By using the website, subscribing, or purchasing a service, you acknowledge that your information may be transferred to and processed in other countries in the circumstances described above. Where required, we will disclose the specific countries involved.
10. Security
We take reasonable physical, technical and administrative steps to protect your information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include password protection, restricted access, secure platforms, and using providers with appropriate security standards.
No system is completely secure. Information transmitted by email or through the internet is sent at your own risk, and we cannot guarantee that unauthorised access will never occur. Where a data breach occurs, we will assess it and, if it is an eligible data breach, notify affected individuals and the Office of the Australian Information Commissioner as required by law.
11. Retention and Destruction
We retain client records for the period required by law, by professional obligations, by our insurer's requirements, and for the period reasonably necessary for the purposes described in this policy. When information is no longer required, it is securely destroyed or de-identified. If you are unsure how long a particular record will be kept, please contact us.
12. Access and Correction
You may request access to the personal and health information we hold about you. Requests should be made in writing to hello@thebodymindheartsoul.com.
We will respond within 30 days where practicable. In limited circumstances, access may be refused or limited, for example where providing access would create a serious threat to anyone's health or safety, or where the law requires refusal. If we refuse, we will explain the reason, subject to any legal limitation.
You may also ask us to correct information you believe is inaccurate, incomplete, out of date, irrelevant or misleading. If we agree, we will correct the record. If we do not agree, you may ask us to associate a statement of your disagreement with the record.
Depending on the request and the volume of information, a reasonable administration fee may apply to access requests. We will tell you about any fee in advance. You are responsible for keeping your contact details current so that we can reach you.
13. Anonymity and Privacy Questions
Where it is lawful and practicable, you may contact us anonymously or using a pseudonym, for example when making a general enquiry. Because of the nature of health services, it is generally not practicable to provide a consultation without identifying you. If you have a question about how your information is handled, please contact hello@thebodymindheartsoul.com.
14. Complaints
If you believe your privacy has been interfered with, please contact us at hello@thebodymindheartsoul.com and describe what happened. We will aim to acknowledge your complaint within five business days and respond within 30 days.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (oaic.gov.au, 1300 363 992), or the Information and Privacy Commission NSW (ipc.nsw.gov.au, 1800 472 679) for matters concerning NSW health records privacy. You may also contact a relevant professional association or another regulator with jurisdiction over the matter.
15. Contact
Body Mind Heart Soul Integrative Healing Olga Bokalova, sole practitioner ABN 30 475 160 745 Website: www.thebodymindheartsoul.com Privacy and general enquiries: hello@thebodymindheartsoul.com