Cancellation & Rescheduling Policy

At Elements Clinical Nutrition, we understand schedules can change and unforeseen circumstances can arise. To ensure we can accommodate all of our valued clients, we kindly request adherence to our cancellation and rescheduling policy.

Purpose: This policy outlines the rules for cancelling or rescheduling appointments and the consequences for non-compliance.

1. Scheduling:

Consultations are conducted via Zoom, and you will receive an email with the meeting link upon booking.

2. Rescheduling & Cancellation Notice:

Clients must notify us of cancellations or appointment changes at least 48 hours in advance. Failure to reschedule within this timeframe means you must attend the originally scheduled time.

Clients can cancel or reschedule appointments through the booking portal (Simple Clinic), by notifying Elements Clinical Nutrition via the contact form or via hello.elements@pm.me.

3. Late Cancellations:

Cancellations made within 48 hours of the appointment time will incur a 50% charge of the scheduled service cost.

This fee compensates our team for the time that was set aside specifically for you.

4. No-shows:

If you fail to attend your consultation at the scheduled time, no refunds will be offered.

It is the client’s responsibility to ensure all booking details, including time, date, time zone, and email address, are entered correctly. Failure to do so may result in a missed appointment without eligibility for a refund.

Repeat no-shows may lead to an inability to book future appointments.

5. Late Arrivals:

We understand delays can happen. However, clients arriving more than 15 minutes late may be asked to reschedule. We may decide to treat late arrivals as a late cancellation and apply the applicable fee. This ensures we can provide the best service to you and our other clients.

6. Exceptions:

We recognise emergencies and special circumstances can occur. Exceptions to our policy are made on a case-by-case basis at the discretion of Elements Clinical Nutrition management.

7. Refunds:

Cancellation fees and deposits are non-refundable except in the case of cancellations initiated by Elements Clinical Nutrition (or qualifying exceptions as determined by management). Any refunds will be processed in the same method as the original payment.

Terms and Conditions

1. Not a Substitute for Medical Advice:

The information provided by Elements Clinical Nutrition does not replace professional medical advice, diagnosis, or treatment. Clients must consult a qualified healthcare provider before making any significant health-related decisions.

2. Personal Responsibility:

Clients acknowledge they are solely responsible for their health and well-being. Information provided through Elements Clinical Nutrition's services should be used at their own discretion and risk.

3. Liability Waiver:

Elements Clinical Nutrition is not liable for any adverse health effects, unwanted pregnancy, or other consequences resulting from the use of the information provided. All information is used at the client’s own risk.

4. New Client Intake Forms:

During the booking process you will be prompted to fill out our Initial Registration Form and Pre-Assessment Questionnaire. These forms must be completed and signed before your appointment. If the forms are incomplete on the day of your consultation, you will need to fill them out beforehand, which will reduce your consultation time, as extensions cannot be provided. Failure to complete and submit the forms will result in the cancellation of your appointment, and the full consultation fee will apply. Additionally, you may be asked to provide copies of recent pathology or other test results ahead of your appointment to allow adequate time for review.

5. Fertility Awareness:

Fertility awareness guidance is intended to educate clients on menstrual cycles and reproductive health. Fertility awareness methods are not guaranteed to prevent pregnancy, and clients are encouraged to consult medical professionals for contraception options.

6. Confidentiality:

Elements Clinical Nutrition respects client confidentiality. Personal information will not be shared without explicit consent. However, clients should be mindful of the potential risks of digital communication when sharing sensitive details.

7. Delivery & Refunds:

Tracking numbers will be provided for all packages, but Elements Clinical Nutrition cannot be held liable for postal service errors.

8. Digital Products & Refunds:

Refunds are not provided for digital products, including but not limited to downloadable guides, e-books, online courses, or educational materials. By purchasing, clients acknowledge that all digital product sales are final.

9. Postage, Returns, & Refunds:

Elements Clinical Nutrition uses Australia Post unless specified otherwise. A tracking number will be provided, but Elements Clinical Nutrition is not responsible for postal issues.

Returns & refunds are not offered unless special circumstances are discussed & agreed upon.

10. Modification of Terms:

Elements Clinical Nutrition reserves the right to modify these terms & conditions at any time. Clients will be notified of changes, and continued use of services indicates acceptance of the updated terms.

If you have any questions or concerns about these terms, please contact Elements Clinical Nutrition before proceeding with any services.

11. Minors (Under 18yrs):

At Elements Clinical Nutrition, a consenting parent or guardian must always be present during consultations for clients under 18. Bookings for minors must be made by a parent or guardian using the minor’s details, with all necessary forms signed by the parent or guardian. If a minor attends a consultation without a consenting parent or guardian present, the appointment will be canceled, and the full consultation fee will apply.

Privacy Policy

Elements Clinical Nutrition is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://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 collect includes names, addresses, email addresses, phone and facsimile numbers.

This Personal Information is obtained in many ways including interviews, correspondence, by telephone and facsimile, by email, via our website www.elementsclinicalnutrition.com, from your website, from media and publications, from other publicly available sources, from cookies and from third parties. We don’t guarantee website links or policy of authorised third parties.

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. 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 our mailing/marketing lists at any time by contacting us in writing.

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Sensitive Information

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained

• For a secondary purpose that is directly related to the primary purpose

• With your consent; or where required or authorised by law.

Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following:

• Third parties where you consent to the use or disclosure; and

• Where required or authorised by law.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

Elements Clinical Nutrition will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.

In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the Quality of your Personal Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

Policy Updates

These Policies may change from time to time and is available on our website.

Policy Acknowledgement

By scheduling your appointment with Elements Clinical Nutrition, you confirm your awareness of the policy and its contents. You are responsible for understanding this document and its application at our clinic.

Privacy Policy Complaints and Enquiries

If you have any queries or complaints about our Privacy Policy please reach out to Elements Clinical Nutrition via the contact form or via hello.elements@pm.me.

We appreciate your understanding and cooperation.

Thank you for choosing Elements Clinical Nutrition.