Privacy Policy

1. Who We Are

The Trustee for The CJ Trust (ABN 70 402 027 298), trading as Medical Marketing Group ("we", "us", "our"), operates this website and provides Medical Marketing Group services. This policy explains how we collect, hold, use and disclose personal information.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us.

2. Information We Collect

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, business address, and practice name
• Professional Information: Practice type, profession, your role, Ahpra registration details (where relevant), business size, and details about your current marketing, such as whether you advertise on Google, whether an agency manages it and your approximate advertising budget
• Communication Information: Correspondence, enquiries, feedback, and survey responses
• Booking Information: Selected appointment time, time zone, meeting method, business details and information you provide about what you would like to discuss
• Technical Information: IP address, browser type, device information, pages visited, referring and landing pages, cookies, advertising identifiers, campaign attribution parameters, and browser, device and interaction signals used to detect spam and automated (bot) submissions
• Marketing Preferences: Your preferences for receiving marketing communications and newsletters
• Service Information: Information related to the marketing services we provide to you, including campaign data, analytics, and performance metrics
• Advertising Account Information: Where you give us access to your Google Ads or other advertising accounts, for example for a free audit, the account settings, campaign, keyword, search term, conversion and performance data we review. We ask for read-only access where it is available, and we do not need patient information to review an account

Please do not send patient health information or another person's personal information through a website form unless you are authorised to do so and it is necessary for your enquiry.

3. How We Collect Information

We collect personal information through:

• Contact forms and enquiry submissions on our website
• Email and telephone communications
• Service agreements and contracts
• Newsletter subscriptions
• Resource downloads and lead capture forms
• Cookies and similar tracking technologies
• Spam and bot detection technology on our website
• Call tracking, when you phone a number shown on our website
• Calendly and the meeting providers used when you request or manage a booking
• Advertising accounts you give us access to, such as Google Ads
• Third-party integrations and marketing platforms we use on your behalf

4. How We Use Your Information

We use your personal information for the following purposes:

• Providing and improving our marketing services
• Communicating with you about our services, including responding to enquiries
• Sending marketing communications where you have consented
• Arranging and administering strategy calls, audits and other meetings
• Assessing whether our services may suit your business, including prioritising enquiries based on the answers you give us, such as your advertising budget. This helps us respond appropriately; it does not stop anyone from booking a call or receiving a reply
• Preparing audits, recommendations and roadmaps you request
• Analysing website usage to improve user experience
• Measuring advertising and attributing enquiries and calls to campaigns
• Detecting and preventing spam, automated submissions, fraud and misuse of our forms
• Complying with legal obligations
• Protecting our legitimate business interests

5. Disclosure of Information

We may disclose your personal information to:

• Website and email providers: Cloudflare, which hosts this website and stores form enquiries, Amazon Web Services, which sends form enquiry emails from its Sydney region, and authorised internal recipients who respond to enquiries
• Booking providers: Calendly and, depending on your selection, Google Meet, Zoom, telephone and calendar providers
• Spam protection provider: CleanTalk, which checks website form enquiries for spam and automated submissions
• Measurement platforms: Google (Google Analytics, Google Ads and Google Tag Manager), Meta, OpenAI and Cloudflare Web Analytics
• Professional Advisors: Lawyers, accountants, and other professional advisors
• Government Bodies: Where required by law or to protect our legal rights
• Business Transfers: In connection with any merger, sale, or acquisition of our business

We select providers appropriate to the relevant purpose and limit disclosures where reasonably practicable. We do not sell personal information as a standalone product.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure SSL encryption for all data transmissions
• Restricted access to personal information
• Secret-managed credentials for external services
• Security reviews and software updates

While we take reasonable precautions, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security of your data.

7. Cookies, Attribution and Measurement

We use Google Tag Manager to load Google Analytics and Google Ads, served from our own domain through our hosting provider Cloudflare, which forwards the data to Google. We also use the Meta Pixel, OpenAI measurement technology and Cloudflare Web Analytics. These tools help us understand website performance and advertising effectiveness. They may process the pages you visit, interactions such as clicks, cookie or advertising identifiers, IP address, browser and device information, and campaign attribution. Cookies they set include Google's _ga and _gcl_au cookies, Meta's _fbp cookie and OpenAI's __obref cookie. Cloudflare Web Analytics does not use cookies.

When you submit a form enquiry, your browser shares your email address, phone number and name with Google and Meta so they can match the enquiry to an advertising interaction. The Google and Meta tags hash these details before sending them. Our server may also send conversion events to Meta and OpenAI when you submit an enquiry or book a call. Depending on the platform, this can include cryptographically hashed contact details, country, IP address, user agent, source page and an event identifier used to avoid duplicate measurement. Hashing changes the form of an identifier but does not necessarily make it anonymous.

Some phone numbers on our website may be replaced with a Google forwarding number so we can tell whether a call came from a Google ad. If you call one, Google records call details such as the time, duration and your area code, and connects the call to us.

Campaign parameters such as UTM values, Google click identifiers and Meta click identifiers, and the website that first referred you to us, may be stored in your browser's local storage for up to 30 days. When you complete a form that leads to a booking step, the details you entered are kept briefly in your browser's session storage so the booking form can be filled in for you. They are cleared once the booking form uses them, are not used after two hours, and are deleted when you close the browser tab. You can limit or clear cookies and local and session storage through your browser settings. Blocking measurement technology does not prevent forms or booking from working.

8. Spam Protection

Every page loads CleanTalk's Bot Detector, which helps us tell genuine enquiries from spam and automated submissions. It collects browser and device characteristics (such as screen size, browser features and user agent), the referring page, and signals about how the page is used (such as pointer movement, scrolling, and whether a form field was selected). It stores some of this in your browser's local storage and sends it to CleanTalk with a random token that is added to our forms.

When you submit a form, our form system sends CleanTalk that token together with your name, email address, IP address, browser details, referring page, the time taken to complete the form, your message and other text you entered, so CleanTalk can assess whether the submission is spam. Enquiries identified as spam are not forwarded to our team. They are kept for up to 12 months so we can check for genuine enquiries that were wrongly flagged, and are then deleted.

9. Your Rights

Under Australian privacy law, you have the right to:

• Access personal information we hold about you
• Request correction of inaccurate information
• Ask us to delete information that we are not required or permitted to retain
• Opt-out of marketing communications at any time
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

We may need to verify your identity before completing an access or correction request. To exercise these rights, contact us using the details below.

10. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the purpose for which it was collected.

When personal information is no longer required, we securely destroy or de-identify it.

11. Overseas Disclosure

Some providers that support this website and our services operate outside Australia. Personal information may be processed in the United States and in other countries where Cloudflare, Calendly, CleanTalk, Google, Meta, OpenAI and our other providers operate. The countries involved can change as global providers update their infrastructure. Where Australian privacy law requires it, we take reasonable steps in relation to overseas disclosure.

12. Privacy Complaints

Send a privacy complaint to our Privacy Officer using the details below. Describe the issue and provide enough information for us to investigate it. We will acknowledge and assess the complaint, may ask for further information, and aim to respond within 30 days where practicable.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a revised "Last Updated" date.

14. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact our Privacy Officer: