Privacy Policy

Version 2.0 · Effective 30 October 2026

PractitionerPro is committed to protecting the privacy of the natural health practitioners who use our services, and of the people who visit our website. This Privacy Policy explains how PractitionerPro, operated by James Burgin trading as Brandwithin (ABN 76 374 593 652), collects, uses, discloses and protects personal information.

We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and the Spam Act 2003 (Cth) for marketing messages. Where they apply, we also follow the New Zealand Privacy Act 2020 and the UK and EU General Data Protection Regulation (GDPR).

1. About this policy

This policy applies to:

practitionerpro.com and its sub-domains, including app.practitionerpro.com
the PractitionerPro platform and all of its features
our website, visibility and onboarding services, including Practice Check-Ups and website builds
our online tools, forms and booking pages
our marketing communications

This policy does not cover how practitioners who use PractitionerPro handle the personal information of their own patients and clients. Each practitioner is responsible for their own privacy compliance, and we recommend every practitioner publishes their own privacy policy.

2. Who we are

PractitionerPro is operated by James Burgin trading as Brandwithin (ABN 76 374 593 652), based in New South Wales, Australia.

Postal address: 6/7-9 Flood Street, Bondi NSW 2026, Australia
Email: hq@practitionerpro.com

3. What personal information we collect

3.1 When you contact us, book a Practice Check-Up or use our forms

your name, email address and phone number
your modality, practice name, practice location, website address and Google Business Profile
anything you choose to share in a form, including optional reflection questions about your practice
your marketing preferences, including a record of when and how you gave consent

3.2 When you become a PractitionerPro client

your name, professional title, modality and practice details
billing details (payments are processed securely by Stripe, and we never see or store full card numbers)
login details (passwords are encrypted and never stored in plain text)
information you provide during onboarding, support requests and feedback surveys
content you give us for your website, such as text, photos, biographies, logos and service descriptions

3.3 Information collected automatically

When you visit our website or use the platform, we may collect your IP address, device and browser type, operating system, pages visited, features used, time spent and the website that referred you. We collect this using cookies, log files and similar technologies (see section 10).

3.4 Information about your patients and clients

As a PractitionerPro client, you may store information about your own patients and clients in the platform, such as names, contact details and appointment history. This information belongs to you. We handle it only on your instructions, to provide the platform to you, and never for our own purposes.

Please do not store clinical information in PractitionerPro. Clinical notes, diagnoses, treatment records and medication details belong in dedicated practice management software, such as Cliniko, Halaxy, Power Diary or Jane.

3.5 Sensitive information

We do not ask for sensitive information, such as health information, about you. Please do not include health information about yourself or your clients in our forms or online tools. If you choose to share sensitive information with us, we will only use it for the purpose you shared it for, with your consent.

4. How we use personal information

We use personal information to:

respond to your enquiries and run your Practice Check-Up
prepare a short, personal video review of your public website and online presence before your Check-Up
provide our website, visibility and onboarding services
create and manage your PractitionerPro account and deliver the platform
process payments, including instalment plans
send account messages, such as receipts, booking confirmations and password resets
provide support
send updates and educational content, where you have agreed to receive them
improve our website, tools and services using combined usage information
meet our legal obligations
detect and stop fraud, misuse and security incidents

We do not sell personal information. We do not use your information for targeted advertising.

5. Practice Check-Ups and website reviews

Before your Practice Check-Up, we may look at your publicly available website and Google Business Profile and record a short personal video about what we find. We only review information that is already public. We share the video with you through a private link and do not publish it.

Check-Ups are held over Zoom. We do not record your Check-Up unless we ask you first and you agree.

6. AI tools and automated processing

Some of our online tools use artificial intelligence to generate suggestions, such as headline ideas, service descriptions or Google Business Profile recommendations. When you use one of these tools, the information you enter is sent securely to an AI service provider, which may be located outside Australia, to generate the result.

We set up these services so your inputs are not used to train AI models, where the provider offers that option.
AI-generated results are suggestions only. They are not professional, legal or compliance advice.
We do not use automated processing, including AI, to make decisions that have a legal or similarly significant effect on you. Decisions about our services, such as whether we work together, are always made by a person.

If this changes, we will update this policy before we begin.

7. Your story and feedback

If you take part in our Founding Member program, we may invite you to share feedback about your experience with us. We will only publish your name, words, photo or story with your written consent, and you may withdraw that consent for future use at any time. We never publish testimonials about clinical care or health outcomes.

9. Marketing communications

We only send you marketing emails or SMS messages if you have agreed to receive them, or where the Spam Act 2003 otherwise allows, such as updates about services you already use. Consent to marketing is always optional and separate from any booking or enquiry, and we keep a record of when and how you gave it.

Every marketing message includes a simple way to unsubscribe. You can opt out at any time by:

clicking the unsubscribe link in any email
replying STOP to any SMS
emailing hq@practitionerpro.com

You will still receive essential account messages, such as receipts and booking confirmations.

10. Cookies and analytics

Our website and platform use cookies and similar technologies to:

keep you signed in
remember your preferences
understand how our website and platform are used, using combined analytics
make certain features work

You can set your browser to refuse cookies, although some features may not work properly. We do not use cookies for third-party advertising.

11. How we protect personal information

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, change or disclosure. These include:

encryption of data in transit (HTTPS) across our websites and platform
encrypted storage of passwords
keeping connection keys and credentials on secure servers, never in the browser
role-based access controls
spam protection on our forms
regular security monitoring
data processing agreements with our service providers

No system is completely secure. If you think your account or information may have been compromised, please email hq@practitionerpro.com straight away.

12. Data breaches

If a data breach is likely to result in serious harm to anyone whose personal information is involved, we will notify the affected people and the Office of the Australian Information Commissioner (OAIC), as required by the Notifiable Data Breaches scheme.

13. How long we keep personal information

Account and billing records: for the length of your subscription, then up to 7 years to meet financial record-keeping obligations
Enquiry, Check-Up and support records: up to 3 years
Marketing consent records: for as long as we keep you on our list, and for up to 3 years afterwards
Analytics: indefinitely, in combined, de-identified form only

When we no longer need personal information, we take reasonable steps to securely destroy or de-identify it.

14. Your privacy rights

You have the right to:

ask for access to the personal information we hold about you
ask us to correct information that is inaccurate, out of date or incomplete (clients can also update most details in the platform)
opt out of marketing at any time
make a complaint (see section 17)

We will respond to requests within 30 days. We may need to confirm your identity first. To make a request, email hq@practitionerpro.com.

15. If you are in New Zealand

We handle the personal information of New Zealand residents in line with the New Zealand Privacy Act 2020 and its Information Privacy Principles. You can ask to access or correct your information as set out in section 14. If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.

16. If you are in the United Kingdom or European Union

If the GDPR applies to you, we process your personal information on these legal bases:

to perform our contract with you, or take steps before entering one
with your consent, such as for marketing (you can withdraw consent at any time)
for our legitimate interests in running and improving our services, where those interests are not outweighed by your rights
to meet our legal obligations

You also have the right to ask us to erase your information, restrict or object to its processing, or provide it to you in a portable format. You can complain to your local data protection authority.

17. Complaints

If you are concerned about how we have handled your personal information, please contact us first:

Email: hq@practitionerpro.com
Post: Privacy Officer, Brandwithin, 6/7-9 Flood Street, Bondi NSW 2026

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC):

Website: oaic.gov.au
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001

18. Children

Our services are designed for health practitioners and are not intended for anyone under 18. We do not knowingly collect personal information from children. If you believe we have, please contact us and we will delete it.

19. Changes to this policy

We may update this policy to reflect changes to our services or the law. When we make significant changes, we will update the version and effective date at the top of this page and email our active clients. The current version is always available at practitionerpro.com/privacy-policy.

20. Contact us

PractitionerPro, operated by James Burgin trading as Brandwithin
ABN 76 374 593 652
Email: hq@practitionerpro.com
Post: 6/7-9 Flood Street, Bondi NSW 2026, Australia