Privacy Policy

Mind Body Masters Pty Ltd, trading as ClinicBolt ('we', 'us', 'our'), is committed to protecting the privacy of visitors to clinicbolt.com and clients who engage our services. We are bound by the Australian Privacy Principles ('APPs') set out in the Privacy Act 1988 (Cth). By using this website or engaging our services, you agree to this Privacy Policy. We may update it at any time — continued use constitutes acceptance.

1 Who We Are

Mind Body Masters Pty Ltd (ABN 30 643 431 010), trading as ClinicBolt, is an Australian private company registered in Queensland. We provide Smart Website design, build, hosting, and patient automation services — including AI receptionist (Kayli), automated Google review requests, patient reactivation, appointment reminders, and practice management software sync — to chiropractic and allied health practices across Australia and New Zealand.

2 Information We Collect

We may collect the following from visitors, prospective clients, and subscribers:

• Name, email address, phone number, and practice name
• Practice address and contact details
• Information submitted through our demo booking, onboarding, or contact forms
• Practice management software details (Cliniko, Jane App, Nookal, PracSuite, PracticeHub)
• Billing and payment details (processed securely via third-party payment providers)
• Information provided during onboarding calls or practice interviews
• Technical data including IP address, browser type, device, and pages visited

We do not knowingly collect personal information from your patients directly. Patient data accessed via your practice management software through BoltSync is used solely to deliver your automation services.

3 Why We Collect It

We use your personal information to provide and manage your ClinicBolt plan; build, host, and maintain your Smart Website; configure and run automation workflows including patient reactivation, Google review requests, appointment reminders, progress check-ins, and Kayli AI; communicate with you about your account; process payments; send service updates; and improve our platform. You may opt out of marketing communications at any time.

4 Cookies and Analytics

Our website uses cookies for session management, analytics, and marketing attribution. By using the website without adjusting your cookie settings, you consent to our use of cookies. You may disable cookies in your browser settings, though some functionality may be affected.

5 Disclosure to Third Parties

We may share your information with trusted third parties to deliver our services, including:

• GoHighLevel — CRM, automation, and communications platform
• Cloudflare Pages — website hosting infrastructure
• Practice management software providers — Cliniko, Jane App, Nookal, PracSuite, PracticeHub — via BoltSync integration
• Payment processors — for billing and subscription management
• Google — Google Business Profile integration for review automation
• Professional advisers — accountants and legal counsel where necessary

We do not sell your personal information or share it for third-party marketing without your consent. Some providers operate outside Australia — by engaging our services you consent to your information being processed by these providers, subject to appropriate data protection arrangements.

6 Patient Data and BoltSync

ClinicBolt's BoltSync engine connects to your practice management software to sync patient records, appointment data, and treatment notes every 5 minutes. This data is used to trigger automated communications — including appointment reminders, reactivation SMS, progress check-ins, Google review requests, and Kayli AI interactions — on your behalf.

In doing so, ClinicBolt acts as a data processor on your behalf. You, as the practice owner, remain the data controller responsible for your patients' personal information. We use patient data only to perform the automation services you have subscribed to, and for no other purpose.

7 Kayli AI

Kayli is ClinicBolt's AI voice receptionist, available on the Elite plan. When a patient calls your practice, Kayli may answer, conduct a natural conversation, and book appointments on your behalf. Call interactions may be logged and used to train and improve Kayli's responses for your practice. Patient phone numbers and call content are processed securely and are not shared with third parties outside those listed in Section 5.

8 Data Security

All data is encrypted end-to-end using AES-256 encryption. We use secure platforms and do not store raw API keys. We will notify you of any data breach likely to cause serious harm in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988.

9 Access, Correction and Complaints

You may request access to or correction of your personal information by contacting us below. We will respond within a reasonable time. If you believe we have breached the APPs, contact us first — we will investigate and respond within 21 days. If unsatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.