What personal information we collect and why
When you register as a client of our practice, your dietitian and/or their support team will need to collect your personal information so they can provide you with the best possible healthcare services. We also use it for directly related business activities, such as financial claims and payments, practice audits, accreditation and normal business processes.
The personal information we collect and hold generally includes:
- Your name, address, date of birth, contact details
- Information about your health condition, medical history, social and family history, risk factors, medications, allergies, adverse events, immunisations and treatment you may have already received.
- Medicare number or DVA number for identification and claiming purposes.
- Private health fund details.
We may share your Personal Information with administration staff and third-party contractors who are working with us to improve our services to you. If we do this, we ensure that each contractor has in place protocols and security that is at least as comprehensive as ours. Our contractors sign a confidentiality and privacy agreement as well and we monitor them closely.
How we collect your personal information
Our practice will collect your personal information: Directly and in person, over the phone, by email, SMS, social media, through our website or by completing our online.
When you make your first appointment, our practice staff will collect your personal and demographic information via your registration. If it is not possible to collect it from you directly, we may also collect this information from:
- Your guardian or responsible person.
- Other involved healthcare providers such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
- Your Private Health Fund, Medicare or DVA.
Who we share your personal information with and when?
- Other healthcare providers
- Third parties who work with our practice for business purposes (such as IT providers and accreditation agencies)
- Statutory requirement to lawfully share certain personal information, such as mandatory notification of certain diseases
- Court subpoenas required or authorised by law
- When necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt-out of direct marketing at any time by notifying our practice in writing. Only those people that need to access your personal information will be able to do so. Other than in the course of providing nutrition services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent. We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
How we store and protect your personal information
Your personal information is stored at our practice as electronic records, videos and photos.
Our practice stores all personal information securely, and has strict protocols and policies to ensure your personal information is protected from misuse, loss, interference or unauthorised access:
- Our online meeting software Zoom is encrypted as per the Zoom security guide.
- Client records are stored online and are password protected.
- All staff and contractors must sign confidentiality agreements prior to commencing work with and for our practice.
How you can access and correct your personal information at our practice
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. We will ask you at different times, to verify your information held by our practice is correct and up to date. You have the right to access and correct personal information that we hold about you, in electronic or hard copy format.
If you wish to access or correct your personal information, we request that you put it in writing and contact the Practice Manager (Harriet Walker, email@example.com). Your request for access and/or correction will be processed within 30 days. While we do not charge an application or processing fee, you may be charged administration, photocopying or other fees to reasonably cover our costs in fulfilling your request.
How you can lodge a privacy related complaint and how it will be handled at our practice
If you have any concerns about your privacy or wish to make a complaint about a privacy breach, contact our Practice Manager (Harriet Walker, firstname.lastname@example.org). You should provide us with sufficient details regarding your complaint together with any supporting information. We will take steps to investigate the issue and will notify you in writing of the outcome within 30 days from the receipt date of original written complaint. If you are not satisfied with our response, you can contact us directly to discuss your further concerns, or lodge a complaint with the Australian Information Commissioner at www.oaic.gov.au or by calling 1300 363 992.
Policy review statement