Privacy Policy

This Privacy Policy explains how our practice collects, uses, stores, and discloses personal information, including health information, about you and your child. It outlines how information is managed within our practice and the circumstances in which it may be shared with third parties involved in your child’s care or as required by law.

Collection of Personal and Health Information

Our practice collects personal and health information that is necessary to provide safe, appropriate, and high-quality healthcare services and to meet our legal, professional, and regulatory obligations.

The information we collect may include:

• Parent or guardian details, including name, address, phone number, email address, and emergency contacts
• Your child’s identifying information
• Your child’s medical history, including medications, allergies, immunisations, adverse events, and diagnoses
• Social, developmental, and family history relevant to your child’s care
• Previous test results, specialist correspondence, and hospital records
• Reports from schools or other professionals involved in your child’s care, such as psychologists or therapists
• Medicare number, health fund details, and referral information for identification and billing purposes

How We Collect Your Personal Information

We may collect personal information in a number of ways, including:

1. When you make your first appointment and complete registration forms
2. During the provision of medical services and consultations
3. When you contact us by email, SMS, telephone, online booking systems, or through social media
4. From other sources where it is not practical or reasonable to collect information directly from you, including:
   • A parent, guardian, or responsible person
   • Other healthcare providers such as specialists, allied health professionals, hospitals, community health services, and pathology or diagnostic imaging providers
   • Medicare or your health fund

Purpose of Collection and Use

We collect and use personal and health information to:

• Provide medical care, diagnosis, and treatment
• Communicate with you about appointments, care, and follow up
• Coordinate care with other professionals involved in your child’s health, development, or education
• Meet legal, regulatory, and professional obligations
• Manage administrative, billing, and practice operations
• Support quality assurance, training, and accreditation activities

If you choose not to provide certain information, this may limit or prevent our ability to provide appropriate care. You are encouraged to discuss any concerns with your clinician.

Disclosure of Information

By providing consent, you acknowledge that your child’s information may be used or disclosed for purposes including:

• Appointment reminders and practice communications by phone, SMS, or email
• Medical treatment and care coordination, including sharing information with specialists, hospitals, allied health providers, and diagnostic services
• Obtaining or providing medical records required for ongoing care
• Billing and compliance activities involving Medicare, health funds, TAC, WorkCover, DVA, or insurers responsible for payment
• Legal requirements, including subpoenas, court orders, or mandatory disease notification
• Accreditation, regulatory, or professional body requirements, including AHPRA
• Medical education, training, and internal quality improvement
• Informing next of kin or acting in your child’s best interests where consent cannot be obtained in an emergency

We do not disclose personal or health information outside Australia without your consent, unless authorised or required by law.

Storage, Security, and Retention

Your information is stored securely in paper, electronic, visual, and audio formats. Security measures include secure premises, password-protected systems, role-based access controls, and locked filing cabinets.

Access to information is limited to authorised staff, all of whom are bound by strict confidentiality obligations. Information is retained only for the period required by law and is securely destroyed when no longer required.

Access to Your Personal Information

You have the right to access personal information we hold about you or your child. Requests for access should be made in writing to the Practice Manager.

A fee for the retrieval and copying of medical records may apply.

Correction of Your Personal Information

If you believe that information we hold about you or your child is inaccurate, incomplete, or out of date, please contact the practice in writing. You have the right to request correction of incorrect information.

Your Rights and Consent

By engaging with the practice, you acknowledge that:

• You have read and understood this Privacy Policy
• You understand your rights to access and correction, subject to legal limitations
• You are not required to provide information, but refusal may limit our ability to provide care
• Additional consent will be sought if information is to be used for purposes outside this policy, unless authorised by law

Complaints

If you have a privacy concern or complaint, please submit it in writing to the practice. We will acknowledge complaints within 14 days and aim to provide a full response within 30 days.

If you are not satisfied with our response, you may lodge a complaint with:

• The Victorian Privacy Commissioner at https://www.privacy.vic.gov.au
• The Victorian Health Services Commissioner at https://www.health.vic.gov.au