What personal information we collect and why
When you register as a patient of 5D Clinics, your doctor 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, cultural and linguistic background, 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.
Only practice staff who need to see your personal information will have access to it. All practice staff have signed a Confidentiality Agreement as part of their Employment Contract with us.
Data quality and security
We will take reasonable steps to ensure that your personal information is accurate, complete, up-to-date and relevant. For this purpose, our staff may ask you to confirm that your contact details are correct when you attend a consultation. We request that you let us know if any of the information we hold about you is incorrect or out of date. Personal information that we hold is protected by:
- securing our premises;
- placing passwords and varying access levels on databases to limit access and protect electronic information from unauthorised interference, access, modification and disclosure; and
- providing locked cabinets and rooms for the storage of physical records.
How we collect your personal information
Our practice will collect your personal information: Directly and in person, over the phone, by email, SMS, or by completing our online or hard copy forms. When you make your first appointment, our practice staff will collect your personal and demographic information via your registration and your referral. 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.
We also may collect information from our website using “IP Files”. When you visit our website our system records or logs your IP address, the date and time of your visit, the pages viewed and any information you download. The information is used for our internal purposes to better customise our website and our service to you. You can disable cookies at any time.
Analytics & Tools
- Google Analytics
- Google Tag Manager
- Google Universal Analytics
Third party links and content
Our website and app may contain links to content maintained by third parties that we do not control. You should review the privacy policies of each website that you visit.
Who we share your personal information with and when
Subject to what is set out below, we will only use the information obtained by use for the primary purposes for which it was obtained by us or any secondary purposes directly related to the primary purpose. In addition to what is set out above, the law does allow us to use or disclose information in the following circumstances.
- You have consented to the disclosure.
- We believe, on reasonable grounds, that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or another person;
- The disclosure is required or authorised by or under law; or
- The disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of public revenue.
We customarily disclose personal information only to:
- Other healthcare providers outside of our Clinic who are involved in your health care
- 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
- During the course of providing medical services through Electronic Transfer of Prescriptions (eTP), or My Health Record system.
Your personal information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.
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 medical services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
Transfer of Information overseas
We may disclose information to third party service providers, who may be located out of Australia including the USA, the UK, India, New Zealand, Hong Kong, Singapore, France, Switzerland, Sweden and others, where this will be of importance in troubleshooting for issues that arise in the management and treatment of your health care. Where we do disclose we will use our best endeavours to ensure such parties:
- Are subject to law, a binding scheme or contract which effectively upholds principles for fair handling of the information that are suitably similar to the Australian Privacy Principles; or
- Otherwise take appropriate measures to protect that information and to restrict how they can use that information.
How we store and protect your personal information
Your personal information may be stored at our practice as paper records, electronic records, audio recordings, X-rays, CT scans, MRI scans, PET scans, 3D Angiography scans, electronic CyberKnife® treatment record (including x-rays and prescription), Identification and setup photographs. 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: Electronic format is encrypted, and password protected. Hard copy records and information is stored in secure locked cabinets. 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 Business Manager (ph: (08) 6244 8600, email info@5DClinics.com.au). 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 Business Manager (ph (08) 6244 8600, email info@5DClinics.com.au). 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.
Dealing with us anonymously
You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are requested or authorised by law to only deal with identified individuals.
Policy review statement