Clinic Privacy Policy

The objective of this privacy notice is to provide you, our client, with clear information on how your personal information is collected and used within the Little Earth Health clinic. Occasionally we also need to share your personal information to involve others in your healthcare and this policy outlines when, how, and why we share your information.

1. Who can I contact about this policy?
For enquiries concerning this policy, you can contact us via email [email protected]

2. When and why is your consent necessary?
When you register as a client of Little Earth Health, you provide consent for the practitioners to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to clinic team members who require it for your care. If we ever use your personal information for purposes other than healthcare provision, we will obtain additional consent from you.

It is important to us that as our client, you understand why we collect and use your personal information.

3. Why do we collect, use, store, and share your personal information?
Little Earth Health collects, uses, stores, and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as clinic audits and staff and practitioner training to maintain high-quality service standards.

4. What personal information is collected?
The information we will collect about you includes your:

• names, date of birth, addresses, contact details
• medical information including medical history, medicines, allergies, and adverse reactions immunisations, social history, family history and risk factors
• healthcare identifier numbers
• emergency contacts – name and contact details

5. Can you deal with us anonymously?
You can deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals.

6. How is personal information collected?
Little Earth Health may collect your personal information in several different ways:

When you make your first appointment, the clinic team will collect your personal and demographic information via your registration.
We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment, or communicate with us using social media.

In some circumstances, personal information may also be collected from other sources, including:

• 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 health fund (if relevant).

While providing health services, further personal information may be collected via:
• electronic prescribing
• online appointments

Various types of images may be collected and used, including:
• Photos and medical images: These can be taken using personal devices for medical purposes, following the guidelines outlined in our guide on using personal devices for medical images.

7. When, why and with whom do we share your personal information?
We sometimes share your personal information:

• with third parties for business purposes, such as information technology providers – these third parties are required to comply with APPs and this policy
• with other healthcare providers (e.g. In referral letters)
• when it is required or authorised by law (e.g. court subpoenas)
• when it is necessary to lessen or prevent a serious threat to a client’s life, health or safety or public health or safety, or it is impractical to obtain the client’s consent
• to assist in locating a missing person
• to establish, exercise or defend an equitable claim
• for the purpose of confidential dispute resolution process
• When it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
• When it is provision of medical services, through electronic prescribing, (e.g. via Shared Health Summary, Event Summary).

Only people who need to access your personal information will be able to do so. Other than providing health services or as otherwise described in this policy, the clinic will not share personal information with any third party without your consent.

8. Will your information be used for marketing purposes?
The clinic may use your personal information for marketing of goods or services directly to you without your expressed consent. If you do no consent, you may opt out of direct marketing at any time by notifying the clinic in writing.

9. How is your information used to improve services?
Little Earth Health may use your personal information to improve the quality of the services offered to clients through research, analysis of client data for quality improvement and for training activities with the clinic team
We do not provide de-identified data to other organisations to improve population health outcomes.

10. How is your personal information stored and protected?
Your personal information may be stored in various forms including electronic and visual (results, x-rays, CT scans photos) records.
The clinic stores all personal information securely. All records are electronically stored in appropriate clinical software which provides security and restricts access to approved individuals through unique logins and password protected.

11. How can you access and correct your personal information at the clinic?
You have the right to request access to, and correction of, your personal information.
The clinic acknowledges clients may request access to their client records. To request your records, you will be required to complete a written request form, which will be provided upon request.

The clinic will respond to any requests to access or correct your personal information within 45 calendar days.
The clinic will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the clinic is correct and current. You may request we correct or update your information. To do this please contact via email [email protected]

12. How can you lodge a privacy-related complaint, and how will the complaint be handled at the clinic?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure. Please contact us via email [email protected] or PO Box 379, Byron Bay NSW 2481.

If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.

13. How is privacy on the website maintained?
At Little Earth Health any personal information you share with us through website, email, and social media, is handled securely and confidentially. This clinic uses analytics and cookies. For our full website privacy policy, visit https://www.littleearthhealth.com.au/privacy-policy/

14. Policy review statement
Our privacy policy is regularly reviewed to ensure compliance with current obligations.

If any changes are made:
• They will be reflected on the website.
• Significant changes may be communicated directly to clients via email or other means.
Please check the policy periodically for updates. If you have any questions, feel free to contact us.