About this Policy

We respect our Clients' information and confidentiality. This page covers the terms of our Privacy Policy.

Breast Imaging Victoria (collectively referred to as the "Publisher", "we", "our", or "us") is subject to the National Privacy Principles in the Privacy Act 1988 which includes the Australian Privacy Principles and relevant State and Territory privacy legislation applying to health records.

This Privacy Policy and Disclosure Statement explains how the Publisher collects and protects the privacy of personal information about you collected by the Publisher or provided by you to the Publisher via our website or from other sources.

This Privacy Policy and Disclosure Statement does not apply to acts and practices of the Publisher that relate directly to the employee records of present and former employees.

Collection Of Your Personal Information

The Publisher will generally collect personal information about you directly from you when you use this website or deal with the Publisher over the telephone or by letter or e-mail.

Typically, the type of personal information collected will include your name, address, telephone number, email address, Medicare card number, medical history details, requested services, referring doctor’s details, insurance or health fund information.

Our privilege is to offer comprehensive specialist breast imaging services in an environment that fosters honesty, trust, respect, commitment and clinical excellence in patient care.

Our promise to our patients is to continue to shape our practice actively in ways that meet the challenges of changing healthcare with determination, creativity and enthusiasm.

Privacy Compliance

All medical practices must comply with the Australian Privacy Principles of the Privacy Act 1988.

The following information gives you a complete understanding of the information that this practice may hold about you and how we handle it.

Privacy Policy Inclusions

The policy statement covers the following:

• What types of information are collected? ● Why it is collected?
• How the information is stored and used?
• Who has access to information?
• Informed consent?
• Disclosure of information
• Maintaining the accuracy of information changes

What information do we collect?

The following information is collected, where possible, directly from the patient:

• Name
• Date of Birth
• Address
• Email address
• Contact details
• Next of kin
• Emergency contacts
• Marital status
• Referrals
• Medications
• Allergies & other sensitivities
• Past & current medical history
• Medical procedures
• Diagnostic tests & results
• Medicare number
• Health insurance details
• Financial details related to billing
• Work-Cover details
• Reports from other health providers

Why do we collect this information?

This information is collected so that we have enough information to provide optimal healthcare services to patients on an ongoing basis. If you provide incomplete or inaccurate information to us, or if the information is withheld, we may not be able to provide you with the services you seek.

Where do we collect information from?

We collect most information directly from you. This can include:

• On the phone
• Access or use our website
• During the doctor-patient relationship
• Other people may also provide information about you:
• Your GP or other referrers
• Other health providers involved in your care, e.g. allied health, other specialists
• Your parent or guardian (if you are under the age of 18 years)

How is the data stored?

All forms filled out by the patient are scanned and saved in our electronic database in the patient’s electronic file. Patient electronic files are all stored on domestic servers (i.e. within Australia only).

All paperwork filled out is then shredded.

How is the data used?

The information you provide is used to maintain up-to-date patient electronic files. The following details are updated:

• Demographic data
• Recall & reminder systems
• Operation reports
• Emergency department visits
• Telephone notes
• Accounts

Who has access?

Only authorised doctors and administrative staff have access to data. 

All computers and programs with patient information are password-protected. 

Patients referred to other health service providers (e.g. allied health/ other specialist services) will be aware that information relevant to their care (including medical history summary, pathology and radiology) in the referral letter is only provided if the patient consents. If the patient does not provide consent, he/she will not be referred to that provider.

Account details are only provided for payment from Medicare and private health insurance organisations.

*Please note: under certain legislation, we must disclose patient information. These include:

• Infectious Disease Act (Health Regulations)
• Court orders, subpoenas, search warrants and Coroner’s Court cases

Patients have the right to access their health information under privacy legislation. To request the release of this information, please let reception know. 

Do we inform patients of the intended use of the information?

Yes, we will always inform patients of the intended use of their information. A ‘Privacy Form’ is attached to all new patient registration forms, which every patient must read and complete before receiving health care at our practice. A copy of this form is available from reception.

Is the data we collect accurate, up-to-date and complete?

The following procedures are in place to ensure that the data we collect is accurate, up-to-date and complete:

For new patients:

• When entering demographic data electronically,
• information is cross-checked with the ‘Medical History’ form.
• For new patient registrations, patients must present at reception with their Medicare and health insurance card (if applicable). Demographic details provided on the completed
• ‘Medical History form are cross-checked with these cards to ensure that our practice records have correct details. This is particularly important for patients from cultures where translating names and details into English may result in misspelt words.
• Medicare numbers are verified online.
• The surgeon cross-checks relevant health information with the patient during the initial consultation.

For returning patients:

Patients are asked if their details or GP details have changed since their last appointment.

If a patient requests the practice to release results of any pathology or radiology to his/her next of kin, the next of kin details are confirmed with the patient; on contacting the next of kin, our staff always confirms that they are speaking to the person appointed by the patient before releasing any health information.

• An updated referral letter from the patient’s general practitioner (GP) is required annually for breast imaging services. 
• Patients returning to the practice after three years must complete a new ‘Medical History’ form.
• Consultation notes are saved in the patient’s file. These cannot be altered; however, amendments to the notes can be added later if a step has been omitted or for clarification purposes.

How do we protect data from misuse, loss and unauthorised access?

All computers at our practice are password-protected, and only authorised staff can access this information. Backup information is stored on

• On-site computer programs
• Off-site on an external hard drive, which the Practice Manager retains
• Off-site on a cloud, only accessible by authorised persons
• In addition to this, we have the following measures in place to protect information:
• Firewalls and antivirus software
• Secure work environments
• Encryption of data in transit
• Storage of electronic information on domestic servers only
• Management of access privileges

How do we maintain and update our Privacy Policy?

At our practice, we have an appointed Privacy Officer. The duties of the Privacy Officer include but are not limited to:

• Investigation of any complaints lodged
• Co-ordinate, implement & monitor the privacy policy
• Promote privacy policy to all interested parties, including patients, GPs and staff
• Act as liaison officer for all privacy issues and patient requests for record access
• Formulate and update the privacy policy
• Conduct privacy reviews (analyse what data is collected, how, storage, disclosure, and consent)

How to contact us?

If you have a concern or a complaint about how your personal information is collected or stored, please contact us below:

Attention: Privacy Officer

Level 4/21Victoria Street

Melbourne VIC 3000

imaging@imagingvictoria.com.au

Disclosure Agreement

Disclosure of Information Gathering

The Publisher collects personal information for some or all of the following purposes:

• to monitor or improve the quality and standard of service provided to you or other consumers by the Publisher and any entities related to the Publisher (collectively called "Authorised Disclosees");
• to provide marketing information to you about products and services of any one or more of the Authorised Disclosures; and
• arrange for delivery of products of any one or more Authorised Disclosure to you.

Suppose you do not provide any information requested. In that case, the Publisher or one or more of the Authorised Disclosees may be unable to provide information about Breast Imaging Victoria. products or to fulfil one or more purposes of collecting your personal information.

Information & Website Disclosure

The Publisher may collect personal information about you from a third-party source. The Publisher will take reasonable steps to contact you and inform you of the purposes for which the Publisher has collected your personal information from a third-party source.

The Publisher owns this website, and the Publisher publishes content. You must not access, browse or use this website unless you agree to be bound by the terms and conditions below. You must not use this website if you do not agree to these terms and conditions. To explain the practices and policies of the Publisher relating to the collection, use, and storage of information on this website, users should refer to the Publisher's Privacy Policy and Disclosure Statement.

The information on this website is intended for general information only and should not be considered complete or definitive. Information on this website may contain technical inaccuracies or typographical errors. The Publisher accepts no responsibility regarding the accuracy of information provided by the Publisher on this website, and using such information is at your own risk. 

Disclosure Changes

The Publisher reserves the right to change any website element immediately, without notice. All content and functionality on this website is provided "as is" and without warranties by the Publisher, express or implied. This website contains links to sites maintained by other organisations, and the Publisher does not take any responsibility for the content or functionality of those sites. You should take appropriate action to ensure that your access to and use of this website and other sites is protected against and free from viruses (including macro viruses), worms, trojan horses and other harmful and destructive material.

The Publisher does not want to receive confidential or proprietary information from you through this website. All information or material sent to the Publisher will be deemed not to be confidential. You grant the Publisher an unrestricted, irrevocable licence to use, reproduce, display, perform, modify, transmit and distribute that information or material for any purpose.

The Publisher will not be liable to any party for any direct, indirect, special or other consequential damages arising out of any use of this website or any other hyperlinked website, including, but without limited, loss of profits, interruption of business, loss of data on your information handling system or otherwise, even if the Publisher has been expressly advised of the possibility of such damages. 

Disclosure Representations

The Publisher provides no representations or warranties, express or implied, including any implied warranties of fitness for a particular purpose, merchantability or otherwise concerning any information provided by the Publisher on this website.

All statutory or implied terms, conditions or warranties concerning the quality or condition of this website or any information, service, material, advice or recommendation supplied by the Publisher to you through this website is limited to the fullest extent permitted by law. Suppose the Publisher breaches any term, condition or warranty implied by law and cannot lawfully be excluded. In that case, the liability of the Publisher for a breach of the applicable term, condition or warranty is limited to, at the election of the Publisher:

• the resupply of the relevant advice, service, recommendation or information, or
• the payment to you of the cost of having the relevant advice, service, recommendation or information supplied again

Except to the extent that liability may not lawfully be excluded, the Publisher will not be under any liability to you (or any of your officers, agents or employees) for any loss of profit or anticipated profit, loss of data, loss of use, damage to goodwill and loss due to delay, or other direct or indirect loss or damage (including without limitation consequential loss or damage,) however caused (including without limitation due to breach of contract, negligence and breach of statute) which may be suffered or incurred or which may arise from or in connection with your use of this website or your use of or reliance upon any of the information, services and materials contained in it or provided by it to you or negligence or breach by the Publisher of the Publisher obligations under these Terms of Use. the Publisher does not warrant that any of the functions contained in the website or your access to the website will be uninterrupted or error-free or that any notifications (such as may be selected in the investor relations section of the website), will be made promptly, or at all. 

The information contained in this website is derived from sources believed to be true and accurate. However, the content may include errors and changes or events that may cause the information to be inaccurate or out of date. For various reasons, substantial delays may occur before particular information on the website is updated. Accordingly, the Publisher does not warrant that information's reliability, accuracy, currency or completeness, and any reliance by you upon that information is at your sole risk. 

You should satisfy yourself regarding the currency and accuracy of any information provided through this website. You must indemnify the Publisher and hold the Publisher harmless against all loss, actions, proceedings, costs, expenses (including legal fees), claims and damages arising from any breach by you of these Terms of Use, your access and use of the website or reliance on its contents or information received through it by yourself or any person accessing any content through your website.

• to monitor or improve the quality and standard of service provided to you or other consumers by the Publisher and any entities related to the Publisher (collectively called "Authorised Disclosees");
• to provide marketing information to you about products and services of any one or more of the Authorised Disclosures; and
• arrange for delivery of goods of any one or more Authorised Disclosees to you.

The Publisher may revise these terms and conditions at any time by updating this website. By using this website, you agree to be bound by all revisions. Therefore, you should periodically visit this page to determine the then-current terms that govern your relationship with the Publisher.

The materials displayed on this website, including without limitation all information, text, graphics, names, logos, trademarks, design, software and advertisements ("Content"), are protected by copyright, trademark and other intellectual property laws unless expressly indicated otherwise on the website. You may access and display these pages on a computer or a monitor only for personal and non-commercial use. 

All other use (including without limitation reproduction on any other website) of any part of this website is prohibited without express written permission of the Publisher. You must not use this website in any manner or for any purpose that is unlawful or violates the rights of any content owner. 

Nothing contained in this website should be construed as a licence or right of use of any trademark displayed on the website without the express written permission of the trademark owner.

This agreement is governed by and construed under the laws of New South Wales. You irrevocably and unconditionally submit to the non-exclusive jurisdiction of the courts of New South Wales. If any provision of this agreement is found invalid or unenforceable by a court of law, such invalidity or unenforceability will not affect the remainder of this agreement, which will continue in full force and effect.

Use Or Disclosure Of Your Personal Information

The Publisher will use and disclose personal information for the primary purpose for which the personal information was collected or for purposes related to or ancillary to that primary purpose. The Publisher does not disclose collected personal information to third parties other than Authorised Disclosees to allow such third parties to market products and services directly to you.

The Publisher may occasionally engage third-party contractors to work for the Publisher. Thirdparty contractors are prohibited from using collected personal information about you except for the specific purpose for which the Publisher has supplied that personal information to the contractor.

Personal Information About Other People 

You must not provide personal information to the Publisher about another person unless that person has authorised the Publisher, through you, to collect, use and disclose personal information about that person for the purposes described in this Privacy Policy and Disclosure Statement.

Sharing Information

The Publisher may disclose personal information to Authorised Disclosees upon the basis that any Authorised Disclosure may only collect, use or disclose the information for the purpose for which that information was originally collected by the Publisher.

Access To Personal Information

The Publisher will, on request, provide you with access to personal information held by the Publisher about you, subject to any limitations or exceptions in the Privacy Act.

The Publisher will deal with requests for access within a reasonable time. You must pay the Publisher for reasonable costs incurred by the Publisher in providing access.

Suppose the Publisher refuses to provide you with access to personal information about you. In that case, The Publisher will provide you with reasons for the refusal by the requirements of the Privacy Act.

Your Consent

You may wish to avoid becoming a patient when you visit our website. We respect that and have provided you with the option to not sign up as a patient and to drop out whenever you no longer wish to be a patient.

Up-to-Date Information

The Publisher will take reasonable steps to ensure that your personal information is up-to-date when collected or used by the Publisher. Suppose any personal information held by the Publisher about you needs to be corrected. In that case, you should contact the Publisher immediately so that the Publisher can take reasonable steps to correct incorrect information about you.

Security of Personal Information

The Publisher protects your personal information from misuse and unauthorised disclosure.

Personal information about you may be stored in hard copy or electronically in the data information storage systems of the Publisher.

The Publisher maintains physical, network, and computer security over paper and electronic data information storage systems.

Children and young people

The website is accessible to people of all ages. However, we are mindful that some customers who register as members may be under 18. In the interests of their safety, we urge children to check with their parents before entering personal information on any website and ask parents to discuss these issues with their children.

The Publisher will also ensure that appropriate disclosures are made when collecting other information from minors and will only collect this information where appropriate. Information collected will only be used for appropriate purposes.

Contacts

You may gain access to your personal information, make a complaint about a breach of your privacy rights, or make enquiries about the collection or use of your personal information by contacting the owners of this website via the Contact Page.

The Publisher will respond to your query or complaint in a timely fashion.

No part of this site may be reproduced in any manner without the Publisher's express written permission. 

Privacy & Disclosure Policy - edited January 2024